What should I expect during a swim meet?

Swim meets are exciting events where our swimmers showcase their hard work and compete against other teams. Whether it’s your first meet or you’re a seasoned swim parent, here’s what you can expect:

Signing Up for the Meet

For all meets  sign-up is handled through our website (TeamUnify software and or the ONDECK app for your smartphone).  Training for this will be held separately after the orientation meeting if you need help. Live meet results can be found on Meet Mobile (subscription is about $10 a year for the phone app)

You must log into our website and declare if your child is attending or not.  Even if they are not attending, it is extremely helpful to the coaches to declare your intent so they can properly plan coverage for the meet.  If you decline the meet for your child you must also state the reason why as well as speak to your child’s coach.   This declaration also assists you in calculating what additional fees you must submit to the treasurer for the US meets. Warmup arrival times are sent out by the coach using the Remind App.

When signing up please include your preferred meets day(s), so the coach may choose events on days that work best with your schedule.

Before the Meet:

• Swimmers:
  • Swimmers should arrive 20 minutes early for warm-ups and enter the pool area through the side door if the event is at our pool. This entrance is reserved for athletes to ensure they can get settled and ready for their events without distractions. Warm up times will be sent on the Remind App.
  • Upon arrival find a place to put your belongings.  The team usually sits together, so look for some familiar faces and our banner.
  • Check in with your coach!
    • If your child wakes up ill – Please message Jen Hand on remind (or for a US meet the coach that will be there for your child’s session) as soon as you know they will not be making it.
  • If you need to put your swimsuit on, go to the locker room and change.
  • When events become available (usually from the coach) swimmers or coaches will write their event numbers on the back of their hand in ink.  This helps them remember what events they are swimming and what event numbers to listen for when they are called out.  There will always be a coach or parent volunteer to help the swimmers with this. (Your parent is not responsible for this)
  • Swimmers now gather their cap, goggles, and flip-flops and report to the pool for warm-up instructions.
  • After warm-ups swimmers will return to the area where their team is sitting and wait for their events to be called.  The meet usually starts about 10-15 minutes after warm-ups have concluded.
• Parents:
  • Parents and spectators should enter through the main entrance. If you are not volunteering, there will be an entrance fee that can be paid at the door. Please note that volunteers do not need to pay this fee and should check in at the front entrance to receive their assignments.
  • According to US Swimming regulations (insurance purposes) parents ARE NOT allowed on deck unless they are serving in an official capacity.  Similarly, all questions concerning meet results, an officiating call, or the conduct of a meet should be referred to a coach.  The coach will then pursue the matter through the proper channels.
  • A program (or heat sheet) is usually available for sale in the lobby/concession stand at US meets.  It lists all the swimmers in each event in order of seed time.  Seed time is the fastest time the swimmer has obtained in the past for that particular event.  This time determines who the swimmer competes against, which heat they will compete in, and which lane the officials assign them to.  If the swimmer is swimming the event for the first time they will be entered as “NT” or “no time”.

What to Bring:

For a successful and comfortable swim meet experience, swimmers should bring the following items:

• Swim Gear:
  • Swimsuit: Wear your swim team competition suit.
  • Swim Cap: Essential for racing and team identification.
  • Sandles: Flip flops or slides
  • Goggles: Bring two sets, just in case one gets lost or breaks.
  • Towels: Bring at least two towels—one for drying off between events and one for after the meet.
  • Change of Clothes: Team warm-up suits, sweat suits, long sleeve shirt, pajama pants, or equivalent to put on after you swim to keep you warm.  Most swimmers bring one to wear and a spare just in case something gets wet.
  • Warm Clothing: Items like swim parkas, hoodies, or towel pants to keep warm when not in the water.
  • Comfortable Seating: Something comfortable for your swimmer (and you) to sit on, such as a cushion or blanket, since meets can run long. Example: a sleeping bag, an old blanket/comforter, or anything that will be comfy to sit on for the day.
• Entertainment:
  • Books, Games, or Activities: Meets can involve long waits between events, so swimmers should bring non-electronic activities to keep themselves occupied. We do not recommend bringing electronics, as we are not responsible for lost or stolen items, but if you do send any, please label them.
• Snacks and Water:
  • Healthy snacks and plenty of water are important to keep energy levels up throughout the day.

During the Meet:

Swim meets are typically divided into several sessions, and each session may include various events such as freestyle, backstroke, breaststroke, and butterfly races. Swim meets can vary in length, but they often run for several hours. Larger meets can span an entire day or even multiple days, typically from Friday to Sunday.

Please remember to wear something on your feet when walking around the building (i.e. going to the restroom, locker room, or spectator area).  NOTE – Most, if not all facilities will NOT allow the children to walk around without shoes on for insurance reasons. Flip-flops or slides work best as they can be worn all over and can tolerate getting wet.

