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Swim Meet Set-up:

Before the meet can take place a team will need to do the following steps:

  • Determine the Meet Director and obtain a Meet Referee and Admin Official
  • Get approval through MCC and the Damon Fitness Center.
  • Get a meet invitation typed up, sanctioned (minimum of 30 days before the meet) and then sent out to the invited teams once sanctioned
  • Line up timers unless parents will be used  
  • Line up hospitality and concession stand workers
  • Meet Referee will need to obtain Stroke and Turn officials and Starter
  • Make sure there are enough ribbons for the meet and place order if there are not
  • Determine if High Point/Team Awards will be given out and get those ordered
  • Determine if a meet t-shirt will be ordered to sell.
  • Decide if Heat Sheets will be sold at the concession stand or emailed out to families
  • Decide which food/drink will be sold at the Concession stand and purchase for the weekend
  • Make sure all equipment is tested and working before the meet starts (computers, stopwatches, pads, starter, etc.)
  • Decide on food/drinks to be served in Hospitality after all entries have been turned in so a headcount can be obtained
  • Make up Coaches’ packets with: heat sheet printed by session, relay cards, pens, highlighter, and perks
  • Print and cut the Lane Timer sheets and put in order of events
  • Move MSA equipment and Water Aerobic equipment off of the deck
  • Get tables for Concession stand, Coaches’ table and Officials’ table and stand.  This may have to be ordered through MCC if not already present.
  • Make sure all wires are taped down or covered
  • Have Results sign printed and posted for Girls and Boys
  • Get all coolers, concession stand and hospitality boxes down from inside the Lifeguard office and taken to the correct area.
  • Make sure there is enough plates, napkins, cups and silverware for both Concessions and Hospitality
  • Set-up System 6 and Meet Manager with the correct meet and ensure computers talk to each other
  • Receive entries from all teams in a zip file and get all entries into the meet program.  Send this report to the registration chair 5 days before the meet begins.
  • Connect correct printer to the computer that it “talks” too
  • Make sure there is enough paper, staples, and labels to be used during the meet
  • Make sure there is enough ink in the printers to make it through the meet
  • Empty accordion files from previous meets’ results and have them placed by the computers
  • Get Concession stand set up with blue tablecloths and food before the meet starts on Friday (even if it is only drinks!!)
  • Get the Hospitality room arranged by moving the desks and getting the table set up with a tablecloth. Have the refrigerator cooled and stocked with drinks by Friday night. Have light snack for coaches/officials if multiple will be there on Friday. Otherwise, have food there is a timely manner on Saturday and Sunday so coaches can eat before warm-ups and during the meet.

 

During the Meet:

  • There will need to be 2 Concession stand workers per shift.
  • We will need 8 timers during the meet for lanes 1-4 and a Head Timer.
  • A runner will be needed (or the Head Timer does this) to pick up the Lane Timer sheets and deliver them to the Admin Official at the end of each event. 
  • Lunch for the Timers and Concession stand will need to be picked up by a parent or the concession worker if needed.
  • Hospitality will need to be stocked during the meet for all coaches and officials
  • There will need to be a System 6 operator
  • A Runner is needed to post all results during the meet
  • We will need someone to perform the National Anthem
  • Pencils will need to remain sharpened for Officials and timers
  • Print Sessions for all Officials in the correct format after entering any late entries/events
  • Make sure to replace the ice in the coolers at the concession stand every morning
  • Label awards and have a back per team to place them in so they are ready to do by the end of the meet.
  • All events will need to be filed in the accordion files by the Admin Official after each race is completed and DQs are entered.
  • Make sure to have spare DQ slips for all officials as well as clip boards.
  • The bathrooms will need to be cleaned, restocked and trash emptied. If there are any items that were left in there, please take to Coach Wade or Erica so an email can be sent out to the teams.
  • The deck will need to be hosed off to get rid of all the food and drinks that have been spilled. (This is usually done at the end of each day to prevent bugs!)

 

After the Meet:

  • Concessions will need to put remaining food into boxes and drinks combined into one cooler if possible. Money will be given to the Admin Official at the end of the meet.
  • Tables will need to be taken down after all the concession supplies have been put back into their containers and returned to the Lifeguard office.
  • Hospitality food will need to be cleaned up and all the MSA supplies put back into the containers. These containers will need to be put back into the Lifeguard office after being cleanup or washed. Tables will need to be taken down and desks put back in place. The refrigerator will need to be emptied and taken outside to the top deck.
  • The MSA and Water Aerobic equipment will need to be returned to the pool deck in their correct spot.
  • All trash cans (inside the building and on the deck) will need to be emptied and taken to the dumpster across the parking lot.
  • The bathrooms will need to be cleaned, restocked and trash emptied. If there are any items that were left in there, please take to Coach Wade or Erica so an email can be sent out to the teams.
  • The equipment (pads, cables, chairs, starter, etc.) will need to be put away as well as the coaches’ and officials’ tables.
  • The System 6 will need to be shut down correctly and put away.
  • Both printers will need to be put away once all the results have been completed.
  • The deck will need to be hosed off to get rid of all the food and drinks that have been spilled. (This is usually done at the end of each day to prevent bugs!)
  • Send out results to all visiting teams and MS Swimming Board members in the corrected meet format based on policies set by MS Swimming.

Review of swim meet items/people needed:

  • Meet Director
  • Meet Referee
  • Admin Official
  • Minimum of 1 Stroke and Turn judge
  • Starter
  • 2 watches per lane
  • clip boards per line
  • 2 Timers per lane
  • Head Timer
  • Runner for lane timer sheets and/or results
  • Concession Workers
  • DQ slips
  • Starting blocks and backstroke flags
  • System 6
  • System 6 operator
  • Computer with Meet Manager loaded on it
  • 2 printers
  • Cable to connect the System 6 to the computer
  • Harness
  • Starting System
  • Cable to connect starting system to harness
  • Touch Pads
  • Backup plungers connecting into harness
  • Scoreboard and scoreboard cable
  • Power strips and extension cords
  • Bags for the coaches and awards
  • labels for awards
  • place to post the results with signs
  • hospitality room workers