Frequently Asked Questions
- What equipment do I need?
- Your team swimsuit, team cap, team shirt, goggles, towel, and water bottle. You are encouraged to bring two pairs of goggles. Sometimes they break and it’s good to have an extra pair on hand.
- What does it mean to declare for a swim meet?
- You are providing notice of your swimmer’s intention to attend and participate in the meet.
- How do I declare my swimmer?
- You can declare on the website. Click the Meet Entry button next to any upcoming meet on the meet schedule. Log in if you haven’t already. Click the Edit button below your swimmer’s name. Mark each of your swimmers as attending or not attending the meet. Click the Save button.
- You can sign up through the Swimtopia mobile app. Tap on any upcoming meet on the team home screen. Tap the Meet Signup button below your swimmer’s name. Click the Edit button below your swimmer’s name. Mark each of your swimmers as attending or not attending the meet. Click the Save button.
- For each attending swimmer, you may also choose from the relay options. This is the first and best way to indicate to the coaching staff if your swimmer might be late due to a known conflict or needs to leave early. You can also include notes for the coaching staff if you wish to provide additional details.
- Swimtopia also has a guide on signing up your swimmer.
- I missed the declaration deadline for the next swim meet. Can my swimmer still swim?
- The deadline to declare for a swim meet is 10 AM on the Saturday before the meet. This is a strict deadline because the coaches need time to produce a lineup by a Sunday evening deadline imposed by TSA, at which point both teams’ lineups are merged. Once merged, swimmers cannot even be added to the meet as exhibition swimmers.
- Our recommendation is to declare early for all meets. Swimmers can be scratched after the deadline but they can’t be added.
- What do I do if my swimmer is sick or injured and won’t be able to swim?
- We hope your swimmer recovers soon. Please send a text message to the head coach as soon as possible to let the team know that your swimmer needs to be scratched.
- What do I do if my swimmer is going to arrive late?
- Conflicts or traffic happen and it’s okay. Please send a text message to the head coach as soon as possible to let the team know that your swimmer is running late so the coaches have time to make the necessary changes to relays or other events. If you don’t alert the team then your swimmer might be scratched from the entire meet.
- Do I need to volunteer at every meet?
- No, we expect every family to volunteer at a minimum of three (3) meets. But we can’t hold a meet unless all volunteer positions are filled. There may be times when we have no option other than to ask you to volunteer more, but we always hope it won’t come up. If you do volunteer additional times, please know that you will receive extra entries into the Volunteer Raffle at the end of the season.
- You can learn more about expectations and job requirements on our Volunteers page. Contact Melissa Flanagan if you have any additional questions.
- How do I sign up to volunteer?
- You can sign up on the website. Click the Job Signup button next to any upcoming meet on the meet schedule. Log in if you haven’t already. Click the Sign up for Jobs button. Select a job from the list of available opportunities and click the Save Assignments button.
- You can sign up through the Swimtopia mobile app. Tap on any upcoming meet on the team home screen. Tap the Job Signup button under Work Shifts. Click the Sign up for Jobs button. Select a job from the list of available opportunities and click the Save Assignments button.
- Swimtopia also has a guide on signing up to volunteer.
- Something came up and I won’t be able to volunteer or I will be late. What do I do?
- Contact Melissa Flanagan as soon as possible to let the team know. We might be able to find someone to fill in for you until you can arrive or for the full meet. The sooner we can begin to find your replacement the better.
- When will the Heat Sheet be available?
- Heat Sheets will be shared sometime in the morning on the day of the meet through the Swimtopia mobile app and by email. Please be aware that the Heat Sheet is unofficial. There are always last-minute changes due to injury, illness, or some other unplanned cancelation. The meet officials will do their best to make sure that everyone is aware of any changes. At a minimum, they will make sure that all official heat sheets are updated; and all changes will be reflected in the mobile app.
- Why is my 6-year-old (or 10-year-old) swimming in a 15-18 relay (or another swim-up event)?
- We don’t have a lot of teenagers on the team and this means that we aren’t always able to field complete relay teams. But we still want everyone to get a chance to swim as much as they are allowed, even if they are unlikely to earn any points. The coaches attempt to field as many competitive relay teams as possible. In age groups with odd numbers, there are sometimes swimmers who are left out. The coaches will often add those swimmers to relay teams in an older age group – this is known as “swimming up” – that needs one or more swimmers to create a complete relay team. This gives all swimmers additional opportunities to participate in races. The coaches will only ask swimmers to “swim up” if they feel strongly that the swimmer can handle it. And a lot of times the swimmers really enjoy it, especially the younger kids. You can, of course, request that your swimmer not be selected to “swim up” when you declare them for the meet.
