Running a Meet

Every team runs meets differently. If your club has never run or hosted a meet, here are some tips to help keep your meets organized and running smoothly.

Pool Space

  • Reserve pool space as early as you can in the year.
  • Contact your club sports supervisor to set up the times.
    • *Be aware of varsity sports schedules, as club sports may not allow you to have a meet on the same day as a varsity game for parking or other conflicting issues.
  • Coordinate with nearby clubs you compete with to avoid conflicting meet weekends.
  • Decide if a prelims/finals or timed finals format will be used and reserve pool space for appropriate hours.
  • Check the USMS list of certified pools to make sure your pool is certified to host CCS recognized events. If not, fill out the certification form as soon as possible.

College Club Swimming Recognition

  • If you would like the times to count towards the CCS database, which will allow swimmers to qualify for Nationals, the meet must be recognized by CCS.
  • Submit the event to the CCS calendar with these requirements:
    • The event must follow USMS rules for starts, strokes and relays.
    • The pool must be on the USMS certified pool list.
    • The event must have one certified official on deck as the starter and/or referee.
    • The event must use automatic timing or have two timers per lane for manual timing. If using manual timing, ensure both times are entered into the Meet Manager database.
  • If you’re a registered CCS club and your school is requiring insurance for the event, you may request a certificate of insurance for the recognized meet.
  • For help getting the meet on the calendar, see the Submit an Event to the Calendar. 

Meet Packet

  • Create the meet packet
    • Include order of events, format, warm-up and meet start times, entry fees, contact info, parking, etc.
    • If you’re including a link to entry pdfs, make sure the link works.
  • When sending out the meet info, it may be a good idea to include a campus map.

USMS Sanction

  • In addition to getting the meet CCS recognized, you may also choose to get a USMS sanction or recognition. This is independent of the CCS recognition.
  • If your are opening your event up to local masters swimmers, make sure to read up on the USMS sanctioning process.
    • Contact USMS to get it on the calendar of events.
    • Fill out the sanction request form.
    • Be sure to attach the meet info packet (make sure to switch all dates & contact info if you use the template from previous years!).
    • When you register the meet, start spreading the word to local master’s teams - notify them well in advance.
    • Keep an updated contact list of local teams handy.
    • Make sure the master’s swimmers include their USMS ID so their times will be entered in the USMS database.
    • Print out Top Times forms for them.
    • Email your region’s Sanctions Chair if you feel you need help or want to move the process along.
    • Be aware of any fees.

Vendors

  • Contact any vendors you want to have at the meet and give them all the information.

Officials

Depending on how the event is structured, you have a few options for officials.
  • USMS Officials
    • Contact the local USMS team or USMS LMSC to get information about local officials who can volunteer.
  • CSOA Officials
    • Find more information about CSOA here or contact CCS.
  • USA Swimming
    •  Contact your LSC for more information.
  • Varsity teams
    •  Reach out to your varsity team for resources.

Event Promotion

  • Make flyers, posters, social media posts- the more participants/teams, the more profitable the meet.
  • Use the CCS club listing to find clubs around you and inform them about your upcoming event.

Volunteers

  • If you want/need timers, contact local high school volunteer groups (NHS, Key Club, athletic teams) or other Club Sports. Support each other!
    • If you are working with high school students, offer them community service hours as some high schools may require this for graduation.
    • Ask them to bring the appropriate forms, if applicable.
  • Make sure you have someone (team volunteer, parents, friends, officers etc.) to run the score table well in advance.
    • They MUST know how to run Team Manager/Meet Manager and the scoreboard.

Collect Entries

  • Highly recommended having entries sent to the team email rather than a personal email - keeps it more organized.
    • Be aware some Masters swimmers may register by mail-be sure to check your club sports mailbox until the last minute.
  • Send out psych sheets a few days before day of the meet.
  • Meet entry fees can be sent by check, by card over the phone, or cash day of the meet.

Timeline

Have the captains (or designated officers) send out a meet sign-up sheet NO LATER than 2 weeks before the meet to your team. Meet entries should be done a week before the meet to leave time for sending out the psych/heat sheets to teams.

Day before the meet

  • TEST EVERYTHING.
  • Have the aquatics director/facility contact bring the timing system down to the pool to ensure everything (cables, connectors, extension cords, printer, bag with stopwatches/clipboards/pens) is accounted for.
    • Know who the go-to university staff on site is the day of the meet if anything comes up.
    • Make sure everything is charged.
    • Make sure the printer has ink.
    • Print out heat sheets and lane sheets.
  • Get food/refreshments for the officials (FEED & CAFFEINATE THEM).
  • Bring all banners, posters to the pool deck so you don’t have to worry about them the day of.

Day of the meet

  • Get to the pool 30-60 minutes early for admin set-up.
  • Have officers help set up chairs/risers for teams/spectators.
  • Print heat sheets and tape them around the pool.
    • Changes will be made last minute-just keep president’s updated if you’re not printing more heat sheets.
    • Allocate space to post results throughout the meet.
  • Set aside the last 15-10 minutes of warm up for putting in the touchpads and testing the system.
  • Play the national anthem before finals or at the start of the meet if timed finals.

After the meet

  • Send out the results in Team Manager form and pdf to the teams that attended.
  • Send zipped folder of Hy-Tek meet database backup to CCS no later than 7 days after the meet for posting.
  • Follow up with officials for any feedback and payment confirmation.
  • Post the results to the team website.
  • Email USMS Top Times contact results, if applicable.

Problems are bound to come up. Calmly think about how to handle the situation, things happen and many other club teams know this—things don’t always go according to plan.