INTRODUCTION

PART 1 : BRIEF OVERVIEW

PART 2 : COMPREHENSIVE OUTLINE

INTRODUCTION

There are many kinds of swim meets, from local club meets, to provincial, national, and international competitions. No one manual can cover all aspects for all types of meets. It is hoped that what is included here will be beneficial to prospective Meet Managers who should adapt the contents to fit their own particular circumstances.

For this reason, this manual has been set up in two Parts.

Part One is a Brief Overview of a Meet Manager's responsibilities and encompasses all that is necessary to host a local club meet. However, Meet Managers may wish to refer to Part Two for more detailed information provided on certain aspects of the Meet Manager's role.

Part Two is a Comprehensive Outline of the duties and responsibilities for the various aspects of meet management. The recommendations provided are suggestions, not rules.

Additional copies of this manual may be obtained from:

The Registrar Masters Swimming Ontario : Box 8, 552 Church Street, Toronto, On M4Y 2E3 (416) 944 9226

PART 1 : BRIEF OVERVIEW

A: BEFORE THE MEET

B: DAY OF THE MEET

C: AFTER THE MEET

1. Decide with club Executive to hold a meet.
2. Set up meet organizing committees/job responsibilities.
3. Check pool availability and reserve.
4. Send a Pool Sanction Request Form to the MSO Meet Co-Ordinator.
5. After receiving sanction, confirm pool reservation and prepare and send Meet Information Package to all Member Clubs and unattached Swimmers.
6. Obtain officials experienced with Masters meets; contact Regional Officials Chair at Swim Ontario (416) 426 7220.
7. Obtain sponsors and/or advertisers. Sponsorships can be for the entire meet or for individual events, and need not be monetary; ribbons, trophies, snacks, drinks, prizes for "bell" laps, swimmer items, and food items are possibilities.
8. Order supplies, equipment and awards. For a Provincial Championship event, medals and ribbons are provided by MSO, at cost. For local club meets, ribbons or other awards should be ordered well in advance. To account for varying numbers of swimmers in the various age groups, there should be more first place awards than second, more second than third, etc.
9. Receive and process entries.
10. Meet Managers Please Note: Only Member Clubs and swimmers that are registered with MSO will be eligible to compete in the meet (MSO By-law #1, Registration/Membership, #7). If an unregistered swimmer competes, the insurance coverage will not be valid, the meet will lose it's sanction and any and all records and top-ten considerations will not be recognized.
11. Prepare heat sheets, with at least one copy for each Club and for each Unattached Swimmer.
12. Finalize facility arrangements (i.e. establish a time with pool management for necessary set-up, including tables, chairs, starting blocks, lane ropes, backstroke flags, false start rope and suitable place for posting results).
13. Finalize equipment arrangements (i.e. pens, pencils, paper, heat sheets, time cards, clipboards, stop watches, etc.).
14. The Meet Manager should be thoroughly familiar with MSO rules and regulations, as set out in the MSO Handbook.

1. Arrive early.
2. Check facility and all equipment.
3. Check recording office is ready.
4. Check officials' equipment is set out.
5. Check awards (medals and/or ribbons) are on hand.
6. Ensure officials are checking in properly.
7. Meet with officials and volunteer prior to commencement of the meet to ensure all equipment is ready, all personnel are properly equipped to perform their function, and everyone is aware of their responsibilities.
8. Ensure safety procedures are followed during warm-up. Assign someone to monitor the safety regulations, especially the prohibition of diving (except in assigned sprint lanes).
9. Turn on pace clock during warm-up.
10. Ensure sprint lanes are working properly.
11. Review meet format with Referee.
12. Ensure all officials have heat sheets.
13. Provide refreshments for officials and volunteers before and during the meet. It is customary that food and refreshments be provided for everyone immediately after the meet.
14. Make public announcement, when necessary.
15. Be available to handle problems, should any arise. Carry a copy of the current MSO Handbook with you at all times.
16. Post results, process records, and distribute awards. Results should be posted as soon as possible. Be aware of DQs and protest times. Check for provincial records and send form/timecards/tape to Provincial Recorder.
17. Thank all the officials and volunteers for helping make your swim meet a success.

