Swim Meet To-Do List Saves You Time and Stress

1. Ensure the meet date is on the governing body website (if applicable) or distributed so people know about it.
2. Develop a Swim Meet Plan so everything promised in Meet Announcement can be delivered. Tweaking this Ultimate Swim Meet To-Do List or the High School Dual Meet Lists can greatly streamline and simplify the process.
3. Begin to plan and balance the swim meet budget. (i.e. Expected income vs. expected expenses.)
   • As assembled, inform area managers (for example, awards, hospitality, etc.) of budget constraints.
   • Save meet financial records and receipts. Instruct others to do the same and submit them to the Meet Director asap.
4. Review previous meet evaluations and notes. Be mindful of suggestions made when planning and preparing for this meet. Share evaluation suggestions as applicable.
5. Prepare, get approval/sanction, publish and share Meet Announcement doc
   • Once it is approved (as applicable) distribute the Meet Announcement doc to other teams and invite them to come
   • After approved, post the Meet Announcement doc on the governing body website(s) (as applicable)
6. Set-up meet file in mee management software. Include all needed points from Meet Announcement. Create Event Export File and share.

1. Confirm skilled meet worker positions in the admin area are filled. (i.e. the positions that need to be pre-filled rather than released on the sign-up to be filled by anyone signing up)
2. If dependant on wifi for essential admin functions, ensure the facility has sufficient wifi capacity when full of the swim meet people and their phones.
3. Determine if swim meet results and other reports will be published to any apps. Find out what, if any, pre-meet prep is needed to use apps, add to meet plan.
4. Inventory and prepare Swim Meet Office and Misc. Supplies
5. Finish any previous assignments not already completed.
6. Check-in with area managers to see if they are on track and current with assignments or if they need help overcoming any roadblocks.
7. Arrange for someone to prepare and print Meet Program (as needed.)
   • Items to consider including, information from donors, facility, Meet Director, ‘Q time’ list(s), etc.
   • Arrange to get psych sheets (or ‘Heat Sheets’) from Entry Clerk and any other desired reports (like Teams List) by printing deadline
8. As needed, start collecting info for coach packets (ask Meet Ref, Admin Ref/Official, Meet Director, Facility, and any other meet leaders as needed)

At some meets officials may do the following. If in doubt, confirm who does what.

1. Find computer and timing equipment operators.
   • USA Swimming requires a certified Admin Official (AO) or Admin Referee (AR) to work in the admin area of sanctioned meets
2. Let Meet Volunteer Coordinator know of volunteer sign-up type needs in the Admin. Area (may include timers, head timer, runners, clerks, announcer, any trainees for computer or timing equipment operation, etc. See ESTIMATED MEET WORKER NEEDS BY TYPE OF MEET list and MEET WORKER JOB DESCRIPTIONS list for more info)

Entries

1. As they are received, process swim meet entries
2. At Meet Entry Deadline: Finish processing entries. This includes a member registration check if required by the governing body, like USA Swimming.
3. Do not distribute any reports unless authorized by Meet Referee
4. Once entries are finalized, email the psych sheet, preliminary meet timeline, and any other requested reports to Meet Referee and Meet Director. Review and troubleshoot as needed.
5. After approval from referee, e-mail psych sheet (or heat sheets) to person copying psych sheets or meet programs and others as authorized

1. Check the volunteer sign-up list. Are needed positions filled? Encourage team parents to sign-up as needed.
2. Collect and prepare meet supplies
3. Finalize preparations. Review your list of things to bring and do. Ensure everything is ready.
4. Take a USB drive to meet and prepare to regularly get meet database back-ups (throughout and at the end of each session)
5. Get the current meet database onto the meet computer if not there already
6. Finish collecting info for coach packets. Prepare packets.
7. As needed, prepare and/or make copies of administrative forms/paperwork under the direction of Administrative Referee/Official.