Be prepared for long sessions by bringing comfortable seating, snacks, and activities to keep swimmers and parents occupied. Here’s a general flow of what happens during a swim meet:

1. Check-In:
   • Upon arrival, swimmers check in with their coach and begin warming up. Volunteers should check in at the front entrance to receive their assignments and instructions.
2. Warm-Ups:
   • Warm-up sessions are held before the start of the meet. Swimmers will have time to stretch, practice starts, and get comfortable in the water. Please check the remind app for specific times.
3. Group Areas:
   • Swimmers will be assigned to a designated group area, which could be in the main pool area, hallways, gym, or other classrooms. This is where they will stay between events.
4. Events:
   • Swimmers compete in their assigned events, grouped by age and gender. Races are called by event number & heat number, so swimmers must pay attention to announcements and be ready at the staging area when their event is called.
   • Swimmer’s events will be called out by coaches and/or parent volunteers in the area where the swimmers are being held.
   • After each race, swimmers should check in with their coach for feedback and prepare for their next event.
   • When your swimmer’s events have been called, they report to the line-up area with their goggles, swim cap, and flip flops.  Parent volunteers usually help to line up all swimmers and take them to the pool area in the order in which they will swim.
   • You can expect 4-8 heats for each event.  Some “big” US meets have been known to have 10+ heats per event.  
   • Swimmers line up behind the diving blocks.  They will be told by the officials when to step up on the block or enter the water to begin their race.  Again, Coaches and Parent Volunteers are there to help.
   • The swimmer swims their race.
   • After each swim event, your swimmer can ask the timer for their time, if they wish.  If they know what lane they are swimming in, they can also look up at the scoreboard to see their time.
   • Depending on the coach’s instructions, swimmers may be told to do some recovery swimming in a “warm-down” pool or lanes, if they are available.
   • When time allows, coaches will speak to swimmers following their race to congratulate them on a “great swim”.  In addition, coaches will also offer advice and discuss technique with our older competitive swimmers.
   • After their event is over, swimmers report back to the team area, relax, drink fluids (water) and maybe have a small healthy snack.
5. Breaks:
   • There may be short breaks between sessions or events. This is a good time for swimmers to rest, hydrate, and refuel with snacks. Parents can use this time to stretch, grab refreshments, or check in with their swimmer.
6. Volunteering:
   • Volunteers should report to their designated area as instructed during check-in. Roles such as timing, concessions, and other tasks are essential to keeping the meet running smoothly.
7. Results:
   • Results for the events are usually posted somewhere in the pool facility.  Awards are often gathered for a team and given to the coach at the conclusion of the meet.  These awards can be retrieved in your swimmers VAC folder located in the file cabinet at Valley Central.
8. Awards:
   • Some meets may have award ceremonies after the events, where medals or ribbons are presented to top finishers but most of the time you can find any awards in the file cabinet in your family folder.

End of the Meet:

VAC is NOT responsible for lost or stolen items.

When a swimmer has completed all of their events, for US meets – they should check with the coach before leaving for the day to see if they are swimming in a relay.  Relays are usually the last events of the session.

Once you have attended one or two meets this will all become very routine.  Do not hesitate to ask a board member, parent volunteer, another swim parent, coach, or even an older swimmer for help or information at a swim meet.

Attending a swim meet is not just about competition—it’s a chance to build team spirit, meet other swim families, and support your swimmer in their athletic journey. We look forward to seeing you at the pool and appreciate your support in making our meets successful!

Meet Fees

Signing Up

For all meets, swimmer sign-up is handled through our website (TeamUnify software, ONDECK app or invoiced online).  Training for this will be held separately after the orientation meeting if you need help. Live meet results can be found on Meet Mobile (subscription is about $10 a year for the phone app)

You must log into our website and declare if your child is attending or not.  Even if they are not attending, it is extremely helpful to the coaches to declare your intent so they can properly plan coverage for the meet.  If you decline the meet for your child you must also state the reason why as well as speak to your child’s coach.  Warmup arrival times are sent out by the coach using the Remind App.

All meet fees are invoiced every 1-3 months.

US Meets

• It is MANDATORY for Parents to sign up to work the required number of sessions for the VAC Classic; regardless if their child is swimming in this US meet. (please see Fundraising section for further info) 
• Depending on the meet, can vary in size from 3-12+ clubs from all over
• You may choose the swimmer’s events (if you are not sure please check with your coach to see if your child is ready to swim that event or distance)
• Requires additional entry fees per race, per child  (individual events only – the club covers the fee for the relay races)  (Fees vary by meet)
  • The fee is on average $8 per individual event and a $10 swimmer surcharge/facility fee for the meet.  (the specific price is stated in the meet announcements which will be available on our events page for each meet we attend)
  • This is to be submitted to VAC the Wednesday BEFORE the meet
  • If your child does NOT show up to the meet (scratches), you are still required to pay the entry fee.  