1. Process and send out result packages to all attending Member Clubs and Unattached Swimmers.
2. Send list of records to MSO Statistician.
3. Prepare a meet report for the MSO Meet Coordinator.
4. Meet with Organizing Committee to review conduct of meet.

PART 2 : COMPREHENSIVE OUTLINE

A: PLANNING

1. Meet Considerations
2. Organizing Committee
3. Application and Sanction Approval
4. Meet Information Package
5. Equipment
6. Awards
7. Accommodation
8. Officials
9. Meet Planning

B: MEET SET-UP

1. Final Pool Arrangements
2. Entries
3. Seeding
4. Heat Sheets
5. Estimated Meet Time
6. Recording Office
7. Officials' Room
8. Sponsors/Advertisers

C: RUNNING THE MEET

1. Procedures
2. Results
3. Records
4. Post-Meet Appreciation and Procedures

D: APPENDIX

1. MSO Meet Guidelines and Forms

1. MEET CONSIDERATIONS

Swim meets can be held in pools that are 25 yards, 25 metres, or 50 metres in length, but only metre pools are eligible for hosting a Provincial Championship.

Meets will not be considered where the pool depths at the starting end are less than 1.2 metres (4 feet) as this invalidates insurance requirements.

With good organization and effective planning, swim meets can be excellent sources of revenue for the Host Club. Consideration should be given to obtaining advertisers and sponsorships, either for the entire meet or for individual events. Sponsorship does not have to be monetary; ribbons, trophies, snacks, drinks, prizes for "bell" laps, articles for swimmers, or food items are other possibilities.

The key to success for any Meet Manager is to manage. Start planning early. There are people in every Masters swim club with talents that can be utilized in organizing a meet, including computer experts, typists, social convenors, and general organizers. It is imperative that the Meet Manager tap this available pool and be able to involve and motivate these people.

Another key to a successful meet is knowing how best to use the officials to ensure a well-run meet. Use officials experienced with Masters meets in the important positions. Officials can be obtained primarily through the Regional Officials Chairperson of Swim Ontario (416 426 7220), and also from other Masters swim clubs, and from local age-group clubs. If required, include a request for timers in the Meet Information Package.

2. ORGANIZING COMMITTEE

The Meet Manager should choose the most capable people to be responsible for planning, organizing, and conducting the meet. Many of the responsibilities will require a committee.

Typical committees and their functions include the following:

• Officials : officials; timers; runners.
• Facilities : pool; equipment; announcer; safety.
• Administration : invitations; entries; awards.
• Finance : revenues; costs; entry fees; money-handling.
• Social : reception; refreshments for officials/volunteers; social.
• Recording : heat sheets; printing; results; records.
• Publicity : sponsors; advertising; prizes; accommodation.

3. APPLICATION AND SANCTION APPROVAL

A Provincial Championship bid requires the approval of the MSO Board of Directors. The venue shall be decided by the MSO Board ideally one year prior to the event. A Meet Information Package (see below) must be submitted with the bid.

4. MEET INFORMATION PACKAGE

• dates of the meet
• location: include a map and available transportation/parking
• description of facility and address
• course length
• entry deadline; entry address; contact person
• entry fee: per swimmer and per relay team
• and the order of events
• maximum number of events permitted to swim, if applicable
• events to be seeded and check-in times and place
• starting times for warm-up and sessions
• warm-up safety procedures
• awards format
• social activities planned
• accommodation and prices, if applicable
• nearby restaurants

5. EQUIPMENT

Pool

• lane ropes
• backstroke flags
• 15-metre marker
• false start ropes
• starting blocks
• public address system
• electronic timing system
• first aid facilities
• availability of lifeguards
• emergency phone

