Meet Directors Guide
Steps for Running a Efficient and Effective
Swim Meet
Meet Directors Info
www.mdswim.org
Administration -> Meet Directors
www.usaswimming.org
Important Dates
Swim Meet Bid/ Application for Sanction
Due Before Spring Coaches Meeting
June 1st
Meet Notice (DRAFT)
Submitted by e-mail non PDF Format
Before HOD
Important Dates
Meet Notice – Posting
60 Days Before Meet
meets@mdswim.org
Meet Events File (MM) – Posting
30 – 60 Days Before Meet
webmaster@mdswim.org
USA Swimming – SWIMS Recon
10 – 15 Days Before Swim meet
pkaplan10@comcast.net
Technical Planning Goal
Maryland Swimming Scheduled Meets
September – December
Posted by October 1st
January – March
Posted by December 1st
April – July
Posted by March 1st
Who’s in Charge?
Meet Director
&
Coaches
Meet Safety
Director
Safety Marshals
Lifeguards
Facilities
Equipment
Operators
Volunteer
Coordinator
Meet Referee
Timing Equipment
Computer (MM)
Announcer
Timers
Clerk of Course
Concessions
Awards
Set-Up/ Break-Down
Starters
Referees
Stroke & Turns
Meet Director
(Coach or Volunteer)
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Reserving Facilities
Meet Notice
Meet Manager Database
Volunteers
Communication
Sales
Running the Meet
Safety Director
(Coach or Volunteer)
• Pool is Safe
– Pool & Facilities Functional
– Pool Chemistry
– Monitoring Athletes & Non-Athletes
• Safety & Emergency Action Plan
• Lifeguard On-Duty
– Warm-Up/ Entire Meet
• Safety Marshals
– No Parents in Competition Area
• First Aid Equipment
Meet Equipment Operators
(Coach or Volunteer)
• Setting Up Timing Equipment
• Testing
– Test Start
– Timing System Communication
– Display
• Computer - Meet Manager
– Get Times
– Back-Up
Facilities
• Reserved & Capable
• Timing Equipment
– Pads, Buttons, Watches, Timing System
• Safety Equipment
– Lifeguard, Back Board, First Aid Kits, AED
• Seating Arrangements
• Custodial & Facility Operators
Meet Notice
• What Type of Meet?
– SCY, LCM, Timed Finals, P/F
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Qualifying Time Standards
Location
Entry Limits & Restrictions
Rules – USA Swim/ MD Swim/ Host
Entry Information
– e-mail, entry deadline, proof of times, fees
Meet Manager Database
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Created after Meet Notice – Finalized
Reflects everything in the Meet Notice
Back-ups
Purge/ Old Databases
Import
– Meet Entries, Time Standards, Records
• Export
– Meet Recon, Meet Exceptions, Meet Results
Volunteers
• Officials
– Starter, Referee, Stroke & Turn
• Timing System & Computer (MM)
• Check-In, Announcing, Results
• Timers (2 per lane)
– Head Timer, Relief Timers
• Clerk of Course
• Safety Marshals
Volunteers Cont.
• Concessions
– Food, Programs, Apparel, Contests
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Awards
Hospitality
Set–Up Crew
Break–Down Crew
Other
Communication With:
• Coaches & Teams
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Entries, Payments
Meet Changes
Warm-Up Times
Final Results
Coaches Packets
• Officials
– Confirm with Referee
• Meet Volunteers
– Confirm with Coordinator
Sales
• Programs
– Full Meet or by Sessions
• Concessions
– Available & Reasonably Priced
• Swim Equipment & Meet Apparel
– CYS
– Metro Swim Shop
– Meadowbrook
– Swim Pro
Running the Meet
• Check Lists
– 1 Month Out, 1 Week Out, 1 Day Out
• Equipment Test
– Timing Pads, Buttons & Scoreboard
– Watches
• 4 Hour Sessions
– Timeline
• Relax & Have Fun
Its all for the Swimmers!
Post Meet Wrap-Up
(No later than 30 days following meet)
ALL Final Accounting Forms and Payments need to be sent to:
Jamie Cahn
1819 Thornton Ridge Road
Baltimore, MD 21204
*Checks made payable to MARYLAND SWIMMING.
• Payment
• Accounting Form Attached
• Report from Meet Manager
Reports -> Teams -> Athlete/ Entry Count -> Create Report
Calculate Entry Fee Totals: INDIVIDUAL & RELAYS
Calculate Payment to MD Swimming: Total Entry Fees x 20%
Post Meet Wrap-Up
(No later than 30 days following meet)
ALL post meet information needs to be sent to:
Pat Underwood
7383 Brangles Road
Marriottsville, MD 21104
Tom Slear
328 Beach Drive
Annapolis, MD 21403
Copy of Accounting Form
& Check
Copy of Accounting Form
& Check
Final Meet Results
Meet Manager Back-UP
Post Meet Wrap-Up
(No later than 30 days following meet)
ALL Results MM Back-Ups & TM need to be sent to:
Chris Kaplan
webmaster@mdswim.org
ALL TM Results need to be sent to:
Fred Manning
times@mdswim.org
Changes
Update Meet Notice Throughout Meet
– Format/ Set-Up
– Add/ Subtract Events
– Unique to the Meet
• Dog Bone Heats
– What Worked
• Can Improve On
– What Didn’t Work
• Can Improve On
Training & Retaining Volunteers
Recruit, Recruit, Recruit
SHADOWING
Timing System
Computer & Meet Manager
Safety Marshals
Officials
Questions?
Patrick Underwood
swimgbsa@verizon.net
Matthew McDonough
coachmcdonough@gmail.com