Example

A few examples based on the above rate:

• your child signs up for the 50 free, 100 IM, 50 back and 500 free

You owe $42. 

• Your child signs up for 6 events at the VAC classic – however only shows up for 3; You owe $58

There is an entrance fee for any spectator which varies depending on which facility is hosting (ie: $10 per session or $15 for an all day pass)

You would put a check in Jen Thompson’s folder OR mail it to the PO Box for the fees required and make the check out to VAC with a note of what it is for (child(ren) and number of races).  Failure to pay the meet fees in a timely manner may impact your child’s ability to attend future meets.

Useful Links

Motivation Times – These are the national standards which are set for all swimmers by age group

Find Times for USA Swimming Sanctioned Events – You can see how your swimmer compares to other swimmers by event or overall.

Register for USA Swimming – Each year you will need to renew your registration. If this is your first time registering, click the “Create a Login” button. Here are some directions

Other FAQs

1. What should my swimmer eat before a meet?

Answer: It’s important for swimmers to have a balanced meal a few hours before the meet, focusing on easily digestible foods that are high in carbohydrates and moderate in protein. Examples include pasta, whole grains, fruits, and vegetables. Avoid heavy, greasy, or sugary foods. Hydration is also key, so make sure they drink plenty of water before and during the meet.

2. How long do swim meets usually last?

Answer: Swim meets can vary in length, but they often run for several hours. Larger meets can span an entire day or even multiple days, typically from Friday to Sunday. Be prepared for long sessions by bringing comfortable seating, snacks, and activities to keep swimmers and parents occupied.

3. What if my swimmer is late to practice or a meet?

Answer: If your swimmer is running late, it’s important to notify the coach as soon as possible. For practices, arriving late may mean missing warm-ups, which are crucial for preventing injuries. For meets, arriving late can result in missing an event, so punctuality is key. Always check the Remind app for any last-minute schedule changes.

4. Can parents talk to coaches during practice or meets?

Answer: We ask that parents refrain from talking to coaches during practice and meets so that they can focus on the swimmers and their training. If you need to discuss something with the coach, please wait until after practice or schedule a time to meet outside of practice hours.

5. What should I do if my swimmer is sick on the day of a meet?

Answer: If your swimmer is sick and unable to participate in a meet, please inform the coach as soon as possible. It’s important for the coach to know so they can make any necessary adjustments to the lineup. The health and well-being of our swimmers are our top priority, so make sure they rest and recover fully before returning to practice. Please utilize the Remind App for communication.

6. How will I know what events my swimmer is competing in?

Answer: Event assignments are usually posted on the team’s communication channels or emailed to parents before the meet. Swimmers will also be informed by their coach. It’s a good idea to write down the event numbers, heats, and lanes for your swimmer to keep track during the meet.

7. Do parents have to volunteer at every meet?

Answer: There is a MANDATORY number of volunteer sessions (minimum of 6 but we usually need as much extra help as possible) required to successfully host these fundraiser meets; if you don’t do these – you will forfeit your $250 work bond deposit.  

You may get other family members to help out – however they must be high school aged or older.  When signing up please state who is signing up in the comments.  Sign up will be done through Sign Up Genius. Please note, at least 5 of your 6 volunteer sessions need to be as timers.

Please visit our Volunteering Page for more information.

8. What should I do if my swimmer loses something at the pool?

Answer: If an item is lost at the pool, check with the lost and found area, which is usually located near the entrance or in the locker room. It’s a good idea to label your swimmer’s belongings with their name to increase the chances of lost items being returned. Remember, we are not responsible for lost or stolen items, so please encourage your swimmer to keep track of their belongings.

VAC is NOT responsible for lost or stolen items.

9. How do I stay informed about last-minute changes or updates?

Answer: The best way to stay informed about last-minute changes or updates is through the Remind app and the team’s email communications. Make sure you have notifications enabled on the Remind app so you don’t miss any important announcements.

10. Can siblings attend swim meets?

Answer: Yes, siblings are welcome to attend swim meets. However, please ensure they remain in the designated viewing areas and are supervised at all times. It’s important that the swim meet environment remains focused and safe for all participants.

Swim Vocabulary

Swim Vocabulary

USS

United States Swimming.  Governing body of the swimming league.

ESSL

Empire State Swim League

LSC

Local Swim Committee of the USS.  VAC belongs to the Metropolitan Swimming LSC.

Stroke

There are 4 competitive strokes: 

Butterfly (“fly”)

Butterfly (nicknamed FLY) is swam as the third stroke in the Medley Relay and first stroke in the I.M. Racing distances are 50 yards/meter, 100 yards/meter, and 200 yards/meter (LSCs with 8-under divisions offer the 25 yard fly).