• seating for swimmers, coaches, and spectators
• chairs for swimmers behind timers
• chairs for timers, 2 per lane
• tables and chairs for clerk, chief place judge, and announcer
• marshalling board and/or table
• starter's podium
• lap counters
• bells

• tables and chairs
• one, preferably two computers and printers
• copy machine
• pencils, pens, paper clips, erasers, rulers, elastics stapler and staples
• paper (preferably colour-coded for men and women)
• updated list of Ontario and Canadian records
• record application forms
• pool length confirmation form
• extra time cards
• 2 and 3 pronged extension cords
• tape (masking and cellophane)
• pencil sharpener
• extras for the above, where suitable

• Referee: clipboard; pencil; pen; spare whistle; MSO Handbook; heat sheets; place judge slips; Meet Info Package
• Starter: gun(s); shells; pencil; heat sheets
• Chief Place Judge: elastics; paper clips; marking pens; pencils; stapler
• Place Judges: pencils; judging slips; clipboard; heat sheets
• Chief Timer: extra watches; batteries; pencil; heat sheets
• Timers: watches; pencils; one clipboard per lane
• Announcer: heat sheets; record information
• Awards Clerk: labels; pencils; tape; stapler

6. AWARDS

For a Provincial Championship, medals and ribbons are provided, at cost, from MSO. Two months notice must be given.

7. ACCOMMODATION

8. OFFICIALS

• Referee
• Starter
• Chief Place Judge
• Stroke and Turn Judges (at least 2)
• Chief Timer

• Timers (at lease 2 per lane)
• False Start Rope Operator
• Announcer
• Runner (for results, providing refreshments)

• name and location of the pool
• start times for all sessions
• check-in time
• expected duration of the session
• name and phone number of the Meet Manager

• check in officials when they arrive
• post list and position of officials for all sessions
• if required, recruit extra officials as soon as possible
• contact and confirm Referee and Starter the day before meet

• provide breaks as often as possible
• provide refreshments for officials, timers, and volunteers, either in the Officials' Room or on deck if permitted
• after each session, be sure to thank the officials (gift)

9. MEET PLANNING

Most meets require many volunteers and there are always last minute items to cope with. It is therefore advisable that the Meet Manager and the Host Club limit their own events or even refrain from competing.

It is suggested that small committees be formed with specific responsibilities in order to spread the workload.

Lead time for a successful meet is a minimum of six to twelve months so plan early.

In order to keep these guidelines current, it is mandatory that Meet Managers, after hosting a meet, send a short report to the MSO Meet Co-Ordinator. The following information is required:

• Number of swimmers, events, and heats
• Length of time for the meet, breaks, etc.
• Problems or suggestions for other Meet Managers

B. MEET SET-UP

1. FINAL POOL ARRANGEMENTS

Establish a time with pool management for necessary set up, including tables, chairs, lane ropes, backstroke flags, false start rope, and a suitable place for posting of results and current records.

Determine when the Officials' Room, the Recorder's Room, and the Locker Rooms will be available.

2. ENTRIES

The entry deadline is left to the discretion of the host club, but should allow sufficient time for proceeding the entries. For the Provincial Championship, the deadline must be at least 35 days prior to the first day of competition. The Meet Information Package should state that entries must be received by a stipulated date.

MEET MANAGERS PLEASE NOTE:

Only Member Clubs and swimmers that are registered with MSO will be eligible to compete in a meet (MSO By-law #1, Registration/Membership, #7). If an unregistered swimmer competes, the insurance coverage will not be valid, the meet will lose its sanction, and any and all records and top-ten considerations will not be recognized.

A list of registered swimmers can be obtained from the Registrar.

Where time cards are used, they should be filled out, checked, and filed by event number. Each event is then seeded according to entry time.

Individual time cards should be sorted by event and lane and given to the Chief Timer for distribution to each lane's Head Timer. Alternatively, the time cards can be returned to the participants or the Member Club contact.

