How to Host a Swim Meet

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
Resources