Meet Program

1. Meet Program: Where will it be sold at the meet? Finalize Meet Program, prepare, and print. Will a cash box be needed? Make cash box plans. Who will provide the box? Money for change? Who will take the box in between sessions? How will the money be verified? Who will deposit money after the swim meet? Who will report proceeds to Meet Director? When?
2. If printing in advance, ensure Meet Program copies are made

1. Distribute coach packets
2. Receive meet fees from any teams who have not yet paid (or note any arrangements made and follow-up as needed)
3. Problem-solve as needed
4. Distribute meet evaluation survey as desired
5. Thank those who helped
6. Towards the end of the swim meet, collect meet evaluation information from Meet Referee, Coaches, Swimmers, Officials, Committee Managers/Chairs, other key personnel then compile, distribute as desired, and save for future reference.

At many meets officials may do the following. If in doubt, confirm who does what.

1. Process scratches/computer changes
2. Seed meet and upload to timing system
3. Prepare Lane Timer Sheets. Ensure distribution to lanes.
4. Print and process reports as directed.
5. Turn on any swim meet apps used and make sure they are publishing correctly
6. Problem-solve as needed
7. Run timing equipment
8. Process results. Verify times according to governing body rules. Post results.
9. Print award labels and get them to the award labelers throughout the swim meet
10. Any record breakers? See if any signatures are needed to submit them to the governing body. Getting them while at the meet might be easiest.
11. At the conclusion of the meet, finalize meet results and finish award labels (if needed)

1. Distribute results
2. Process records. Report where needed. Update meet records file.
3. Archive meet paperwork
4. Receive, and make, any outstanding payments
5. Ensure Meet Financial Report and any fees are sent to the governing body as directed.

1. Find Referee, Starter, and Admin Ref/Official
2. Ensure other officials are aware of the meet date and invite them to work the meet

1. Ask invited teams to invite their officials to work them meet. Also, ask them to notify the Entry Clerk of any officials attending from their team
2. If possible, directly invite officials from invited teams to work meet

1. Finalize preparations. Review your list of things to bring and do. Ensure everything is ready.
2. If needed, again invite officials from entered teams to work meet

1. Admin officials: See tasks in Swim Meet Administration/Meet Director section
2. Other officials: Run meet as instructed when certified
   • For additional help, see Officials category posts

1. See any applicable admin tasks in the Swim Meet Administration/Meet Director section

1. Reserve facility
2. Put any needed information about the facility into the meet announcement. For example, is there information about where to park or enter the facility?

1. If not done already, connect with the facility point-of-contact for the meet
2. Let Meet Volunteer Coordinator know of volunteer sign-up type needs in the Facility Area (may include set-up (what time for each session?), clean-up, etc. See ESTIMATED MEET WORKER NEEDS BY TYPE OF MEET list and MEET WORKER JOB DESCRIPTIONS list for more info )
3. Will banners be used? If so, plan, approve plan with facility, get banners, etc.
   • Banners may include team or festive type banners or advertising banners from donors or sponsors
4. If needed, arrange for PA System
5. Prepare any needed signs (Ex: Spectators must stay in balcony, “For Officials Only” [for chairs], Meet Volunteers check in here [for meet table], etc.)

1. Check the volunteer sign-up list. Are needed positions filled? Encourage team parents to sign-up to help as needed.
2. Finalize preparations. Review your list of things to bring and do. Ensure everything is ready.
3. If needed, invite some swimmers to help set-up lane lines before the meet
4. Pick up banners if ordered
5. Review the facility for rule or safety concerns. Address as needed.
6. Verify meet set-up time(s) with the facility, equipment manager, and meet director. Give time to invited swimmers and set-up volunteers

1. Ensure pool is prepared according to governing body rules and regulations (includes 15-meter markers in place, stable blocks, backstroke flags, etc.) See MEET SET-UP and CLEAN-UP LIST
2. Post any needed signs for crowd control, safety, meet operations, etc. in accordance with facility directions.
3. Problem-solve as needed.
4. Give feedback and meet evaluation info to Meet Director.
5. Ensure clean-up is thorough and complete. (See MEET SET-UP and CLEAN-UP LIST)

1. Remove signs. If desired, save for the next meet.
2. Thank the facility manager for use of the facility. Ask for any feedback and pass along to Meet Director

1. Address any known governing body facility rule or safety issues upfront
2. Are there any circumstances which warrant special planning or consideration?
   • For example, COVID-19
3. Include required and recommended safety language in the meet announcement. For example, the Minor Athlete Abuse Prevent Policy (MAAPP) requires the publication of specific language in the meet announcement. See www.usaswimming.org/maapp for more.

