Meet Director

Welcome to the Meet Director training! We're going to cover the essential aspects of planning and running a successful EFSL sanctioned meet. Make sure you are familiar with the current USA Swimming Rulebook, GMA, and EFSL website. Before you begin, please make sure you have completed your prerequisite courses: EFSL Code of Conduct and Concussion Protocol Training.

What is a Meet Director?

The Meet Director serves as the hub of a competitive swimming event, functioning as the primary organizer and overall project manager. This role encompasses responsibility for all stages of the meet—from planning and preparation to execution and post-meet reporting. While duties may vary slightly across teams, the Meet Director is accountable for the overall success of the competition. Note that swim meets are for swimmers and should be designed with the swimmers' best interests in mind. Long, disorganized meets are not conducive to quality swimming.

Key Responsibilities

Overall Planning and Coordination

• Coordinate the meet date and secure the facility.

• Oversee site preparation, including venue setup and breakdown.

• Coordinate with facility representatives and the internal meet management team to ensure the venue meets all competitive and safety standards.

Communication

• Serve as the primary point of contact for teams, officials, volunteers, and parents.

• Draft and distribute meet announcements in consultation with the Administrative Official, Meet Referee, and team leadership.

• Submit sanction requests, which includes the meet announcement and events file, to the EFSL Sanctions Chair (Administrative Official) no later than 30 days before the meet. The announcement must be published by the EFSL no later than 21 days before the meet in accordance with league requirements.

• Maintain ongoing communication with key stakeholders throughout all phases of the event.

Volunteers

• Ensure all volunteer roles are filled, including coordination with visiting teams for external volunteer placement.

• If a separate volunteer coordinator is designated, maintain communication and oversight of volunteer assignments.

Liaison with Officials

• Work closely with the Meet Referee, Administrative Official, and other essential personnel (e.g., Clerk of Course/Head Marshal, Chief Timer) to ensure compliance with EFSL and USA Swimming rules.

• Support communication to foster teamwork and preemptively address logistical issues.

Availability During the Meet

• Not assume any other responsibilities during the event to be fully available for real-time decision-making and problem-solving.

• Respond to inquiries and issues from volunteers, officials, and team staff, ensuring smooth execution.

Safety

• Oversee the implementation of facility, EFSL, and USA Swimming safety guidelines.

• Coordinate with designated safety volunteers and ensure the meet environment is safe for swimmers, officials, and spectators.

Supplies and Materials

• Ensure all necessary meet materials and equipment (e.g., heat sheets, timecards, lap counters, timing system) are prepared and accessible in coordination with the Meet Referee and Administrative Official.

Problem Solving

• Address emergent conflicts and logistical challenges before, during, and after the meet.

• Anticipate needs and maintain open communication among the meet’s leadership team.

Results Management

• Ensure timely validation and posting of meet results.

Post-Meet Responsibilities

• Coordinate with the Administrative Official to ensure completed meet results and all required documentation are submitted to the EFSL in a timely manner.

• Coordinate the return or storage of all equipment and supplies.

• Lead a post-meet debrief with key personnel to evaluate performance and identify areas for improvement.

• Resolve any outstanding administrative items (e.g., billing, incident reporting, volunteer logs).

Key Terms

Entry Times: Times filed with an entry, as having been previously achieved.

Event: Any race or series of races (heats) in a given age-group, gender, stroke and distance. 

Heat: A division of an event used when there are too many swimmers to compete simultaneously.

Heat sheet (meet program): A form used for listing swimmers entered in an event which designates each swimmer's seeded heat and lane for the event.

Intra-Squad Meet - A competition exclusively among members of a single club.

Lane Timers: Runs a stopwatch to capture each swimmer’s time and records it on the lane timer sheet.

Meet: A series of events held in one program.

No-show: Failure of a swimmer to report to the blocks and compete after checking in.

Officials: Trained and certified volunteers that perform the role of Stroke and Turn Judges, Starters, Referees or Adminstrative Officials. They report to the Meet Referee.

