SWIM MEET 101
Below you will find helpful information about swim meets:
WHEN ARE THE MEETS AND WHERE ARE THEY HELD?
The swim meets are on Tuesday evenings in June, except for the Divisional Championship meet and the Allstar meet. We have two home meets and two away meets in addition to a Division Championship Meet and an Allstar Meet.
HOW LONG DOES A MEET LAST?
Meets usually last about 4 hours.
WHAT SHOULD I EXPECT AT THE SWIM MEETS?
Meets generally start with 5:00 p.m. warmups. The meet begins at 6:00 p.m. and lasts until about 10:00 p.m. Swim meets are very exciting for swimmers, as it gives them a chance to show their improvements throughout the season. Expect a high-energy atmosphere filled with sportsmanship, camaraderie, food, and music, basically, organized chaos.
TIME TRIALS
Time trials are a way for swim team administrators to get a time for the coaches to set the relay teams and seed the first meet. It is very beneficial for all new swimmers, 7–8-year-olds who can now swim breaststroke and butterfly, 11-year-olds who now change from swimming 25 yds to 50 yds, and those who have improved significantly from the previous year. It is also a great way to track a swimmer’s growth from the start of the swim season to the end.
THE STROKES
There are several different swim strokes: Freestyle, Breaststroke, Backstroke, Butterfly and the combination of all strokes known as the Individual Medley a/k/a "IM". Please be mindful your swimmer may be placed to swim ANY stroke the Coaches feel they are competent to swim.
Freestyle - the “crawl”, all ages do this stroke
Backstroke - all ages do this stroke
Breaststroke - 7-8yrs old and up
(Butter)Fly - 7-8yrs old and up
Individual Medley “IM” In the Individual Medley a/k/a “IM”, the swimmer swims each of the four strokes in the following order: butterfly, backstroke, breaststroke and freestyle. A silly swim phrase to remember the order of the strokes for the IM is: “fly on your back and let your breast go free. Please note this is a different stroke order than the Medley Relay (MR) swum by 4 people on the same team.
Medley Relay - A medley relay consists of four swimmers each swimming one of four strokes. The first swimmer swims backstroke, second swimmer swims breaststroke, third swimmer swims butterfly, and the last swimmer swims freestyle. This relay is designed for those ages 7 and up. This is swum in a different order so that the backstroke swimmer is in the water first. If a backstroke swimmer had to get in the water and to get in position to swim his/her leg of the race, the previous swimmer would collide with the backstroke swimmer.
Free Relay- all ages, all swimmers in this relay swim freestyle
Crescendo - (event #77) usually the last event of the meet and scores as ONE point for the winning team in the event of a tie score. This energy packed relay consists of the fastest freestyle swimmers from each age group, each swimming 25 yards freestyle. This Relay usually invovles a lot of excited yelling, jumping and team spirit.
EVENTS
The maximum number of events each swimmer can be in is 3 individual events and 2 relays. Not every child will be in a relay.
RELAYS
Each Relay is different. Free style Relays – all four swimmers swim Freestyle. In the Medley Relay a/k/a “MR”, four swimmers swim, each assigned a swim stroke based on their position in the Relay. The stroke order for the Medley Relay is: (1) back, (2) breast, (3) fly, then (4) free. We will talk more about this in the “How to Read a Heat Sheet” and “Marking Your Child” section.
DQ’S
Swimmers can be DQ’d or Disqualified for incorrectly swimming strokes, touching the bottom of the pool, pushing off from the side of the pool or the ropes, taking too long to swim across the pool, in addition to many other reasons. Please do not worry if your child is DQ’d. Please do not fuss at your child for getting DQ'd as even the most experienced swimmer's get DQ’d. I have personally found it best not to tell my child he/she was DQ’d.