1. Find Meet Safety Manager (if needed)
2. Let Meet Volunteer Coordinator know of volunteer sign-up type needs in the Safety Area (Meet Marshals, etc. Ask them to arrive before warm-ups start. See ESTIMATED MEET WORKER NEEDS BY TYPE OF MEET list and MEET WORKER JOB DESCRIPTIONS list for more info )
3. Print safety signs to post around the venue.
4. See the post Increasing Swimmer Safety at Meets for more

1. Re-evaluate the facility for rule or safety concerns. Address as needed.
2. USA-Swimming Meet Director: Ensure that USA Swimming Report of Occurrence forms (or access to the online form) will be available at the meet and know how to use them. www.usaswimming.org/roo
3. See the post Increasing Swimmer Safety at Meets for more

1. Ensure Meet Marshals are trained and oversee the safety of participants and facility during warm-ups and meet
2. Ensure the facility is safe. The Meet Director, Referee, and facility manager (or a representative) should inspect the venue for unsafe conditions prior to warm-ups.
3. See the post Increasing Swimmer Safety at Meets for more
4. Problem-solve as needed. Give feedback & meet evaluation info to Meet Director.
5. Thank those who help, especially Meet Marshals. It’s not an easy job.

1. Remove signs. If desired, save and store for the next meet.

1. If needed, schedule the use of equipment with the appropriate entity.
2. Review Meet Equipment Checklist. Is all the needed equipment available and in good repair? Resolve problems as needed.

1. Let Meet Volunteer Coordinator know of volunteer sign-up type needs in the Equipment Area (may include set-up (what time for each session?), clean-up, etc. See ESTIMATED MEET WORKER NEEDS BY TYPE OF MEET list and MEET WORKER JOB DESCRIPTIONS list for more info )
2. If needed, have equipment “dry run.” Hook it up completely. Make sure the starter, timing equipment, and laptop are communicating. Try printing. Check scoreboard.
3. Ensure a trained equipment manager will be available at the meet

1. Charge starter before every session of the swim meet
2. Check the volunteer sign-up list. Are needed positions filled? Encourage team parents to sign-up as needed.
3. Finalize preparations. Review your list of things to bring and do. Ensure everything is ready.
4. Ensure timer clipboards each have instructions mounted to them. (See TIMER CLIPBOARD INSTRUCTION SHEET)

1. Direct volunteers during set-up and clean-up. Ensure proper use and care of equipment. (It’s expensive!)
2. Ensure lap counters are available poolside for any events 500 yards or longer. (400 M if swum in SC Meters pool)
3. Problem-solve as needed.
4. Give feedback and meet evaluation info to Meet Director.
5. Ensure equipment is set-up (See MEET SET-UP and CLEAN-UP LIST) working, and communicating before warm-ups begin

1. Ensure all equipment is cleaned and stored properly. Note and attend to any maintenance to replacement needs.
2. Note additional equipment needs and make the host organization aware of these needs. Doing so in a timely manner helps give them time to consider and act on the request and if needed, budget.

1. Is there any volunteer meet worker info to include in the Meet Announcement? If so, include it.
   • For example, will there be online volunteer sign-ups before the meet? Even if you haven’t created the sign-up yet, can you point them to a team or meet website where they can find a link to it after a specified date? If so, consider giving that information. If you already have an address for an online sign-up, include it.
   • The post, Recruiting Volunteers Before a Swim Meet, has additional ideas.