- When can my family leave?
- 6&U swimmers are typically done swimming after their breaststroke races have been completed because those swimmers do not participate in butterfly or relays. However, some 6&U swimmers may be used in relays if there is a need for swimmers and the coaching staff feels that a swimmer can handle the additional distance.
- We ask that everyone check with the coaches before leaving the meet to be sure that their swimmer is done. There are often changes occurring throughout the meet, especially to the final relays, and we don’t anyone to miss out on an opportunity to swim and score more points for the team.
- Can I see my swimmer’s times during the meet?
- Unofficial times will be available during the meet if you purchase the SwimTopia Mobile App Pro Subscription. Times and results are not official until after the meet has concluded. There may be disqualifications or timer errors that must be addressed before the results are conclusive and the times appear in the mobile app before all stages of recording results are complete. Official results will be shared the next day.
- Please also understand that everyone is a volunteer. You may not agree with a judge's decision but the decision is final. A timer may click their button too early or too late, or the timing device may fail. We have redundancies built into our process to account for those incidents, but mistakes happen and we hope you will forgive those who are trying their best.
- Is food sold at the swim meets?
- We will offer pizza, Chick-fil-A sandwiches, snacks, drinks, and bottled water at home meets. Bring cash and come hungry. The money we raise during concessions sales goes towards our end-of-season celebration.
- The host team for away meets should also provide concessions. You will be made aware of their offerings in the pre-meet agenda.
- Are there going to be fun relays?
- There will always be fun relays against the opposing team at home meets. These may be coach relays, parent relays, relays with props, or any combination of the aforementioned. These relays are always held after all breaststroke events to ensure that the meet can be considered complete before we let loose. All 6&U families are encouraged to stay a little later to watch. And, all spectators are encouraged to join in, so let us know if you would like to compete.
- The home team decides what relays to swim. Not all pools choose to hold fun relays. When we travel to a pool that does, you will be sure to know about it.
- When will my swimmer get ribbons?
- The ribbons are prepared throughout the meet as the results are finalized and will be distributed at the next practice following the meet. Don’t worry if you can’t make the next practice. You can pick up your ribbons at any practice.
- Should I write my swimmer’s event chart on their arm?
- There will be people helping to do this when your swimmer checks in. But you absolutely can do it at home if you would like. Please be aware that there may be changes up until, and even after, the meet starts.
- How do I write my swimmer’s event chart on their arm?
- It is recommended that you apply sunscreen to your swimmer first and allow it to dry. It is next to impossible to write with marker or pen on wet or oily skin. And sunscreen applied after is likely to wash away the marker more quickly.
- It is recommended that you use a Sharpie or other waterproof marker or pen.
- It is recommended that you write the chart vertically instead of horizontally in order to fit the relays and individual events.
- You can write the chart on either the outer bicep or anywhere on the forearm (inside or outside). For the younger swimmers that can't decipher the code, it is more important that the Kid Pushers and Clerk or Course be able to see it easily. For the older swimmers, it is generally best to write it on their forearms so both they and the Clerk of Course can read it.
- You start with a row labeled E | H | L. The E is for Event #. The H is for Heat #. The L is for Lane #. You can also add an S for Stroke if that helps your swimmer.
- We recommend using the Swimmer Check-In sheet since it is the most efficient way of finding out what events your swimmer is in. The events are listed in the order they happen, so you read from top to bottom.
- If your swimmer is swimming in a medley relay, then this will be the first row. You will write the Event # in the column under E. You will write the Heat # in the column under H. You will write the Lane # in the column under L. You will also add a slash after the Lane #. Following the slash, you will write the relay leg. Backstroke is 1. Breaststroke is 2. Butterfly is 3. Freestyle is 4. So #4 1/4 100yd Medley Relay A (3-Fly) will turn into 4 | 1 | 4/3.
- You repeat this process for each event. For example, #31 2/4 50yd Back will turn into 31 | 2 | 4.
- The freestyle relays are done the same as the medley relays and are last in the chart. For example, #59 1/4 100yd Free Relay A (2) will turn into 59 | 1 | 4/2.
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