THE WEEK BEFORE THE MEETS
Event Sign Up • Declare online if your child will or will not be at the Meet no later than the designated deadline! If you do not let anyone know, then your child will not be entered in the Meet. • If there is a possibility that your child will not be able to be at the meet, let us know that your child can only be in individual events, not relays for that meet. There is a place to designate this on the portal. • Relays require 4 swimmers. If one swimmer is not there, the entire relay is ruined for the other 3 swimmers. • Some relays are at the end of the Meet; Meets can run past 10:00 p.m. If you do not plan to stay for the entire meet, PLEASE let a coach know before you leave. (if you already know by Saturday you have to leave by 8:30, please go ahead a let a Team Leader know so they do not put your child in a late relay).
Volunteer Sign Up • All meets require 50+ volunteers, so everyone who has a swimmer needs to volunteer in some way. • Check your email, website, Remind and the Swimtopia app! Convenient methods of communication are essential to meets running smoothly. If you are not getting emails or can't find the website or download Remind or the Swimtopia app, please let one of the board members know.
DAY OF THE MEET PROCEDURES
For home meets, swimmers should be at the pool no later than 4:45 p.m. for warm-ups. Swimmers should be at the visiting pool no later than 5:00 p.m. for warm-ups. Parents write their child’s first name and age on their back top right shoulder with a permanent marker, if it is not already written there. Check in with our Swimmer Check-in person then take your child to their designated Shepherd area. It is helpful if your swimmer’s name, age and grid is already written when the swimmers arrive at meets, especially for younger children. Parents, please write your child's events, heat, lane and stroke (E, H, L, S) on their arm or leg - examples and are listed below. Shepherds can help with this. Swimmers will swim warm up laps for about 20 minutes. Shepherds will line up kids 10 and under for their events and walk them to their lanes. After your child swims, it is best they return to their designated age group area. They may swim again in a short period of time, and it is very taxing on the Shepherds, Coaches or Team Admins to have to go around the pool to find a child. So basically, we ask that you drop your child off with their assigned Shepherd/group and you find a place to sit and watch your child swim. If a child must leave their designated age group area, parents should make sure that the swimmer is back in their designated area at least 5 events before their next scheduled swim event. After your child has finished all of their events, please check with a Coach before you leave. It is possible they could be substituted in a Relay. Additionally, you will miss all the fun and excitement associated with the Swim Meet. Before you leave, also pick up all of the trash around you and put it in trash receptacles. At home meets, there is a lot of cleaning to do. Please help put chairs away, take out trash, put starting blocks away, help someone fold their pop-up canopy, or anything else that may need to be done.
SUGGESTIONS OF WHAT TO BRING TO A MEET
Camera, bug spray, sunscreen, Sharpies (permanent), Water / liquids (NO GLASS), Heat Sheet (check email), Towels**AT LEAST TWO, cash/card, folding chairs, tent/canopy, deck of cards, picnic blanket to sit on, coloring books, games, sunglasses, change of clothes, swim cap, goggles (it is a good idea to have an extra pair on hand as they do tend to break), swimsuit, team t-shirt.
CONCESSIONS
Concessions are available at each swim meet. We encourage you to support the concessions at both home and away meets as this is usually a fundraiser for each team.
SWIM MEET ETIQUETTE
Parents...
Are expected to supervise their kids at all times.
Should not be in the starting area unless they are an official or have volunteered to time.
Should direct any and all questions to their Team Representatives and not the Meet Director, volunteers, or Coaches (the coaches are generally extremely busy during Meets).
Should not set up or sit in any area that is roped off or at either end of any pool.
No running
No alcohol or smoking allowed at any Meet
No profanity
NOTE: Please note – during swim meets all other pools at the facilities are CLOSED! No swimmer or sibling is allowed in any other pool on the premises.
HOW TO READ A HEAT SHEET
Event: The Event number and name tells the Event Number and Stroke or Relay the swimmer is in. This is done by stroke and by age, youngest first.