1. Find, and if needed, train, Meet Volunteer Coordinator. Depending on needs, this person may function before the meet or just before and at the meet.
2. Review and understand the ESTIMATED MEET WORKER NEEDS BY TYPE OF MEET and MEET WORKER JOB DESCRIPTIONS lists
3. Start to prepare the meet volunteer organization.
   • What positions will be needed? How will people be made aware of volunteer needs? How will they sign-up? How will names be recorded? Where will they report at the meet? How will volunteers receive training/instructions at the meet? Will volunteer hours need to be recorded for other purposes? (example: Proof of filling volunteer hours if the team has a requirement), If so, how will this be done?
4. Collect volunteer needs from Meet Director and/or Managers of different areas.
5. Prepare the meet volunteer online sign-up and encourage all invited volunteers to sign-up (adapt the timing of sign-up opening as desired)
6. Help fill “pre-assigned” volunteer spots, as needed.
   • For example, you will not want to make all positions available for sign-up by anyone. Some positions like the Timing Equipment Operator, head Meet Marshal, and others may need to be “pre-assigned” or filled by someone with specific skills.
7. Make preparations for the performance of National Anthem (if applicable.)
8. If the meet is long, you may need to check the volunteer sign-up list earlier than the week of the meet. Encourage team parents and others who will attend the meet to sign-up as needed.

• Check the volunteer sign-up list. Are needed positions filled? Encourage team parents to sign-up as needed. If necessary, work with Team Administrator to assign positions as needed.
  • The post, Motivating Volunteers to Serve at Swim Meets, might help
• Email team and inform meet volunteers to check-in at meet volunteer table during warm-ups
• Prepare to invite meet goers to volunteer. Signs and announcements at the meet may help. Preparing them in advance helps make sure important information gets included. Let them know where and when to report. Remind them of the benefits of volunteering.
• Prepare volunteer training materials (checklists, lists of things to do, see “ON DECK” EQUIPMENT MANAGER INSTRUCTIONS, MEET MARSHAL INSTRUCTIONS, and TIMER INSTRUCTIONS for sample info. Check with Meet Director and Referee. Is there any specific information they would like conveyed to certain volunteers? If so, incorporate it into the training instructions.
• Finalize and print the current meet volunteer roster. This may be from your online sign-up or this form. Bring 2-3 copies to meet. Why? To ease delegation and ‘just in case.’
• Finalize preparations. Review your list of things to bring and do. Ensure everything is ready.

• Man the Meet Volunteer Table from 15 minutes prior to the start of warm-ups through the end of the meet
  • The busiest time for the volunteer coordinator and help will likely be from before the beginning of warm-ups to after the meet or session begins
• As needed, recruit volunteers. Although designed to help get timers, the principles in the post, 8 Ways to Ask for Swim Meet Timers, can apply to recruit other volunteers too.
• Direct, assign and train volunteer meet workers
• Problem-solve volunteer issues as needed
• Thank all who help
• Provide feedback and meet evaluation info to Meet Director
• Remove signs and save for next time

• Send thank-you email or notes to volunteers

1. Order awards. Make sure meet fees will cover costs. Examples of possible awards include heat winner ribbons, trophies, towels, participation gifts, etc.
   • If offering unique awards, start working to secure them. Make sure meet fees will cover costs.
2. List awards in the meet announcement

1. Find Awards Manager to manage award labeling and distribution at the meet.
2. Start recruiting help as needed. Determine the meet volunteer needs for award labeling and distribution by session. Start recruiting and/or let the Meet Volunteer Coordinator (if used) know of needs. See Swim Meet Workers: How Many Do You Need? and Meet Worker Job Descriptions for more information.

1. Check the volunteer sign-up list (if used.) Are needed positions filled? Encourage team parents to sign-up and recruit help as needed.
2. Prepare for labeling, sorting, and distributing awards. Obtain any needed items. (i.e. Grocery sacks, boxes, markers, list of attending teams, etc.)
3. Finalize preparations. Review your list of things to bring and do Ensure everything is ready.

1. Arrange for distribution of heat winner awards (if used)
2. Coordinator with the meet director or designee how to get awards labels. (For results based awards)
3. Set-up award labeling area (if needed) A quiet area, secure area is preferable
4. Label and sort awards
5. Problem-solve as needed
6. Remind coaches to pick-up awards. It’s helpful to announce this a few times during the final session
7. Distribute awards to teams and individuals (as needed.) Confirm with Meet Director what to do with any unclaimed awards.
8. Provide feedback and meet evaluation to Meet Director.

1. Distribute and remaining awards

1. Will the meet host offer hospitality (food and drink) to some attending the meet? Consider noting this in the meet announcement so they can plan accordingly. Let them know who will receive it and what it will include. (For example, does it include breakfast or a morning snack? Will timers be fed? etc.)