Relay time cards must be returned to the Member Club contact for confirmation that the team intends to swim the race.

3. SEEDING

For a Provincial Championship, all events 200 metres and under must be pre-seeded; events of 400 metres may be pre-seeded or deck-seeded; and 800 metres or over shall be deck-seeded.

4. HEAT SHEETS

Heat sheets should also be posted on a wall in the pool area.

For a Provincial Championship, heat sheets must be provided to each swimmer. A copy also should be given to each club coach. Extra copies should available for sale to spectators.

5. ESTIMATED MEET TIME

Estimating the time to run a session is not compulsory, and should NEVER be published.

However, the Referee and other officials would appreciate knowing approximately how long each session will be.

Once all the entries have been received, the Meet Manager should estimate the time to be taken for each session of the meet by:

• Determine the number of heats per event;
• Identify the slowest time for each event and, adding a "fudge" factor of, say, 45 seconds, multiply that time by the number of heats in that event;
• Calculate the total time for all events in the session;
• Provide the Referee with a "timed" heat sheet.

6. RECORDING OFFICE

• 1 chief recorder
• 3 computer operators or typists
• 1 proof reader

7. OFFICIALS' ROOM

All the required officials' equipment should be on hand as well as an appropriate number of heat sheets.

8. SPONSORS/ADVERTISERS

The sponsors and advertisers should be recognized in the heat sheets and final results, and sent a copy of each along with a thank you note.

C. RUNNING THE MEET

1. PROCEDURES

• Confer with the Referee prior to the start of the meet and review the following:
• Facilities (pool deck; marshalling area; recording area; officials' tables)
• Procedures (warm-up; break periods; marshalling; seeding; disqualifications; safety)
• Introductions (key personnel; other officials)
• Rules (difference between Masters and Age Group)
• Confirm with those responsible that all equipment is properly set up and tested. In particular, check all electrical equipment and ensure that the system is not overloaded. Confirm the starting gun is operational and that there is adequate ammunition or, if using a horn, ensure it is functioning properly. Test the electronic timing system. Ensure the stopwatches work.
• Ensure that all of the officials are properly equipped to perform their functions.
• Arrange for a Jury of Appeal to adjudicate protests. It should have an odd number of arbitrators and be chosen from senior officials. The Meet Manager serves as Chair, presents information only, and does not have a vote.

2. RESULTS

If an event features a disqualification, wait the mandatory 30 minutes before posting. DQs, including the swim time, should be listed at the end of the event at which the disqualification occurred.

It is important that the recording office and the awards clerk be notified of any protests as the results cannot be posted until the protest has been resolved.

Time cards should be retained by heat, then sorted by time, fastest to slowest.

In the event there is a subsequent query of the results or for verifying records, it is vital to retain all the time cards for each event, even if the results have been entered in a computer. A separate box should be used for this purpose.

For a local meet, at least one copy of the results must be sent to each participating Member Club and Unattached Swimmer. In addition, the results must be sent to the Provincial Statistician, together with any records set (see below).

For a Provincial Championship, results must be published within 30 days and sent free of charge to the MSO Executive Secretary, the MSO Provincial Statistician, each participating Member Club and Unattached Swimmer, and every swimmer who paid for them.

3. RECORDS

An MSO Record Application Form must be filled out by the Meet Manager and sent with signed time cards or electronic timing tapes to the Provincial Statistician.

Consult the MSO Rulebook for further information.

4. POST-MEET APPRECIATION AND PROCEDURES

Send a thank you note to the sponsors and advertisers, along with copies of the heat sheets and final results.

Hold a meeting with all members of the Organizing Committee soon after the meet to evaluate how well the meet was conducted. Record important comments. These can form the basis of the MSO Meet Report, and also be useful to the next Meet Manager and Organizing Committee for a subsequent meet the club hosts.

Prepare a written report for MSO and send to the Meet Co-Ordinator.

D.APPENDIX

1. MSO MEET GUIDELINES AND FORMS