Heat Number & Seed Time: The heat number tells what heat (group of swimmers that swim at the same time) the swimmer is in. The time listed for a swimmer is their best time in that event, distance, and stroke. An “NT” simply means the swimmer does not have a time for that stroke yet. An “X” in front of seed time means the swimmer is swimming an exhibition heat. In exhibition heats, swimmers receive a time, but do not score points for the team.
Lane: (under Heat) The number to the left of the child’s name, tells what lane the swimmer is in.
Stroke: The Stroke is what the swimmer will swim.
Relays: In relays, you read the Heat Sheet the same way but instead of one swimmer per lane, there will be four. Below is an example of the order in which swimmers will swim this relay:
WHAT DO WE WRITE ON THE KIDS
E – Event Number
H - Heat Number
L - Lane Number
S – Stroke
Example: This swimmer is swimming Event 6, in Heat 4, in Lane 4 and Stroke 50 Free. The next time the swimmer swims, it will be Event 12, Heat 3, Lane 5 and Stroke 50 Back.
Marking for Relays: The below chart shows this swimmer is swimming the Medley Relay and is the THIRD (3) swimmer in this Relay. This helps remind the swimmer and any volunteers they swimmers are lined up in the correct order.
MARKING YOUR SWIMMER
Every swimmer 10 and under MUST have their last name and first initial as well as their age written on their RIGHT shoulder with black sharpie. The swimmers start to all look alike with swim caps on. ALL swimmers must have the swim grid drawn on their arm or thigh. This helps the swimmer know when and where they are supposed to swim. It also helps volunteers know where to take your child should they get confused.
AWARD/RIBBON BOX
This box contains a folder with each family’s name. Please check your folder for any Ribbons/Awards your swimmer may have earned. We try to have the box updated a few days after a swim meet.
INCLEMENT WEATHER
We try to notify everyone as soon as possible of any practice or meet cancellations due to the weather. Please understand our first priority is the safety of your swimmer. However, numerous people are involved in this process and it may take a while to get this information to you. Typically, it involves the Board, Coaches, the Management of the facility and the Lifeguards. You are never required to attend a practice, especially if the weather concerns you. Please note, we DO practice in the rain but will not practice if lightening is in the area.
CAMERAS
Parents/Friends: We need your pictures! Please share any photos you take during practices or meets. With 100+ swimmers its just impossible for one or two to capture every child swimming, being silly, laughing and just having a good time. So please share your pictures.
DIVISIONALS
Our Divisional Swim meet is Tuesday, June 17th at 6:00pm. This swim meet is the biggest meet of the season and is also the last team meet. Every team in Division 2 swims this meet at the Augusta Aquatic Center. We prepare all season for this meet and we need as many swimmers as possible to attend. ALL SWIMMERS SWIM IN THIS SUPER FUN MEET.
(More information will provided as we get closer to that date)
ALL-STARS
Usually the top 20 swimmers of all Divisions combined after the Divisional Championship meets compete in All-stars. The All-Star meet is Saturday, 21st. All-Star swimmers are not announced until all Championship meets have been swum and the calculations have produced the Top 20 swimmers from the Division Championship meets.
REMOVING SHARPIE
Sharpie markings can easily be removed with sunscreen. Simply spray the area and rub with a bath cloth.
LOST AND FOUND
We have a box for collected lost and found items. If you do not see your lost item in the lost and found, please see the lost and found located in the Lifeguard office by the Concessions.
MEANS OF COMMUNICATION
This year the Team will continue to use Email, Swimtopia app, our webpage, and occasionally Facebook as the primary ways to keep you updated on what’s going on with the Team. On Facebook, search “Hammond Hills Swim Team" to find us and encourage your swimmers who have email and Facebook to do the same!
RESULTS
Results from the swim meet will be emailed to you “usually” the day after a swim meet and posted on this site. You may also go to the CSRA Swim League website, www.csra.swimtopia.com. There you can find the results from our meets and you can see where your swimmer's times rank amongst others in the CSRA.