1. Find a Hospitality Manager
2. Make a hospitality plan
3. Let Meet Volunteer Coordinator know of volunteer sign-up needs in the Hospitality Area (may include hospitality workers (what times? Will there by shifts? set-up (what time for each session?), clean-up, runners, etc.) See ESTIMATED MEET WORKER NEEDS BY TYPE OF MEET list and MEET WORKER JOB DESCRIPTIONS list for more info
4. (If applicable) E-mail team hospitality donation assignments. Give specific instructions as to when and where donations should be brought.
   • (H) Tip: Asking team members to donate items for concessions and/or hospitality is a great way to increase the profitability of the meet. If this method will be used, coordinate with concessions and prepare information to be sent to the team asking for donations.
5. Make arrangements for coolers, tables, and other needed equipment.

1. E-mail team. Remind them where and when bring hospitality donations
2. Finalize preparations. Review your list of things to bring and do. Ensure everything is ready.
3. Prepare hospitality schedule. When will the food be delivered to meet workers and coaches? When will food need to arrive?
4. Finalize arrangements with vendors as needed.
5. Check volunteer sign-up and ensure volunteers will be available to work when needed. If not, encourage others to sign-up.

1. Provide hospitality for coaches, officials, and meet workers as planned
2. Problem-solve as needed.
3. Thank those who help
4. Clean-up
5. Give feedback and meet evaluation info to the Meet Director.

• Return any rented or borrowed equipment and supplies

1. If desired, include the fact that concessions will be available in the meet announcement to encourage business

1. Find a Concessions Manager
2. Make a concessions plan
3. Let Meet Volunteer Coordinator know of volunteer sign-up needs in the Concessions Area (concession workers (what times? Will there by shifts? set-up (what time for each session?), clean-up, etc.) See ESTIMATED MEET WORKER NEEDS BY TYPE OF MEET list and MEET WORKER JOB DESCRIPTIONS list for more info)
4. Make arrangements for coolers, tables, and other needed equipment
5. (If applicable) E-mail team concession donation assignments. Give specific instructions as to when and where donations should be brought.
   • Tip: Asking team members to donate items for concessions and/or hospitality is a great way to increase the profitability of the meet. If this method will be used, coordinate with concessions and prepare information to be sent to the team asking for donations.
6. Make cash box plans. Who will provide the box? Money for change? Who will take box in between sessions? How will money be verified? Who will deposit money after meet? Who will report proceeds to Meet Director? When?

1. Procure supplies as needed
2. Check the volunteer sign-up list. Are needed positions filled? Encourage team parents to sign-up as needed.
3. Prepare concession worker schedule
4. E-mail team. Remind them when and where to bring concession donations
5. Finalize preparations. Review your list of things to bring and do. Ensure everything is ready.
6. Prepare concessions price list

• Run concession stand as planned. This includes providing watch-care of inventory and money in between sessions.
• Problem-solve as needed.
• Thank those who help
• Clean-up
• Give feedback and meet evaluation info to the Meet Director.

• Return anything rented or borrowed

1. Consider asking businesses to budget for a donation to the meet host or meet when they are preparing their next year’s budget
2. Determine the meet donation needs/wants. If substantial, find a Donations Manager and any other needed help to solicit donations.
3. If the meet host has sponsors, consider including the sponsor’s logo, and thanks in the meet announcement.

1. Start soliciting donations from businesses and team members, if desired
2. Start collecting business clip-art, ads, or logos from donors for meet program

1. Collect donations.
2. E-mail donor list and clip-art to meet director and person printing meet programs
3. Email team (and meet participants if desired) and thank sponsors/donors by name. Include sponsor contact information (address, website, phone.) Encourage them to utilize meet sponsor businesses.
4. Finalize preparations . Review your list of things to bring and do. Ensure everything is ready.

1. Ensure any “day of” donations are received and delivered to the right place.
2. Problem-solve as needed.
3. Give feedback and meet evaluation info to Meet Director.

• Send thank you notes to donors.
• Consider emailing team and inviting them to continue to use and thank donors.

1. Find Fund Raiser Manager(s), if needed
2. Is there any fund-raiser related info that should be included in the Meet Announcement doc?
   • Examples: Notify people if concessions, a meal, or silent auction, etc. will be available
3. Will vendors be invited? Under what terms?