Pre-seeded heats: All EFSL events are pre-seeded, timed finals. Swimmers are arranged in heats in each event according to entry times. Heat sheets listing the lane and heat assignments are prepared prior to the day of competition.

Psych sheet: A list of the swimmers in each event of a meet in ascending or descending order of entry times.

Relay Lead-Off Split: An officially recorded time for the swimmer on the first leg of a relay. 

Rulebook: In this training, "rulebook" refers to the USA Swimming Rules and Regulations.

Runners: Shuttle material (e.g., marshaling cards, results) from station to station during the meet. Great volunteer job for injured swimmers, siblings, or parents. 

Scratch: To withdraw an entry from competition in an event.

Seed: A way in which swimmers are divided into the required number of heats and /or lanes, according to their entry or preliminary times.

Split time: Time recorded from an official start to completion of an initial distance within a longer event.

Submitted times: Times filed with an entry, as having been previously achieved.  Same as “entry times”.

Time standard: Is a general term for the target times established by governing bodies (USA Swimming) or meet organizers for different levels of competition. 

Qualification time: Refers specifically to the exact time that must be met (or exceeded) in order for a swimmer to qualify for a specific competition or event. Also called a cut time.

Time trials: An event conducted within or after a meet, where the swimmer races against the clock to establish an official event time.

Timed finals events - All swimmers who are signed up for a particular event will swim it only once. Their time from the event will be compared to the swimmers in all the heats to determine the final places.

Safety Officer: Responsible for safety and security during the meet, maintaining good order and ensuring all facility rules are followed. Reports any on-going behavior issues they cannot solve to the Meet Referee to be addressed.

Roles and Responsibilities of Key Positions

While the Meet Director is the central coordinator, you rely heavily on a team of dedicated officials. Understanding their roles is crucial for effective collaboration. Let's look at the two other key positions, that when combined with the Meet Director, make up the meet management team:

Meet Referee (MR): This is the head official for the meet and has the ultimate authority in all matters related to the conduct of the competition. Their responsibilities include:

• Ensuring the meet is conducted according to current EFSL and USA Swimming rules and regulations.

• Supervising all other officials.

• Making decisions on protests and rule interpretations.

• Conducting pre-meet briefings for officials.

• Maintaining order and decorum on the deck.

• Working closely with the Administrative Official and Meet Director on any issues affecting the meet.

Administrative Official (AO): The Administrative Official ensures accurate and compliant administrative operations during swim meets. Responsibilities typically include:

• Supervising administrative personnel: marshaling team, timing system operator, computer operator, and runners.

• Managing entries, verifying eligibility, and seeding events.

• Generating and verifying heat sheets and lane assignments.

• Recording official times and processing disqualifications.

• Posting and preparing official results for distribution.

• Assisting with swimmer check-in and deck entries, if allowed.

• Submitting finalized results and meet documentation to the league.

• Coordinating closely with the Meet Director and Meet Referee.

Understanding the distinct responsibilities of these officials allows you to effectively anticipate their needs and ensure everyone is working together towards a successful meet. You will need to communicate clearly with the Meet Referee and the Administrative Official throughout the planning and execution of the meet.

Other Important Meet Positions/Areas

Chief Timer:  Is responsible for recruiting both the timers and runners prior to the meet and then supervising these people during the meet. The chief timer ensures that all timers and their watches are functioning properly throughout the meet, replacing timers or watches when necessary. The chief timer's watches (2 watches) are started for each heat and are used to replace any watch that may malfunction or that did not start during any given heat. 

Timers:  Timers are the key volunteers at all swim meets. The purpose of a competitive meet is for each swimmer to achieve times; therefore, these workers must be diligent and dedicated to ensure success. 

Electronic Timing Operators: Works for the administrative official and sometimes co-located with the administrative official. Many major meets make use of electronic timing equipment (E.g., automatic system (touch pads), semi-automatic systems (Time-Drops and CTS Dolphin). Using these type of systems requires recruiting thoroughly trained and experienced operators well before the meet. It is recommended that at least two experienced operators be recruited. They should be capable, not only of operating the equipment, but also of hooking it up properly and troubleshooting any problems. During the meet, it is the equipment operator's responsibility to report to the referee and administrative official any malfunctions or missed touches that may occur. While historically done within the EFSL, it is not recommended to have the administrative official operating the electronic timing system while performing computer operator duties. The timing operators should near the starter to effectively communicate/troubleshoot any timing system issues. 

