Hosting a U.S. Masters Swimming–sanctioned swim meet can seem a daunting task. But there are plenty of resources to help you, including resources on Running a Meet and USMS Event Management Below is a handy timeline to consider, and some resources specific to AZLMSC:
Four months prior to the Event
- Choose Venue and reserve dates, checking with AZLMSC to ensure that there is not another meet on the same weekend, or on consecutive weekends.
- If this is a State Championship, review the AZLMSC Host Check Sheet and submit the Arizona LMSC State Championship Bid form
- Once the bid is accepted, submit the Meet Contract
- Develop a Meet Management team including Meet Director
- Schedule a Meet Referee. They are responsible for getting other Officials. In addition to a Meet Referee, a meet needs a Starter, and Stroke and Turn Judges
- Finalize Meet Entry Documents
- Finalize Meet Events/Timeline
- Apply for USMS Sanction
- Decide how you will publicize and promote the event
Three Months Prior to Event
- Contact Club Assistant to set up online registration
- Open Meet Registration Online once Sanction is available
- Prepare and Staff Safety Plan – example Safety Plan
- Post Meet on AZLMSC Website and arrange for email blast by contacting the AZLMSC Web Admin and Katy James
- Obtain Meet Manager (swim meet software) from Katy James
- Optional: Secure Social Venue
One to Two Months Prior to Event
- Ensure availability of Officials
- Secure Timers, Deck Staff, and Safety Staff
- Arrange for touchpads and timing system interconnects to meet manager laptop
- Determine if you need shade or awnings for officials and event staff
- Obtain stopwatches, clipboards, lap counters, lane closed signs, etc.
- Equipment box can be made available – contact Katy James
- Arrange for singing/performing of the National Anthem
- Optional: Design/order meet shirts
Week Before the meet
- Send reminders before cutting off online meet entry at the published deadline
- Obtain pens, post-its, Avery 5960 labels (30 per sheet), and printer paper (including relay entry forms)
- Obtain extension cords and floor tape, and office supplies
- Obtain Relay request forms
- If this is a State Championship, obtain the medals that are supplied by AZLSMC
- Order High Point Awards and Team Awards
- Optional: Order meet T-shirts
The Week of the Event
- Review entries and make changes if necessary
- Upload entries from Club Assistant to Meet Manager
- Plan food and water for volunteers and officials
- Create and send out psych sheets
- Create and send out heat sheets
- Get estimated timeline from Meet Manager and send out
- Print timer sheets
- Arrange for Public Address system (PA)
Day of the Event
- Measure pool and adjust bulkheads if needed
- Set up pool
- Deliver stopwatches, clipboards, pens, post-its, paper, relay forms, lap counters and other supplies to the venue
- Deliver and install extension cords and floor tape
- Make sure paper backups (filled-out timer sheets) are collected for Top Ten submissions
- Deliver Split, Relay, and World Record Request forms
- Check power connections for all meet computers and equipment, and walk deck for safety check
- Test PA system
- Test timing system/computer
During Each Day of Event
- Train timers
- Measure pool before and after meet each day
- Collect positive distance event check-in results and provide to meet manager to re-seed heats as appropriate
- Distribute timer sheets to each lane
- Post heat sheets
- Collect and archive timer sheets as meet progresses
- Post results as meet progresses
- Order and pick up food and water for volunteers, officials, and timers
- Keep an eye on timeline
- Have fun!!! (very important)
- Make announcements during the meet as required. Provide background music during warm-up and breaks.
- Conduct opening ceremony and awards presentations
- Announce relay entry deadlines each day
- Clean up pool and stow equipment
- Return AZLMSC materials
After Event
- Send thank yous to volunteers and others who helped out
- Get results and post meet summary on AZLMSC website by contacting the AZLMSC Web Admin
- Get paper time sheets back from meet manager/officials
- Submit Top Ten times/records and Observer Report to records chair and top ten chair
- For a State Championship, submit Meet Evaluation Form and Financial Report