1.Set up Meet File (suggest beginning of season ) HOST SWIM TEAM MEET OPS (Meet Manager) Use league template, rename file, change dates & location Publish meet on Meet Mobile (*optional – can be done at meet time) Export Events File & to Entry Manager at host club & visiting club (clubs with Team Manager or Team Unify) 2.Enable/Load Event File for Meet Declaration & Entries (suggest beginning of season) BOTH PARTICIPATING TEAMS COACHES/ENTRY CHAIR (Team Software: Swimtopia, Team Manager, Team Unify) Upload Event File into team management software (teams with Team Manager or Team Unify) Use League Meet template (teams with Swimtopia) Collect availability from parents/swimmers 3.Build Meet Entries (suggest Sunday night before meet) BOTH TEAMS’ COACHES/ENTRIES CHAIR (Team Software) Determine extra heats declared per club Enter swimmers in events, build relay teams Enter “A” Divers in Dive events Communicate entries to parents/swimmers (suggest Sunday night) 4.Revise Own Team’s Entries (suggest Monday night before meet) BOTH TEAMS’ COACHES/ENTRIES CHAIR (Team Software) Review entries to be submitted Make changes for scratches/adds/corrections after team feedback Export Entry File and to Host Team’s Meet Manager 5.Build Initial Heat Sheet (suggest Tuesday by noon) HOST SWIM TEAM MEET OPS (Meet manager) Import entry files from both teams into meet manager Seed the Meet Analyze meet, follow-up w/ coaches, & correct errors Publish heat sheets to Meet Mobile (*Optional) Send entry report & initial heat sheet to Coaches/Entry chairs for review (both teams) 6. Perform Scratches & Adds (As available and immed. before meet) HOST SWIM TEAM MEET OPS (Meet Manager) Solicit and make corrections for errors (exhibition swimmers unmarked, entry limits exceeded, relay teams with unnamed swimmers, etc.) Request additional entries for lanes that are unfilled & perform adds Enter “A” Dive Meet scores Managing Meets – Pre-Meet Preparation (See Meet Manager Steps – May 2016 update.doc for detailed instructions.) 1

7.Prepare to Begin Meet (during warm-ups) HOST TEAM MEET OPS (Meet Manager) Print Timer Sheets for clipboards – direct volunteers to cut and/or sort sheets & place on clipboards Print Heat Sheet distribution labels sheet and 30+ Heat Sheets (3 column format). Place labels on heat sheets Print Meet Timeline Report – give to referee, starter, & host swim chair to help monitor meet timing Runners/Chairs: Distribute timer clipboards & heat sheets 8.Run the meet (as results are delivered from runners) HOST & VISITING TEAM VOLUNTEERS (Scoring – 1 reader, 1 computer ops, 2 time/DQ recorders) Circle middle time, Mark DQs on timer sheets Enter times/DQs from timer sheets Print results of events (typically 2 copies : results board & ribbons volunteers) Double-check results, make corrections & reprint results if needed Meet Mobile should automatically post if connected to Wi-Fi (*Optional) 9.Run Award Labels (as label sheets become filled) HOST & VISITING TEAM VOLUNTEERS (Meet Manager) 30 labels on a sheet. Typical Individual Event = 12 labels (5 Events = approx 60 labels = 2 full sheets). Typical Relay event = 24 labels Keep track of events for which labels have been run. Give labels and 2 nd copy of results to ribbons volunteers for processing 10.Wrap up Meet (after results & awards complete) HOST TEAM MEET OPS (Meet Manager) Export meet results for each participating team (separately) Create Meet Results PDF Report and Meet Scoring PDF Report meet results file & PDF Reports to both participating team’s Coaches/Entries Chair Meet Results PDF & Meet Scoring Report to 11.Import & Report Meet Results (ASAP) PARTICIPATING TEAMS’ COACHES/ENTRIES CHAIR (Team Software) Send Meet Results report to parents, or make available online Import Meet Results file into team software (Swimtopia, Team Manager, Team Unify) Run Team Results & Share Recognition with team & coaches (e.g., Top times by event, top times by athlete, new personal bests, dropped time, record breakers) 2 Managing Meets – Meet Day: Poolside Tasks (See Meet Manager Steps – May 2016 update.doc for detailed instructions.)