Clerk of Course/Head Marshal:  The EFSL has historically split the duties of Clerks of Course as delineated in the USA Swimming Rulebook between the Administrative Officials and Head Marshals. The Head Marshal has the primary responsibility of checking swimmers into the marshaling area and controls swimmers from the time they are checked in until they are turned over to the Referee; organizes swimmers into their appropriate event, heat, and lane, based on the published meet program.

• Shall be provided with a list of the names of all swimmers in all events, including relay swimmers in the order in which they will swim.

• Is a key member of the meet staff, working closely with the Referee, Administrative Official, Meet Director, Chief Timer, Announcer, and other meet volunteers.

• Coordinates announcements of current events being marshaled with announcer and/or coordinates signs, screens, or other systems for notifying swimmers when to report to marshaling area.

• Notifies the Referee of unexpected no-shows, injuries, and other pertinent information, especially when possible consolidation of heats, changes to lane assignments, or other adjustments could be anticipated.

• When instructed by the Referee, adjusts swimmers in the marshaling area prior to competition when Referee has directed heat/lane changes or other adjustments/deviations from the published heat sheet

Runners: Shuttle material (e.g., time cards, results, DQ Slips, etc.) from station to station during the meet. These workers are literally "runners." It is helpful to have one person coordinating the efforts of all runners to avoid confusion and lost material. Courtesy, praise and a small reward (e.g., a meet T-shirt) are all greatly appreciated to promote dedication in this invaluable group of volunteers. 

Announcer:  Meet announcers must be selected with great care. An announcer should have a clear, pleasant voice and be able to function under pressure in the midst of a noisy crowd and a demanding referee. A knowledgeable swim-parent with a pleasing "radio" voice and a willingness to help can be an invaluable asset as an announcer, but must be forewarned to remain impartial. At most EFSL meets, the function of an announcer is to state the facts (i.e. event, heat, swimmer's names (if requested), etc.), not to commentate. Unnecessary comments or announcements merely add to the confusion at such meets. At Championship meets, however, a talented well-informed announcer can often add great excitement to the meet by providing comments during the swim about split times and potential records.

Snack Bar and Concessions:  The snack bar/concessions team should begin planning early. This team is responsible for menu planning, shopping, food preparation and staffing the snack bar during the meet. The meet director or a member of the committee should check local ordinances regarding the preparation and sale of food. Soliciting food donations and shopping for advertised specials can save a great deal of money. The host club or facility of a meet will often dictate stocking of a concession stand. 

Hospitality:  Is responsible for serving refreshments (soft drinks and snacks) to meet workers, officials and coaches. Meet workers will probably perform more efficiently and cooperatively if they are provided with a meal and refreshments throughout the day. These volunteers may also be responsible for making sure that water is readily available in self-service type containers at various places on the deck. This can be particularly important if your meet is held during hot weather, indoors or out. The hospitality team works closely with the snack bar/concessions team (if used) and should be staffed by courteous and outgoing personnel.

Meet Safety Officer:  Are responsible individuals who can actively maintain order and safety in the swimming venue. They are assigned by and report to the Meet Director and/or Meet Referee. The Meet Safety officer shall warn, order to cease and desist, or, with the concurrence of the Referee, remove from the venue, anyone behaving in an unsafe manner or whose actions are disrupting the orderly conduct of the meet. To indicate their authority, the Meet Safety officer should be provided with an easily identifiable uniform clearly visible to all in the venue. Bright orange vests or armbands, or other brightly colored means of identification can be used.

COMMUNICATION and PLANNING are imperative!

The key to a successful meet is both the effectiveness of the team as individuals AND how well those individuals work together. Make sure you have identified and trained qualified volunteers, finding mentors or assistants if needed.

