In this article, we hope to demystify the people and positions that make swim meets run. Competitive swimming meets rely on a coordinated system of administrative leadership, administrative officials, and on-deck officials to ensure competitions are conducted safely, fairly, and in accordance with governing body rules. While many roles are most visible during races, a significant portion of the work that enables a successful meet occurs before the meet begins, throughout competition, and after the final session concludes (USA Swimming, 2024).
Administrative and Pre-Meet Leadership Roles
Meet Director
The Meet Director serves as the primary coordinator for the event. Responsibilities include securing the facility, managing timelines, coordinating staffing and volunteers, confirming required certifications, and overseeing overall logistics such as equipment, warm-up schedules, and session flow (USA Swimming, 2024). Much of the Meet Director’s work occurs before the meet, with additional responsibilities after the meet related to reporting, financial reconciliation, and event review.
Meet Referee
The Meet Referee is the chief technical authority for the competition. Prior to the meet, the Meet Referee reviews the meet announcement, confirms event formats, assigns officials, and resolves rule interpretations (World Aquatics, 2023; USA Swimming, 2024). During the meet, the Meet Referee has final authority over officiating decisions and protests. After the meet, responsibilities may include documentation, protest resolution, and formal reporting.
Operations or Risk Director
The Operations or Risk Director is responsible for safety planning and risk management. Duties include preparing emergency action plans, coordinating medical coverage, ensuring compliance with facility and athlete safety requirements, and addressing operational risks identified by governing bodies (USA Swimming, 2024). This role involves extensive pre-meet preparation and may continue after the meet through incident documentation and follow-up.
Meet Entries Director
The Meet Entries Director manages athlete entry data and eligibility. Responsibilities include processing entry files, verifying qualification standards, resolving conflicts, and preparing meet databases for competition (USA Swimming, 2024). This role involves significant work before the meet and continues after the meet with results verification, corrections, and submission to governing body databases.
Administrative Officials (AO) and the Timing Table
Administrative Officials (AO) play a critical role in the execution of competitive swimming meets by operating and overseeing the timing system, meet computer, and results workflow. These officials are typically stationed at the administrative table, often referred to as the timing table.
Administrative Officials are responsible for managing the electronic timing system, integrating data from touchpads, backup buttons, and manual times, and ensuring that race results are accurately captured and recorded (USA Swimming, 2024). They operate meet management software, confirm event sequencing, handle scratches and no-shows, and support the Meet Referee by identifying timing discrepancies or data inconsistencies.
During competition, Administrative Officials work closely with timers, referees, and starters to resolve timing issues, confirm placements, and ensure compliance with timing and scoring rules (World Aquatics, 2023). After the meet, AOs may assist with final results verification, record processing, and preparation of official results files for submission.
Although Administrative Officials are not always visible to spectators, their role is essential to maintaining accurate, reliable, and verifiable competition results.
On-Deck Officiating Roles
Referees
On-deck referees supervise race conduct, enforce rules, and ensure fair competition. They have authority over starts, finishes, and rule enforcement within their assigned sessions (World Aquatics, 2023).
Starters
Starters are responsible for ensuring fair and simultaneous starts. They confirm swimmer readiness and initiate races according to established starting procedures (USA Swimming, 2024).
Stroke and Turn Judges
Stroke and Turn Judges observe swimmers for compliance with stroke, turn, and finish rules. Each judge is assigned specific jurisdictions and focuses on defined technical elements rather than race outcomes (World Aquatics, 2023).
Timers
Timers operate manual timing devices as part of the required backup timing system. Their recorded times support verification of electronic results when necessary (USA Swimming, 2024).
Post-Meet Responsibilities and Results Verification
Following competition, officials and administrative leaders contribute to results validation, protest resolution, record processing, and submission of official results. Accurate post-meet reporting is essential for qualification recognition, rankings, and historical records (USA Swimming, 2024; World Aquatics, 2023).
A System Built on Preparation, Accuracy, and Accountability
Competitive swimming meets function effectively because responsibilities are distributed across administrative leadership, administrative officials, and on-deck officials, each operating within clearly defined roles. While officials on deck are most visible during races, much of the work that ensures safety, fairness, and accuracy occurs before, during, and after the meet, supporting the integrity of the sport at every level (USA Swimming, 2024).
If you are a member of a USA swim club and are considering becoming an official and want to learn more, you can go to https://www.usaswimming.org/officials/how-to-become-an-official to find out more.