1. Finalize Fundraising plans
2. Finalize vendor arrangements (if applicable)
3. If a fundraiser has been planned in connection with the meet, begin making specific plans and assignments.
4. Let Meet Volunteer Coordinator know of volunteer sign-up type needs in the Fundraising Area (Will there by shifts? What time are they needed and for which session(s)? set-up/clean-up? etc. ) See ESTIMATED MEET WORKER NEEDS BY TYPE OF MEET list and MEET WORKER JOB DESCRIPTIONS list for more info)
5. Will team apparel be sold at the swim meet? If so, make any needed arrangements.

1. Check volunteer online sign-up and find workers as needed
2. Finalize preparations . Review list of things to bring and do. Ensure everything is ready.
3. If team apparel will be sold, prepare price list to post at meet

1. Run any fund-raisers
2. Sell team apparel if it has been decided to do so
3. Problem-solve as needed.
4. Thank those who help
5. Clean-up
6. Get collected money to meet host
7. Give feedback and meet evaluation info to Meet Director.

1. Return rented or borrowed equipment.

1. Determine what, if any meet publicity/media interfacing will happen. Put meet hashtags (if used), social media channels, and other applicable information into the meet announcement.

1. Get people and plan in place to ensure desired meet publicity and media interfacing happens. Recruit publicity manager, if needed.
2. Start recruiting help as needed. Determine the meet volunteer needs for award labeling and distribution by session. Start recruiting and/or let the Meet Volunteer Coordinator (if used) know of needs. See Swim Meet Workers: How Many Do You Need? and Meet Worker Job Descriptions for more information.
3. If desired, start locating a person (or people) willing and able to write a “meet wrap-up” article(s). These can go into local newspaper(s), team, or school newsletter. If the team spans more than one municipality or area, may need multiple articles if resources allow.
4. Invite the press to the meet, if desired
5. If promoting a meet hashtag, determine which one(s) to use (if not already decided and published in the meet announcement.) Consider sending it to the teams who enter the meet via the entry clerk. Also, prepare signs promoting the hashtag(s) to hang around the venue. If publishing a meet program, announcement them there too.

1. Check volunteer sign-up list (if you requested volunteer help.) Are needed positions filled? Encourage team parents to sign-up and recruit help as needed.
2. Finalize preparations. Review your list of things to bring and do. Ensure everything is ready.

1. Ensure press and any parents who volunteered to write articles about the meet get the information they need, including a printout of results at the conclusion of the meet.
2. Problem-solve, as needed
3. Provide feedback and meet evaluation info to Meet Director

1. Get results, articles, and any other needed info to the media in a timely manner
2. As needed, publish articles and meet information online and to team or school

1. Determine what, if any, travel arrangements for visiting officials and/or dignitaries are needed. If the meet host needs to make travel arrangements, confirm for who, and who pays.
2. Determine what, if any, travel information the meet needs or wants to share with attendees. Some meet hosts coordinate with local hotels, restaurants, and other local providers. In doing so, they sometimes get free rooms for traveling officials (or others), donated food for hospitality or concessions, etc.
   • Many meet hosts send this information out with the meet announcement. Getting the information out early invites and encourages others to use it and increases the benefit to the meet host and local merchants.
   • Being able to show facility and local government leaders the financial benefit of swim meets to the local area can sometimes improve relations (if needed) between the swim team/community and other entities.
3. Get people and plan in place to ensure meet travel needs happen. Get travel manager and any other help needed.

1. Arrange for the meet host to pay for travel if obligated. (i.e. Do they need a purchase order, credit card, or another form of payment. What will the hotel or vendor accept? What is the deadline for payment? Who will make it?)
2. If making arrangements for traveling officials or dignitaries, share travel arrangements with them. This will help them as they plan.

1. Re-confirm any meet host paid travel arrangements, including the person who will pay.
2. Re-confirm travel contact information with travelers. Who can they contact if there’s a problem? Reconfirm hotel (and any other) address and contact info.
3. Problem-solve as needed.

1. Problem-solve as needed

1. Ensure payment, as needed
2. Provide feedback and meet evaluation to Meet Director