Since you are only as strong as your weakest link– identify and then strengthen the weak spots.

As you learn to work together, you will find that the rest of your team is your greatest resource.

Safety

The meet director should pay close attention to the safety of the swimmers, coaches, officials, parents, volunteers and spectators at their meet.  The meet director can help achieve this priority goal by striving to provide a safe environment at the meet.

To ensure a safe meet, the meet director should use common sense first and foremost. Swimmers, volunteers, or spectators should not be put into unsafe situations. The meet director is responsible for ensuring that all aspects of the meet are conducted in a safe manner.  The referee and the facility manager (lifeguard or host club safety designee) should be appointed to inspect the venue for "unsafe" conditions or circumstances (e.g., locked exits, unsecured diving boards, protrusions or holes in the deck, slippery areas, overloaded electrical sockets in the hospitality area). The committee should correct these items as necessary. Hazards that cannot be eliminated should be clearly marked or blocked.

Any special safety rules or guidelines particular to the host facility or venue should be posted (e.g., no admittance to toddler-wading pool for swimmers over eight years old, etc.).

A Meet Safety officer should be appointed for every meet.

Preparation

While each team and venue differs, Meet Directors should be prepared to support or oversee the following areas:

Equipment Assessment and Inventory

• Identify needed equipment purchases, repairs, or replacements.

  • Examples: backstroke flags, electronic starters, stopwatches, clipboards, extension cords.

• Confirm compatibility of all technical equipment with venue infrastructure (e.g., timing systems, starting systems).

Meet Supplies Organization

• Inventory and organize supplies into labeled bins or kits for efficient transport and setup.

• Consider supply variations for different venues (e.g., indoor vs. outdoor; facility-provided vs. team-provided).

• Plan for power needs:

  • Ensure availability of power outlets and backup solutions (e.g., portable power strips, generators).

  • Bring international plug adapters, if required.

Signage and Venue Preparation

• Prepare signage for spectator areas, athlete flow, check-in, marshaling, and restricted zones.

• Verify accessibility and visibility within the facility.

Electronics Check

• Test all electronic systems:

  • Adapters for connecting phones or audio devices to PA systems.

  • Computers interfacing with scoreboards or timing equipment.

• Ensure cables, adapters, and spare components are functional and available.

Hosting Considerations

• Plan with guest experience in mind:

  • Provide information on local hotels, restaurants, and proximity to airports or public transportation.

• Confirm facility readiness for increased foot traffic (e.g., restrooms, parking, seating).

Equipment Testing

• Test key meet equipment in advance:

  • Starter system, timing system, computers, scoreboards, stopwatches.

• Replace consumables: batteries, printer paper, ink, etc.

• Order spare or replacement parts ahead of time.

Food Planning

• Clarify if food will be available for purchase at the venue. 

• If not, communicate that attendees should bring their own meals.

• Coordinate with vendors or concession services if applicable.

Communication and Timeline Planning

• Establish and distribute a communication plan (e.g., contact lists, emergency procedures).

• Consider how communications (e.g., announcements, breaks) impact the meet timeline.

• Set up channels for real-time updates during the meet (e.g., group messaging apps, signage).

Host Nation/League Requirements

• Confirm compliance with host nation regulations and EFSL/USA Swimming policies.

• Ensure medical personnel or first aid staff are onsite.

• Verify lifeguard coverage as required by the venue or local law.

Preparation Timeline Before a Meet

Thorough preparation is essential to minimizing stress and ensuring a successful swim meet. This timeline is adapted to fit the EFSL’s 6-month season and may vary depending on the size and complexity of the meet. While you may not actually perform some of these duties, its important to keep them in mind as you prepare for your meet.

3+ Months Out

• Secure the Venue: Book the pool and any necessary auxiliary spaces. Confirm availability and contractual requirements.

• Set the Meet Date(s): Coordinate with the EFSL calendar and other teams to avoid scheduling conflicts.