Backstroke (“back”)

Backstroke is swum as the first stroke in the Medley Relay and second stroke in the I.M. Racing distances are 50 yards/meter, 100 yards/meter, and 200 yards/meter (LSCs with 8-under divisions offer the 25 yd back).

Breaststroke (“breast”) –

Breaststroke is swam as the second stroke in the Medley Relayand the third stroke in the I.M. Racing distances are 50 yards/meter, 100 yards/meter, and 200 yards/meter. (LSCs with 8-under divisions offer the 25 yd breast)

Freestyle (“free”)

Freestyle (nicknamed Free) is swum as the fourth stroke in the Medley Relay and fourth stroke in the I.M. Racing distances are 50 yards/meter, 100 yards/meter, 200 yards/meter, 400 meter/500, yd 800 mtr/1000 yds, 1500 mtr/1650 yds (LSCs with 8under divisions offer the 25 yd free).

IM – Individual Medley

A swimming event using all four of the competitive strokes on consecutive lengths of the race. The order must be: Butterfly, Backstroke, Breaststroke, Freestyle. Equal distances must be swam of each stroke. Distances offered: 100 yards, 200 yards/meters, 400 yards/meter.

Medley – a swimming event using all 4 strokes

Relay – A swimming event in which 4 swimmers participate as a team, each swimming an equal distance of the race.

Age Group

Division of swimmers according to age. The National Age Group divisions are: 10-under, 11-12, 13-14, 15-16, 17-18. Some LSCs have divided the swimmers into more convenient divisions specific to their situations: (i.e.) 8-under, 13-Over, 15-Over, Junior, Senior.

Alternate

In a Prelims/Finals meet, after the finalists are decided, the next two fastest swimmers other than the finalists are designated as alternates. The faster of the two being the first alternate and the next being second alternate. If a finalist cannot participate, the alternates are called to take their place.

Anchor

The final swimmer in a relay. Also a term coaches use for the beginning of all four strokes indicating the “high elbow”, “catch,” or “early vertical forearm.”

Approved Meet

A meet conducted with sufficient USA Swimming officials to certify conformance to USA Swimming rules. The meet may include competitors who are not USA Swimming members. The meet may be a competition sanctioned at the LSC level with the added approval of USA Swimming because both member and nonmember athletes will be competing.

Deck

The area around the swimming pool reserved for swimmers, officials, and coaches. No one but an “authorized” USA Swimming member may be on the deck during a swim competition.

Distance

How far a swimmer swims. Distances for short course are: 25 yards (1 length), 50 yards (2 lengths), 100 yards (4 lengths), 200 yards (8 lengths), 400 yards (16 lengths), 500 yards (20 lengths), 1000 yards (40 lengths), 1650 yards (66 lengths). 

Distances for long course are: 50 meters (1 length), 100 meters (2 lengths), 200 meters (4 lengths), 400 meters (8 lengths), 800 meters (16 lengths), 1500 meters (30 lengths).

DQ/Disqualified

A swimmer’s performance is not counted because of a rules infraction. A disqualification is  shown by an official raising one arm with an open hand above their head.  Swimmer’s time is not counted for that event.

Entry Fees

The amount per event a swimmer is charged.  This varies depending on the LSC and type of meet.

Dual Meet

Only two (2) teams compete against each other.

Invitational Meet

Multiple teams are invited to participate in a meet.

Tri Meet

Three (3) teams compete against each other.

USS Invitational

VAC hosted USS meets and other major team fundraisers.

Silvers

An age group championship meet with time qualifiers.  (Swimmers whose times exceed the upper limit may qualify for JOs.)

JOs

Junior Olympics.  An age group championship meet with time qualifiers.

Short Course

A 25 yard/meter pool.  Valley Central is a short course pool.

Long Course

A 50 meter pool.

Seeding

Swimming order based on each swimmer’s time; slowest times are in the first heat to fastest times in the last heat.

Heat

a group of 6-8 swimmers with similar times.  Winning a heat does not mean you win the event.

The Block/Starting Block

The platform at the deep end of the pool used for diving at the start of a race.

Exhibition

Swimming an event that does not contribute to team points.  The purpose is for personal achievement.

Officials/Judges

Volunteers that help to run the meet and ensure fair competition.  (multiple roles:  Stroke & Turn, Starter, Referee)

Kick Board

A flotation device used by swimmers during practice.

Lane

The specific area in which a swimmer is assigned to swim. (ie) Lane 1 or Lane 2.

Lane Lines

Continuous floating markers attached to a cable stretched from the starting end to the turning end for the purpose of separating each lane and quieting the waves caused by racing swimmers.

Timer

The volunteers sitting behind the starting blocks/finish end of pool, who are responsible for getting each swimmers time.