Set-Up

Parents will only be allowed on deck if they are volunteering. Please bring chairs, tents, etc., and set up in the designated parking lot area. See the attached map for setup locations.

Pool Deck/Observation

We will have a designated watch area located on the playground side and in front of the main clubhouse. Parents are encouraged to watch their child(ren)’s event and then return to the parking lot to allow other families an opportunity to spectate. Chairs are not permitted in this area, and a deck monitor will ensure that no one is camped out.

When your child is swimming, you may enter the watch-and-go area through the gate on the playground side, watch their event, and then exit through the other gate. This area is strictly for viewing your child's event—please watch, then clear out to allow space for other parents.

While we love seeing swimmers cheer on their teammates—especially during exciting heats—we must ensure that the viewing area remains open and unobstructed for all spectators.

A parking lot announcer and number flippers will display which events are being clerked and which are currently in the pool. Our announcer’s speakers can project well into the parking lot, ensuring parents can hear event updates clearly. Please remind parents that they are responsible for making sure their swimmers arrive at the Clerk of Course on time.

Dive Overs and Hot Heats

We will be doing dive- overs for starts as well as hot heats. (Random heats will be selected to be a “hot heat” - during these heats, we encourage people to make their own signs and cheer loudly for the kids in the heat. The swimmer who wins a “hot heat” will win a prize!)

Parking

Parking at the Aquatic Center is limited. Please consider carpooling or walking. You may use the loop in front of the playground to drop off any items before parking. See the attached map for reference. Please give yourself enough time for parking and walking to the pool.

Warm-Ups

Magnolia Green - 5:00–5:20 PM – 8U relays will line up immediately after warmups.

Visiting Team - 5:25-5:45PM.

Meet Starts - 6:00pm

Timer and Strokes and Turns Meeting

Timer and strokes and turns meeting will be held at 5:45pm. Volunteers should enter though the main gate and will be told where to go from there. **We also ask that both first half as well as second half timers as well as strokes and turns judges attend the meeting at 5:45pm if possible. All other volunteers should be on deck by 5:50pm. They should also enter through the main gate and will be directed where to go from there.**

Bathrooms

Bathrooms at the main entrance will be open for use.

Announcements

There will be an announcer on deck calling events. Parents and visitors set up in the parking lot can check the whiteboard or number flipper outside the gate for updates or listen to volunteers making announcements. The starter will not delay events for missing swimmers, so please stay aware of which events are being called and swam. Also note that the estimated event start times on the heat sheet are just an estimate - the meet can be running ahead or behind schedule. THERE ARE NO RE–SWIMS if your child misses their event.

Clerk-of-Course

Swimmers will gather and be organized for their events at the Clerk-of-Course, located on the parking lot side of the pool deck. Swimmers should enter through the side gate in that area.

• Parents and siblings are not permitted in the Clerk-of-Course area or behind the blocks.
• Coaches and Clerk-of-Course staff will not track down swimmers for their events. It is each parent's responsibility to ensure their child arrives at the correct time. THERE ARE NO RE-SWIMS.
• Designated viewing areas will be available.

Relays

• 8U relays take place at the beginning of the meet. 8U relays will line up after warmups and remain on the pool deck until relays have been swum.
  • 8U Relay Check‑In Reminder - Our 8U relays will line up immediately after warmups. Any swimmer assigned to an 8U relay must check in with a coach by warmups. If a swimmer has not checked in—and has not previously spoken with a coach about arriving late—there is a high likelihood they will be replaced on their relay. All 8U relay swimmers are expected to be on deck for warmups. If your swimmer does not check in and is not present for warmups, they will be replaced in the relays.
• 9/10, 11/12, 13/14, 15-18 relays are scheduled for the end of the meet.
• If selected for a relay, swimmers are expected to stay until their event. Missing a relay without prior notice may affect eligibility for future relays throughout the season. We understand that unexpected situations arise, and some families may need to leave early. If that happens, please notify the coaching staff promptly.

Swimmer Information

Please mark your child's name and event details on their back using a permanent marker. You can reference the heat sheet to find their event #, heat #, and lane #. Coaches and board members are not able to write this information on your swimmer. The grid helps volunteers organize swimmers efficiently. See the attached example of how to write a grid.

Volunteers

Please review your job sign-up to confirm your position and assigned time frame. Check in with Volunteer Coordinator, Cori Bennett, to receive credit for your volunteer hours. All volunteer-related questions should be directed to Cori at [email protected]. The tent behind the blocks is NOT for volunteer check-in.

Behavior

Parents are responsible for monitoring their children and ensuring they follow all rules and demonstrate good behavior, including in the playground and parking lot.

Weather Updates

Download the Swimtopia app to receive updates on any weather-related delays.