SWIM MEETS 101

New to swim team? You are not alone! Swim meets can feel a little chaotic at first, but once you understand the flow, they start to make a lot more sense. Here’s what to expect and how to help your swimmer have a great meet.

Before the Meet

Before each meet, make sure your swimmer is signed up or "declared" to swim. We do this via the SwimTopia app.

Detailed instructions on how to do that can be found here.

Swimmers should arrive on time (4:45-5 pm) so they can check in, get settled in the bullpen, and warm up with the team. If your swimmer is sick or unable to attend, please let the coaches know as soon as possible so they can update events and relays.

What to Bring

Bring everything your swimmer needs to stay comfortable, fed, and ready to swim.

Recommended items include:

• Team suit, goggles, and swim cap
• Extra goggles if you have them
• Towels — more than one is helpful
• Water bottle
• Snacks or easy dinner food and/or cash for concessions
• Activities for downtime, like waterproof cards or books.
• Sunscreen and bug spray
• Coverups or dry clothes for after swimming

Please label your swimmer’s belongings. Swim meets are busy, and towels, goggles, and water bottles are easy to mix up.

Checking In

When you arrive, swimmers should check in with the Clerk of Course and their bullpen volunteer. The bullpen is the team area where swimmers wait between events. For home meets this is the far side of the pool along the fence.

This is the same time that parents should also check in for any volunteer shift they signed up for.

Arm Marking

Before the meet starts, swimmers usually have their events written on their arm in Sharpie. This helps swimmers, parents, coaches, and bullpen volunteers know when and where each swimmer needs to be.

A typical arm marking includes:

• Event number
• Heat number
• Lane number
• Stroke or relay

For example:

E | H | L | Stroke
12 | 2 | 4 | Free

This means the swimmer is in Event 12, Heat 2, Lane 4, swimming freestyle.

You do not have to know how to do this for your first meet. Bullpen volunteers and coaches will have sharpies and heat sheets for marking.

How the Meet Works

Swim meets are organized by events. Each event is a specific race, usually based on age group, gender, stroke, and distance.

Events are swum in order. Within each event, there may be several heats. A heat is one group of swimmers racing at the same time.

For example, “Event 14: 8 & Under Girls 25 Freestyle” may have three heats. Swimmers in Heat 1 race first, then Heat 2, then Heat 3.

The meet moves quickly, so swimmers need to stay close to the bullpen and listen for their events. Bullpen volunteers, pre-deck bullpen managers, the clerk of course, and the coaches are all there to help swimmers line up on time.

In a typical meet there are 76 events. You can expect a home meet to run for about 3 hours.

What Is the Bullpen?

The bullpen is where swimmers wait with their age group between events. Bullpen volunteers help keep track of swimmers, make sure they know their events, and send them to the ready bench or pre-deck area before they swim.

Swimmers may sometimes leave the bullpen to use the bathroom, get food, or see a parent, but they are responsible for returning before their next event. A good rule is to be back in the bullpen at least 8 events before they swim.

Getting to the Blocks

A few events before their race, swimmers will be sent from the bullpen to the ready bench or pre-deck area. From there, meet volunteers help line them up by event, heat, and lane.

Parents and spectators are not allowed in this area unless volunteering.

Relays

Relays are team races with four swimmers. If your swimmer is assigned to a relay, please make every effort to stay until the relay is complete. When one swimmer leaves early, the whole relay may have to be scratched, which means the other swimmers do not get to race.

If you know your swimmer must leave early, tell the coaches as soon as possible.

Parent Volunteers

Swim meets are run entirely by parent and caregiver volunteers and coaches. We cannot hold safe, organized, positive meets without family help.

Volunteer roles may include timers, place judges, bullpen volunteers, concessions, computer support, clerk of course, setup, cleanup, and more. Some jobs are great for new families, and others are better once you have seen a meet or two.

If you are not sure where to help, please ask! We are happy to explain the jobs and help you find a role that feels like a good fit. (more on that here)

Meet Etiquette

A few reminders help the meet run smoothly:

• Keep swimmers in their bullpens.
• Listen for event announcements.
• Stay clear of the pool deck unless you are volunteering.
• Let coaches coach during the meet.
• Encourage all swimmers.
• Help your child clean up their area before leaving.
• Check out before leaving if your swimmer is in a relay or if you are volunteering.

Weather Delays

Summer weather can be unpredictable. If there is thunder, lightning, or heavy rain, the meet may be delayed or paused. Please do not leave unless the meet is officially called or you have checked with a coach.

Even during weather delays, volunteers and swimmers may still be needed if the meet resumes.

Weather updates will be sent via push notifications through SwimTopia.

First Meet Nerves Are Normal

It is completely normal for swimmers — and parents! — to feel unsure at the first meet. The best thing you can do is arrive on time, ask questions, and stay flexible. After one or two meets, the rhythm becomes much easier to understand.

We are so glad you are part of the team!