Swim Meet 101
Swim Meet 101: Frequently Asked Questions
When are the meets?
A full meet schedule can be found in the Meets & Events tab under the Signup Calendar sub-tab.
For quick reference, the 2026 meet schedule is listed below. Always refer to the Signup Calendar for the most up-to-date information.
2026 Meet Schedule (Quick View)
May 26: PDC at DHGC
June 1: DHGC at CCC
June 8: Bye Week
June 15: DHGC at Ansley
June 22: CTCC at DHGC
June 28: Championship Meet at Georgia Tech
In what age group does my child swim?
Swimmers are grouped by age. Their group is based on their age as of June 1 of the current season. Whatever age your child is on June 1 is the age group they will swim in for the entire season.
Example: If your child turns 11 on June 2, they will still compete in the 10 & Under (10U) age group for that season.
What do I do if we cannot attend a meet?
Whether or not your swimmer can attend a meet, you must declare their availability in Swimtopia for each meet.
Navigate to the Meets & Events tab, select the Signup Calendar sub-tab, scroll to the meet, and declare your swimmer as “cannot attend.” You must also do this for meets your swimmer can attend. This is also where families will sign up for volunteer jobs.
What do I do if there is a last-minute cancellation?
If your swimmer becomes sick, injured, or something unexpected prevents them from attending a meet on short notice, please email the committee at [email protected] as soon as possible so the committee can notify Coach Beth.
If your family is scheduled for a volunteer shift and can no longer attend the meet, please include that information in your message so we can help find coverage.
What is a heat sheet?
A heat sheet is a document that lists the order of events at a meet and shows each swimmer’s event(s), heat number, and lane assignment.
Parents and swimmers use the heat sheet to know when and where a swimmer is competing. Heat and lane assignments are typically based on seed times, with faster swimmers placed in earlier heats and center lanes. Events are listed in order and generally alternate between girls’ and boys’ events within each age group.
Heat sheets are usually available shortly before the meet and will be shared once finalized.
Heat Sheet
When is the heat sheet issued?
A draft heat sheet is typically emailed by the club on the morning of the meet.
Once you receive the draft heat sheet, please confirm that your swimmer’s name appears somewhere on the list. If your swimmer is not listed, email [email protected] as soon as possible so we can ensure they are added to the meet.
Please note that changes are common. Your swimmer’s events, heats, or lanes may change between the draft heat sheet and the final heat sheet as the meet is finalized. The SwimTopia mobile app will always display the most up-to-date event, heat, and lane information.
What does it mean to mark my swimmer?
At swim meets, swimmers are marked to indicate which events they are swimming and when. A bullpen parent will use a Sharpie marker to write your swimmer’s events directly on their arm or leg to help them stay organized on deck.
Before marking your swimmer, apply sunscreen and allow it to dry for at least 10 minutes. Sunscreen can cause Sharpie to smear, so dry time is important.
How to mark a swimmer
Use a Sharpie marker.
Write your swimmer’s name on their back near the right shoulder.
Refer to the SwimTopia mobile app or the heat sheet to identify your swimmer’s events.
On the swimmer’s forearm or thigh, write EHL, which stands for event/heat/lane, in a simple grid. (If you are unsure what an EHL grid looks like, a quick Google image search can be helpful or see picture below.)
Write the stroke or event name next to the lane number.
For relay events, include the relay position 1, 2, 3, or 4 and the stroke abbreviation FR for freestyle, BK for backstroke, BR for breaststroke, or FLY for butterfly.
Write all markings so they are right side up for the swimmer to read
How do we check in for a meet?
When you arrive at the meet, your swimmer should go directly to their assigned bullpen. A Bullpen Parent will check them in and ensure they are marked correctly. Signs will be posted to help families locate each bullpen.
What is a bullpen?
Bullpens are designated areas where swimmers wait with others from the same age group and gender, such as 6U girls or 10U boys. Bullpen Parents supervise the bullpens and line swimmers up for their events. Swimmers must stay in their bullpen between races and listen closely to the Bullpen Parent. Events move quickly, and Bullpen Parents cannot leave the bullpen to search for swimmers. If your swimmer needs to leave the bullpen for any reason, including a bathroom break, please notify the Bullpen Parent when they leave and when they expect to return. After each race, swimmers should return to their bullpen to prepare for their next event.
What should my swimmer wear to a meet?
Swimmers should wear their team swimsuit, the current-season team swim cap, a team t-shirt, and water-friendly shoes.
What should I pack in my swimmer’s bag? Please label everything.
Pack goggles, a team swim cap for the current season, two towels (towels are not provided at meets or practices), and a water bottle. You may also pack quiet activities such as cards, books, or small games. Electronic devices are not permitted. Dinner buffets and bar service are available at both home and away meets and may be charged to your club account. Snack bars may also be available. We also recommend packing healthy snacks for your swimmer. Nuts are not allowed due to severe allergies on the team.
Do we need to stay for the entire meet?
Once your swimmer has completed all of their events, families are welcome to leave as long as they are not scheduled to work a volunteer shift later in the meet. We would love for families to stay and cheer on the team if possible. Before leaving, please be sure your swimmer gathers their belongings and throws away any trash.
What happens if it rains during a practice or meet?
Competitive swimmers do swim in the rain. Practices or meets may be delayed or paused due to weather conditions. All CCSL clubs closely monitor thunder and lightning. If lightning or thunder is detected, an official will suspend the practice or meet until it is safe to resume. Swimmers will be directed to a designated safe location and should stay with their bullpen if instructed. Weather delays vary and may last anywhere from a short pause to several hours. In rare cases, a meet may be suspended and completed on a later date agreed upon by both clubs.
What are meet awards and Awards Night?
Meet awards are typically distributed the day after the meet, usually on Tuesday, between the first and second evening practices around 6 pm. Practice times are adjusted to allow for this. Coaches will recap the meet, recognize swimmer accomplishments, and celebrate the team. Swimmers will receive their ribbons or awards, and families are encouraged to attend.
How do I show Dolphin spirit?
Parents often wear green or white with green accessories to show team spirit. Swimmers are encouraged to wear team t shirts, write encouraging notes for teammates, and cheer positively for one another.