• Identify Key Volunteers: Begin identifying individuals for roles such as Volunteer Coordinator, Awards Coordinator, Safety Lead, etc.

2–3 Months Out

• Draft the Meet Announcement: Outline meet structure, events, timelines, and rules.

• Submit Sanction Request to EFSL: Submit the draft meet announcement with the electronic events file to the EFSL Administrative Official no later than 30 days prior to the meet. You must be available to answer any questions or make updates after submitting your request.

• Recruit Officials: Begin confirming availability or request assistance from other teams if needed.

• Plan Volunteer Staffing: Determine the number of volunteers needed per session and task. If using a Volunteer Coordinator, maintain regular updates to ensure coverage.

3–6 Weeks Out

• Distribute Meet Announcement: Publish the final meet announcement at least 21 days before the meet by sharing with your club and visiting teams. The EFSL Sanctions Chair will publish the meet announcement and events file on the meet website.

• Plan Awards: Confirm award types (e.g., ribbons, medals) and presentation methods.

• Coordinate with Facility Staff: Review setup needs, access hours, and any facility-specific policies.

1–2 Weeks Out

• Entry Deadline Management: Monitor and address any issues with team entries by coordinating with your AO.

• Volunteer Assignment: Finalize and communicate shifts and responsibilities.

• Prepare and share Meet Programs (if applicable).

• Gather Meet Supplies: Confirm all required items are available (e.g., clipboards, signage, extra batteries, stopwatches).

Few Days Before

• Finalize Heat Sheets: Publish updated versions for teams and coaches (if applicable).

• Officials Packets: In coordination with the Meet Referee, assist with preparing packets including meet schedule, lane assignments, DQ slips, and rule summaries (if applicable).

• Confirm Volunteer Attendance: Reach out to verify participation.

• Review Emergency Procedures: Ensure all staff and volunteers are familiar with safety protocols.

• Communicate Last-Minute Updates: Relay any changes to teams, coaches, officials, and volunteers.

Day of the Meet

The meet day(s) will be busy, and your role will shift to primarily overseeing the execution of your plans and addressing any immediate needs. Key responsibilities during the meet include:

• Pre-Meet Briefings: Participate in or lead briefings for volunteers and ensure everyone understands their roles. The Meet Referee will conduct the officials' and coaches' briefing.

• Communication Hub: Be accessible and visible to answer questions from coaches, swimmers, officials, and parents. Designate a central information area.

• Problem Solving: Be prepared to address unexpected issues, such as technical malfunctions, weather delays, or rule interpretations (in consultation with the Meet Referee).

• Volunteer Management: Ensure volunteers are fulfilling their roles effectively and provide support as needed.

• Liaison with Officials: Maintain regular communication with the Meet Referee and Administrative Official to ensure the meet is running smoothly and according to schedule.

• Safety Oversight: Work with the Safety Officer to monitor the deck and spectator areas for any safety concerns.

• Awards Presentation: Coordinate the timely presentation of awards.

• Maintaining a Calm Demeanor: Your attitude sets the tone for the entire meet. Stay calm and professional, even when faced with challenges.

Time Trials

Time trials may be conducted at your meet, as long as the time trial information is included in your meet announcement. The time trials must be sanctioned and are usually run by the same people already volunteering at the meet. Volunteers (runners, timers, officials, etc.) are often willing to stay for the extra time needed for the time trials; however, the meet director should inform all volunteers prior to the meet of the added time trials. If an individual is unable to commit him/herself for the extra time, the meet director should then find a replacement for anyone with a conflict. It should be noted that the limitation on the total number of individual events in which a swimmer may compete each day includes any events swum in time trials. Therefore, a method should also be established to ensure adherence to this limit.

Wrap Up

Running a successful swim meet requires dedication, organization, and effective communication. As the Meet Director, you play a critical role in creating a positive and fair environment for all participants. Remember to utilize your team of officials and volunteers, plan thoroughly, and remain flexible in the face of unforeseen circumstances. Click "Next" to learn more about requesting a meet sanction and preparing a meet announcement.

Click Next to start Meet Announcements and Sanction Requests