Meet Management

1
Meet Management

• Meet Director
• Meet Committees

2
Meet Organization - Organized Chaos
Meet Referee
Meet Director
Deck Referee
Administration Referee
Entries Registration OVCs
Chief Judge
Head Starter
Stroke Turn Judges
Starters
Clerk of Course
Timing Equip. Op. Timing Judge
Head Timer
Recall Starter
Timers Recorders
Computer Operator Desk Personnel
Marshals
3
Meet Director Requirements

• U.S.A. Swimming Non-Athlete registration
• Familiar with U.S.A. Swimming Rules and
  Regulations affecting Meet Directors
• Rules references are in meet director handbook
• Possesses essential skills or traits
• Lots of friends
• Organized
• Thick-Skinned diplomat
• Quick thinker
• Undying energy

4
Meet Director Responsibilities

• Secure an appropriate facility for the swim meet
• Organize a meet that complies to U.S.A. Swimming
  and LSC rules
• Prepare meet information and obtain sanction
• Distribute meet information to invited teams and
  individuals
• Arrange for appropriate personnel, equipment, and
  supplies
• Meet Referee
• Timing Equipment and Operators
• Meet Committees
• Process entries and print program
• Arrange for appropriate publicity
• Prepare facility for meet and cleanup facility
  after meet
• Prepare and distribute final results and LSC
  reports
• Keep all meet information and results for one
  year
• Ensure safety of participants and spectators

5
Meet Director Goals

• Host a well organized and efficiently run swim
  meet
• How achieved
• Begin planning several (6 - 12) months in advance
• Consult other/previous meet directors
• Consult notebooks from previous meets
• Prepare timeline of tasks to be completed prior
  to the meet
• Pay particular attention to type of meet and
  potential length of meet

6
Meet Information Suggestions

• Meet information is legal description of meet and
  its operations
• Meet location
• Order of events
• Safety policy
• Meet operations procedures
• Consult meet referee for suggestions and approval
  before sanction submittal
• What is wrong with following meet information
  section?
• Warm-up starts 730 AM
• Session I 730 - 815
• Session II 815 - 900
• Meet starts 900 AM

7
Meet Information Distribution

• Meet Information shall be distributed 35 days
  prior to the first day of the meet
• Printed hardcopy via postal service
• Softcopy via e-mail (or IBM PC formatted 1.44 MB
  disk)
• Distribution List
• All NTS member swim clubs (hardcopy)
• Prior participants of previous years meet
  (hardcopy)
• LSC General Chair (hardcopy)
• LSC Treasurer (hardcopy - postmark date
  determines compliance)
• Meet Referee
• LSC Top 16 Tabulator/Records Chair (hardcopy and
  softcopy)
• LSC Website Administrator (hardcopy/softcopy -
  electronic signature date determines compliance)

8
Meet PersonnelSecured by Meet Director

• Clerk of Course
• Electronic Timing Equipment Operator(s)
• Head Timer and Lane Timers
• Runners
• Ready Bench
• Announcer very important with new starting
  procedures
• Meet Referee
• Administrative Desk
• Timing Judge

9
Meet Committees

• Entries and Program
• Awards
• Safety
• Facilities
• Setup
• Cleanup
• Program Sales
• Advertising / Sponsorship
• Concessions
• Hospitality
• Publicity

10
Meet Preparation Checklist

• Pool Preparation
• Starting blocks with visible numbers
• Backstroke flags
• 15-meter mark (on each lane line)
• False start rope
• Sound system
• Timing and starting system
• First-aid kit
• Stopwatches and spare batteries
• Tables, chairs, extension cords, tool box
• Lap counters

11
Safety

• One of Top Priorities for the Meet Director
• Safety is basically common sense
• Meet Director is responsible for the entire
  facility from a safety viewpoint
• Parking Lot
• Locker Rooms
• Wading Pools
• Offices
• Meet Director should be aware of LSC Safety
  Guidelines
• Summary included as part of Meet Information
• Meet Director should appoint a safety committee
  or meet safety marshals (U.S.A. Swimming
  registration required)
• Monitor all safety aspects during warm-up and
  competition

12
Meet Reports

• Meet Summary
• Identifies Officials Who Participated in the Swim
  Meet
• Summarizes Key Decisions or Situations
• Forwarded to Officials Chairperson
• A Separate Version also Submitted by Meet Referee
• Meet Evaluation
• An Overall Critique of Swim Meet
• Evaluation Form Provided to Officials, Coaches,
  Parents, Swimmers, and Spectators
• Evaluations Forwarded to General Chairperson
• Financial Report
• Complete Financial Report and Calculation of
  Surcharges
• Report and Money for Surcharges Sent to LSC
  Treasurer Within 30 Days of the Last Day of the
  Meet

13
Final Results

• Final Results are distributed within 10 Days of
  the Last Day of the Meet
• Treasurers copy postmark date for hardcopy
• Top 16 Tabulators copy postmark or electronic
  signature date for softcopy
• Both Hardcopy and Softcopy Version are Submitted
• Hardcopy is Printed via Hy-Tek Meet Manager
• Softcopy is a DOS Copy of Hy-Tek Meet Manager
  Files (should be ZIPped if e-mailed)
• Softcopy is NOT a Print to File Version Through
  Hy-Tek Meet Manager
• Printed Results Will Follow a Standard Format
• Makes Job Easier for Records Chairperson
• Results Should NOT be Published in Numerical
  Sequence of Events
• Print Sequence (or commonly referred to as
  Publication Order) is Established in Meet Manager
• Be Sure to Audit Results

14
Final Results Distribution

• Printed Hardcopy Results (via postal service)
• Participating Teams
• LSC Treasurer
• LSC Records Chair
• LSC Top 16 Tabulator
• Softcopy Results (via e-mail or IBM PC formatted
  1.44 MB disk)
• LSC Top 16 Tabulator (Tabulator or Records Chair
  will forward approved results to WebMaster)
• LSC Records Chair
• Participating Teams (if requested or appropriate
  media supplied)