MEET VOLUNTEER DESCRIPTIONS
In order to accomplish the League's goals, we need the help of each parent. The only way we can conduct meets is through the use of parent volunteers to manage, staff and administer every meet. It takes approximately 50 volunteers to run a swim meet!
Head Shepherd and Shepherds (All Meets): Shepherds are responsible for taking swimmers to their assigned lanes before each event. Parents should make sure that swimmers are in their designated areas and with their assigned shepherds, at least 5 events before they are swimming as some events move more quickly than others. The Head Shepherd is responsible for making index cards listing the swimmer/lanes to be distributed to the other Shepherds.
Starter/Meet Referee (Home Meets Only): This position is responsible for starting each event. The Starter will call the event number, age group and gender, heat number and what stroke is being swum. The Starter starts each race with two commands, “Swimmers take your mark” and then the horn or whistle signifying the start of the race. A Starter must be at least 18 years of age - Have some swim team background – Basic stroke and turn knowledge - Attendance at training and any updates.
Timer (All Meets): There are two Timers per lane. The Timers should ensure the swimmer in the lane corresponds to the heat sheet. The Timer is to start the watch at the horn or whistle at the beginning of the race, not when the swimmer leaves the starting block, and stop the watch when the swimmer completes their event by touching the wall. You may have to look over the edge to see the swimmer touch the wall. The Timer will then record both final times on the Lane slips. There is a high probability you will get a little wet in this role but most welcome the little bit of water to help cool them off.
Order of Finish(Home Meets) identifies which order swimmers finish.
Concessions (Home Meets) This person is responsible for helping set-up, clean up after the meet and help with the sale of items in the concession area.
Hospitality (Home Meets): Hospitality workers ensure all Coaches, Timers and other Officials have water and other drinks as they typically do not leave their assigned position for the duration of the Meet.
Runners (Home Meets): Runners will collect the lane slips from one of the Timers in each lane and take them to the Meet Manager/Computer Operator. They should be put in order by event, then by lanes 1-6. The DQ slips will also be collected from Stroke and Turn Officials for each event, and given to the Meet Manager/Computer Operators. Wear comfortable shoes.
Stroke and Turn Officials (All Meets): Stroke and Turn Officials are to watch the swimmers in the events and determine if an infraction has been committed by a swimmer. Should an infraction occur the Official will fill out the (DQ slip) Stroke and Turn correction form, give it to the appropriate Timer/Recorders. Any person interested in becoming an Official must meet the following guidelines: must attend Stroke and Turn training for certification. Your certification has to be renewed every 2 years.
Meet Manager/Computer Operator (All Meets): The Meet Manager/Computer Operator sets up the meet on the computer, creates heat sheets, reports, and other information necessary for the meet to run smoothly. Meet Manager/Computer Operator inputs data during the meet, run reports after the meet, submit reports to other team and the CSRA Swim League. Some teams have their Meet Manager/Computer Operator submit results to the local newspaper.
Meet Sign Up/Check In: The Meet Sign Up/Check in volunteer communicates with parents before every meet to find out who is and is not swimming for all ages and checks in swimmers before every meet.
Volunteer Check-in: The Volunteer Coordinator makes sure that every volunteer position is filled before every meet, checks volunteers in at every meet and handles volunteer problems.
AWARDS Places labels on award ribbons and files the ribbons in the file box. Typically done Wednesday or Thursday after meets.
MISCELLANEOUS
CSRA Swim League – The Hammond Hills “Hammerheads” Swim Team is part of the CSRA Swim League. There are approximately 20 teams and over 2,100 swimmers divided into five Divisions based on size and previous year results. Each Division is balanced every 2 years to provide the most equal competition possible. To see the realignments, history, information on our league, other teams and maps, scores, results, and top times, go to CSRA Swim League website www.csra.swimtopia.com.
