How to host a swimming event

Competitive swimming events are a great way to challenge the swimmers in your club to reach for their best. Events are hosted by clubs and organized by each club’s designated Meet Manager. Events must be sanctioned by Swimming Canada, who provide the means to apply for sanctioning via their Registration, Tracking and Results System (RTR), which is the first step in hosting your own event. You can also view currently sanctioned events here.

There are handy user guides for both Meet Managers and Coaches that outline the steps you’ll need to take to sanction, list, host, and upload event results. All results appear on the Swimming Canada meet results website. Please note that Meet Managers will need to contact their Club registrar to request the login and password for their team to gain access to list meets and apply for meet sanctions.

Meet Managers should also be aware of the following information that may be necessary in hosting competitions within BC:

Meet Information Packages

To assist Meet Managers, Swim BC has created a Meet Information Template that contains all of the fields necessary to apply for meet sanctioning. If you choose to produce your own meet information package, please follow the guidelines below.

Meet information package guidelines

In addition to standard date/time/location/etc. information, your meet information package must also adhere to the following requirements:

  1. FORMAT: Meet info must be submitted as a Microsoft Word document or some other format that is editable. Even if there are no modifications or corrections necessary, the sanction number must be added, and while there are indeed ways to do this on a PDF, it’s much more streamlined to do it on a Word, Pages, RTF, etc. document. If a PDF is submitted, it will not be reviewed nor sanctioned until an editable format is supplied.
  2. SANCTIONING AUTHORITY: All meet information must include Sanctioned by Swim BC – #________ on the first page near the name and date of the meet. If your meet was “LISTED” or even simply applied for “listing” on the Swimming Canada meet site prior to you submitting the sanction, you will see your “sanction number” on the left-hand side of the web page where you view meets on the Swimming Canada meet site.
  3. ENTRIES: Be sure that all references similar to “email HyTek entry files to meet manager” are removed.
  4. ENTRIES WEBSITE: Instead, you should have some language to the effect that “Meet entries will only be accepted via upload to the Swimming Canada meet website. The website for that meet has changed three times since Swimming Canada first introduced it last year. So, if you have swimmeet.ca or something like that, it won’t work. Please remove.
  5. DECK ENTRIES: If your meet intends to allow deck entries, the meet information must indicate that all deck entries for swimmers not already in the meet must be accompanied by the swimmer’s correct Swimming Canada nine-digit ID number, as well as the swimmer’s correct birthdate.If meet management accepts a deck entry without this information, the meet results will not be able to be uploaded, and thus, no one will be able to see the results until the meet management corrects this in their HyTek Meet Manager database, creates another meet results file, and then goes back to attempt the upload again (in short, be sure to get the correct info).

    COACHES should carry a printout of your swimmers and their DOB / ID# from Team Manager (REPORTS – ATHLETE ROSTER), or simply put it as a Word file onto a little memory stick and carry that with you so if needed, you have it readily accessible).

  6. SWIMSUIT RULE: With every FINA-affiliated organization now obligated to adhere to FINA’s new swimsuit rule (as of January 1, 2010), this would be covered by a blanket statement that already appears in most meet packages, along the lines of “All applicable FINA/Swimming Canada/Swim BC rules will be observed.”
  7. STARTING POSITION/POOL DEPTH: All Meet packages MUST describe their starting position (i.e. how deep the water is and which of the rules they will be following: from the blocks, the pool deck, or in-water starting).
  8. Include complete timelines for each session. This includes, for each session of the meet, heats, finals, and/or timed finals:
    ● Warm-up start times
    ● Warm-up finish times
    ● Session start times
    ● Projected session completion times for each session
    ● Maximum number of swimmers that will be accepted at the meet
    ● A page spelling out the Swimming Canada Warm-up procedures
    ● Statement regarding Pool Depth MUST be included in all meet packages
  9. SWIM BC PROVINCIAL TEAM SPLASH FEE: The Provincial Team splash fee should be called exactly that – wording that deviates significantly from that will only slow down the sanctioning process. The fee is $4.00 per swimmer. This must be included in the list of meet fees.
  10. SANCTION FEES: $50 for most meets; $40 for time trials; $150 for a “season-pass”of time trials (run as many as you like). Note that time trials are defined as being competitions with any number of swimmers from ONE CLUB; or 50 or fewer swimmers from more than one club. If 50 or more swimmers from more than one club participate, then the competition will be considered a meet, and thus subject to the corresponding fees.
  11. POST-MEET FEES: Clubs will be invoiced for the Provincial Team Splash Fees ($4/swimmer in the meet) after the meet results have been posted to the Swimming Canada meet site. These splash fees must be paid within 14 days of receipt of invoice.
  12. MEET RESULTS: Meet Managers should post the results within 24 hours of the conclusion of the meet or time trial. If there are any errors (swimmer name, DOB, or club mismatches), it is the Meet Manager’s responsibility to get the correct information.
  13. PAST-DUE ACCOUNTS: Clubs that have accounts more than 31 days in arrears will not be granted sanction for upcoming meets until such time that their accounts in arrears (for meet fees, provincial team events, registration invoices, etc.) are paid and up-to-date.

Time Trial Sanctioning

Applications for time trials are completed in the same manner as swim meets via Swimming Canada’s RTR. Notification of a time trial must be received by the Swim BC office no less than 3 business days prior to the start of the time trial. Please note that awards are not to be presented at time trials. Before applying for time trial sanctioning, ensure that you are familiar with time trial rules as set out in the Swimming Canada Rulebook.

Information Package

A time trial information package, in an editable format (MS Word, Pages, RTF, etc.; not PDF) must be included, noting the following:

  1. Venue
  2. Swimmers competing
  3. Events being contested
  4. Sanction category:
    1. Class 1 Time Trial: For record attempts.
    2. Must be advertised/sanctioned at least 3 business days prior to event.
    3. Separate boys and girls events; no mixed gender racing.
    4. Package must include wording indicating that three separate timing devices will be used (touchpads and two backups; three timers, etc.), just so we are aware that meet management is aware of the requirements for a record to be recognized.
    • Class 2 Time Trial (single): No records (Provincial or National) can/will be recognized from a Class 2 time trial.
    • Class 2 TT (Season) First: If this is a club’s first TT of the season and they have chosen to take advantage of Swim BC’s “season-long” time trial sanction fee – $150.
    • Class 2 TT (Season) Subsequent: After they’ve paid the $150 season-long sanction fee, they are eligible to use this for any other time trials they hold during the season.
    • General statement of swimmers who will swim and events that will be contested. Names of swimmers are not mandatory, but something like “Competitive-registered swimmers of Club X” will suffice.
    Fees

    A time trial that will involve more than one club and have more than 50 swimmers shall be viewed as a swim meet, and thus, subject to the Swim BC Provincial Team Splash Fee of $4 per swimmer.

    A time trial that involves only one club can have as many swimmers as the club wishes, and it is still considered a time trial; i.e., no splash fees will be levied.

    Current sanction fees are as follows:

    1. $40 for one time trial.
    2. $150 – season-long time trial sanction fee, which allows as many time trials as a club wishes to hold over the course of a season, with the exception of record-attempt time trials.
    3. $40 – Record attempt time trial fee. This is required for any record-attempt time trial, even if the club already has a season-long time-trial sanction fee.

    Swim BC gratefully acknowledges the financial support of the Province of British Columbia.

    Address

    305-4420 Chatterton Way
    Victoria, BC V8X 5J2

    Contact

    778-430-9100
    Email

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