Hosting Successful Swim Meets: Tips for Aquatic Directors

Allen Dunn, Aquatics Manager, PWCS Aquatics Center

Hosting a swim meet of any size can be a daunting and stressful task. Having a thorough plan, backup equipment, and knowledgeable team members can make things significantly simpler. Here is a breakdown of the process we have developed at the PWCS Aquatics Center for hosting swim meets:

Planning

Full-Scale Equipment Test:

The swim meet season at a facility may vary widely depending on how large the facility is and whether it is year-round or seasonal. A good practice prior to the start of your season is to conduct a full-scale equipment test at least one month prior to your first swim meet.

Set up all your equipment: touchpads, computers, printers, etc. and test everything as if you were hosting a meet. Make sure to run test heats and ensure that all the timing equipment is working properly.

Running a full-scale test at least a month before your first swim meet allows you time to verify that our equipment is functioning properly. If something is not working, there is plenty of time to get a replacement or coordinate a repair for larger equipment (electrical, network, cameras, etc.).

Make sure you have ample backup equipment. There is no worse feeling than losing a touchpad in the middle of a meet and not having a functional backup; try to have three to four extra lanes worth of equipment on hand.

Software Check:

What type of equipment does your facility utilize for swim meet timing? We are running a Colorado Time Systems Gen 7 serial set up, and all the software can be updated. It is important to check the CTS Software and Firmware Downloads page to ensure all the software is up to date. There are also updates for the System 6 equipment on that page.

The CTS Support page also contains troubleshooting tips, videos, product manuals, and contact information for Authorized Service Providers. They also have a YouTube page with even more helpful videos.

If your facility utilizes meet manager software, like Hy-Tek’s Meet Manager, ensure your software license is up to date well in advance of your first meet. Processing times for license renewals have been longer in recent years. Also make sure you are running the latest version and update the software when prompted.

Notes, Pictures, and Videos:

Whatever your favorite method may be, consider developing a list, taking pictures, or making videos to help you with equipment storage, set up, and operation. We developed a video to help us seed double dual swim meets in Hy-Tek Meet Manager.

Communication Plan:

Consider how you are going to let your normal user groups (swim teams, lap swimmers, swim lessons participants, etc.) know that your facility will be closed for an upcoming swim meet. Make several posts to your social media pages and website in the days before the meet. Post signs throughout your facility letting people know that you will be closed.

Seating and Traffic Flow:

Do you have adequate athlete seating for the anticipated size of your swim meet? Where will your athletes be entering and exiting the building? What about your spectators? Will you have marshals to keep spectators out of athlete-only areas? 

Consider developing a facility map and including pictures of your facility for first-time visitors. In addition, if you require specific parking at your facility, make sure those areas have clear signage and consider using Google Maps (or similar) to make an aerial map.

It may be the first time swimmers, coaches, officials, or parents are coming to your facility for a swim meet. Consider how to make sure newcomers can find your facility and navigate their way to locker rooms, bathrooms, concession areas, vending machines, and spectator areas. Also, make sure your vending machines are stocked!

Touch base with Meet Director:

About a week prior to the meet, touch base with the meet director to confirm timelines, athlete counts, and any special requests they might have (do they want to set up hospitality or drop off equipment the night before?). Being proactive with your rental groups and assisting them however possible will keep them coming back. 

Final Set Up and Test:

Allow plenty of time for final set up and an equipment test before the meet is scheduled to start. For a Friday afternoon/evening swim meet, we will set our equipment up that morning and get it tested before lunchtime. In the event of any equipment issues, we have time to get things swapped out or get on the phone with support, if needed.

During the Meet

Safety, Safety, and more Safety

Swim meets are typically when facilities will experience their highest user loads. As such, it is important that all team members are familiar with, and ready to participate in, the emergency action plan. While less common during open or lap swim, whistle blasts are very prevalent during swim meets. If not already equipped, consider adding radios to lifeguard stations to allow those conducting patron surveillance to communicate with other members of the team. Also, ensure that at least one down guard is on the pool deck and alert to any emergencies that may present themselves. 

