Resources for Event Hosts

Hosts - How To

Interested in hosting a pool event (swim meet)? Contact the Sanctions Chair to discuss the proposed date of the event and then proceed to the Online Event Sanction Request Process for a tutorial to assist you. Please enter all required information and await the review of your sanction application.

Interested in hosting an Open Water (OW) event? Review and complete the official USMS Safety Plan Application. Use the USMS Guide to Operations: Open Water for detailed information regarding rules, regulations, policies, and procedures. Contact the Sanctions Chair or Open Water Chair to get started. 

It is important that you do not distribute any meet sheets until we assign a sanction/recognition number. This procedure must be completed before we post your meet on our website.

Please review the following:

After the meet, the following forms must be completed and submitted:

  • Meet Referee Report – If our Officials Chair is working your meet, he will complete this report. Otherwise, ensure it is completed by the meet referee on duty.

  • Pool Length Certification Form – This must be submitted if your pool has a bulkhead or the certification has not been previously filed with us.

The following forms should be printed off and available during the competition:

Event directors who run a sanctioned meet and fulfill all requirements will receive a $450 bonus from Niagara LMSC.

The Niagara LMSC Sanctions Chair can be contacted by e-mail: NISanctions@usms.org.

Hosts - Event Guidelines

Pre-Meet Checklist:

  • Verify pool facility availability.

  • Request date on Niagara LMSC calendar with the Sanctions Coordinator.

  • Send proposed entry form to Sanctions Coordinator for approval.

  • Complete the USMS On-Line Event Sanction Request Process: http://www.usms.org/comp/sanction/request.php. During this process, you will need to confirm if pool measurements are on file with USMS. If they are not, you will be required to submit them prior to the competition. Please discuss further with the Top Ten Recorder: Pool Length Certification Form.

  • Organize meet committee and designate responsibilities.

  • Order awards (optional).

  • Verify your timing system operator has a current version of Active Hy-Tek Meet Manager (should be 7.0+). If you do not have a current version, please contact the Sanctions Coordinator. We can provide you with a current version free of charge, but this may only be used with masters events.

  • We require use of Club Assistant Online Meet Entry (OME) for all events. This handles payment processing, member verification, and minimizes the amount of labor required by all parties (swimmers, event hosts, and LMSC volunteers). Assist the Sanctions Coordinator with the setup of CA OME as needed.

  • Create/setup your event file in Meet Manager. If you require assistance, we provide an optional service to create this on your behalf. There will be a small deduction in your meet bonus if you require this service.

  • Upload your meet file provided by Club Assistant Online Meet Entry (OME) in Meet Manager. Seed (if pre-seeded) and print program.

  • Compile list of swimmers to be used at check-in.

  • Arrange for officials, lifeguards, and pool personnel. In most cases, the LMSC Officials Coordinator will arrange for officials (typically four: referee, starter, 2 S/T), which are reimbursed by Niagara LMSC for their services. At a minimum, refreshments should be offered for all volunteers. Please discuss additional details with the Officials Coordinator.

  • Arrange for timers and other volunteers (check-in, concessions, awards, and announcer).

  • Prior to meet check all equipment for availability and working condition.

  • Prepare appropriate signs to direct participants within the facility.

Day of the Meet:

  • Verify all pool equipment is working properly: lane-lines, flags, blocks, touchpads, and counters.

  • If the facility has a movable bulkhead, it must be measured before and after each session. If an initial measurement is already on file, then only a bulkhead confirmation is necessary (measure the two outer lanes and one center lane).

  • Distribute meet program and notify participants of any changes to the program if applicable.

  • Seed any deck seeded events and print, post and distribute all cards and/or lists of seedings to announcer, timers, and officials. (Note: Deck entries are not permitted).

  • Both the USMS and facility insurance forms should be available. First aid should be available on site as well as posted emergency phone numbers.

  • Hold timers meeting – a minimum of one timer per lane is required with automatic timing. Records shall require automatic timing, semiautomatic timing with three buttons or manual timing with three watches.

  • Arrange for officials meeting prior to start to discuss conduct of meet, assign duties/jurisdictions, as well as to discuss any recent rule changes. The Meet Referee may opt to make announcements to all participants.

  • Post LMSC records and provide announcer with copy for use throughout the meet.

  • Supervise warm-up in accordance with USMS rules.

  • Do not change meet breaks as listed in the meet information.

Hosts - Results Submission

In accordance with U.S. Masters Swimming policies and procedures, meet results must be submitted within fourteen (14) days from the date of the meet.

In Hy-Tek Meet Manager, please generate the following files:

  • Backup Database (File – Backup – OK)

  • Results Files (File – Export – Results for Team Manager or SWIMS or NCAA Database or USMS)

  • Meet Results pdf in Publication order (Reports – Results – Select All – go to the Splits / Sort Order / Selected Teams [tab at the bottom] and select the option for Publication Order and Subtracted splits - Create Report)

Email those files, along with the Meet Referee Report and Pool Length Certification Form (if this is a bulkhead facility or previously unmeasured pool) to the following: 

The Meet Referee Report must be completed the day of the competition. The Pool Length Certification form must be completed on the day(s) of competition, with measurements taken before and after each session if it is a bulkhead facility. If the pool is a fixed length (no movable bulkhead), the Pool Length Certification may be completed in advance of the competition or the day of the event. The pool measurements may already be on file with USMS; check with the Top Ten Recorder to verify if that is the case.

Hosts who fail to submit results on time or in the proper format will not be reimbursed their sanction fee deposit and will not be eligible for the meet bonus. Hosts who fail to comply with the Niagara sanction/recognition conditions may be denied future sanction or recognition requests.