Cleaning

A high user load means high bathroom usage. Consider having team members check the restrooms and locker rooms frequently to ensure trash is empty, paper towels and toilet paper are stocked, and any messes are being cleaned. If there is time between sessions, have the team do a quick clean up on deck; it will make that clean up at the end of the day significantly easier.

Touch Base Often

During the meet, it is imperative to ensure the entire team is staying focused and has the tools they need to succeed. Do a lap around the facility to frequently touch base with guards, custodial staff, front desk staff, etc. to make sure they are doing ok. Also, do frequent check-ins with the meet staff (head official, computer workers, hospitality, etc.) to see if there are any equipment issues or anything you can help them with. A little extra effort can go a long way to leaving a positive impression with first timers and returning visitors alike.

Taking Care of Offsite Spectators

Consider the parents or family members that cannot make it to your facility—how can they be included in the swim meet as well? For facilities utilizing Meet Manager, the easiest way to do this is through Meet Mobile. Publishing to Meet Manager will allow anyone with the app to access psych sheets, heat sheets (free or for a fee that can generate revenue for your facility!), results, and team scores for the meet.

The best way to include your offsite spectators is by livestreaming your swim meets to YouTube. There is a capital cost involved to make it happen, but that cost can be offset by selling advertising space on those livestreams. We livestream every meet we host, including high school, USA Swimming, and USA Artistic Swimming on our YouTube Channel. Our videos generate approximately 50,000 views per year and there is no ongoing cost for us to keep streaming. 

After the Meet

Equipment Breakdown and Storage

Swim meets can be exhausting for staff, but that should not be an excuse to get lazy when it comes to equipment storage. Ensure things like touchpads, buttons, computers, printers, etc. are put away with care to increase their useful life and ensure proper operation next time they are used.

Follow Up With The Meet Director

It is always a good idea to seek feedback from your rental groups. Often you will only hear from people when they are very happy, or very upset; what can really make a difference is that feedback in the middle. Engage with the meet director to find out what went well and what didn’t during their meet. They probably heard quite a bit from their coaches, swimmers, volunteers, and the officials. Take concrete steps to make improvements (or continue doing the things that made them happy!) to make their next visit to your facility an even better one.

Hold An After Action With Your Lead Staff

You might not always have your ear to the ground for how things went during a meet. Consider holding an after-action review with your lead staff (or even front-line staff) to get their feedback: the good, the bad, and the ugly. This will help you plan for the next major event at your facility.

Off-Season

Planning, Repairs, and Purchases

We just wrapped up our last meet of the 2023-24 year and will not host another until October. Now is a great time for us to assess the status of our equipment on hand and determine what repairs need to be made. In addition, some of our equipment is reaching its end of life and will be replaced with newer models that have since become available. Knowing these purchases were upcoming, we made sure to include funds in our expenditure budget for the next fiscal year.

Meets are already on our calendar already for May 2025, and we want to make sure that groups hosting meets with us keep coming back. If they haven’t already booked with you, reach out to the groups that hosted meets at your facility and inquire about their intentions for the upcoming year.

Review Your EAPsThe highest concentration of 911 calls at our facility occur during swim meets and swim practices. Consider reviewing previous incidents at your facility and evaluate how well your emergency action plan prepared your staff for that incident. There is always room for improvement, and as aquatics professionals, we can never stop learning.

Summary

Whatever size your facility may be, these basic steps can make your life significantly easier when hosting swim meets. We have developed this process through a lot of trial and error since we opened our doors in 2016. While breakdowns do happen, we are always prepared for whatever curve might come our way.

If you have any questions or need assistance, please reach out!

Allen Dunn | dunna@pwcs.edu | 571-374-6349