Meet Guidelines
We are together as a team at meets. Let’s cheer and support one another as well as swimming individual events. Older swimmers are expected to help the younger ones prepare for their events, and younger swimmers should watch and cheer on the older swimmers in their races. (Parents too, of course) Enthusiasm is contagious!
Warm-Up
Warm-up is not optional; it is a mandatory team activity. It is important not only for you to loosen up before the race, but it is equally important for us so we can watch your strokes and turns.
Events
There are three primary issues in scheduling meets. First, we want to put swimmers in their good events. Second, we want to give swimmers the opportunity to swim off strokes. And third, we need to schedule large numbers of swimmers in an age group. Please understand the difficulty in trying to please every swimmer every time. You need to communicate with us your desires to swim or not swim certain events. Don’t wait until the end of the season to tell us you’re upset because you never swam a particular stroke. In most cases, if you want to swim something, we can accommodate you.
Talk to Your Coach
We feel communication is a very important part of our coaching process. Therefore, it is critical to talk to your coach before and after every race. Before the race we want to remind you of things we have been working on and things to think about. After the race you need feedback, both good and bad, concerning how you swam. Most importantly, if swimmers do things correctly, they need to know.
Relays
Relays are determined primarily by the fastest times, and secondarily on the swimmer’s consistency, workout attendance and attitude. However, it is always by the coaches’ discretion.
Parents please understand that swimmers are not pulled, pushed, yanked or dropped from relays. All swimmers earn their relay spots. Therefore, everyone in the age group has the same opportunity to swim on a relay. If we take a swimmer off a relay, we try our best to communicate with them so they understand the situation. When a swimmer loses a spot on a relay, it can be a positive experience because we tell the child to work hard and try to earn it back, which he or she often does. Taking a child off a relay is difficult for the coaches, but the situation is exacerbated when parents get overly emotional about it and the child picks up on this. The movement of swimmers on and off relays does not have to be a traumatic experience. Let’s not lose perspective that the most important thing is for the kids to swim well and enjoy the process. If they achieve this, these rewards far exceed the mere participation in a relay. The majority of swimmers never swim on relays; this in no way should detract from their summer swimming experience.
Finally, relays are determined by the coaches fairly. Just because you may not agree doesn’t mean the decision is unfair. It just means you don’t agree. Your disagreement is your right, but it is usually based on your personal perception of the situation. And our decision is based over 20 years of experience and dealing with every imaginable scenario. We will do what we feel is fair and right based on the circumstances of all involved, and all these circumstances are only known by the coaches who are on the deck every day.
General Meet Information
Your swimmer will automatically be entered in all dual swim meets according to the coaches’ assessment of his/her skill, ability and team need. Meet entry lists will be posted by the coaching staff two days prior to all dual meets and two weeks prior to all invitational meets. If there is a problem with attending the scheduled meet, contact the head coach, Matt Ehrenberger, immediately.
Dual Meets
These are Wednesday evening and Saturday morning meets against one other OMPA team. Swimmers will be entered in dual meets according to their ability, type of meet and number of heats allowed.
“A+1” Meets
“A+1” meets are limited to two heats. Generally the top 6-10 swimmers in each age group swim in these meets. These meets are often scored.
“B” Meets
These meets allow for maximum heats in each age group. These meets will not include the top 3-6 swimmers in each age group. They will give the “B” swimmers an opportunity to have their own meets. “B” meets are not scored.
“A/B” Meets
These meets will include a combination of “A” and “B” swimmers. Entering swimmers in these meets will depend on many factors, such as the quality of the team we swim, or limitations on the length of the meet, what the other team’s coach wants to do, and a consideration for which swimmers need to be in the meet. Some meets may emphasize “A” swimmers only; some may be low “A”/high "B;” some may be primarily “B.” We will let you know as soon as we know. “A/B” meets are scored using only the times of the swimmers in the first heat.
OMPA/Sleepy Hollow Dual Meet Ribbon Policy
The OMPA Policy for all dual meets:
1st thru 6th place ribbons for ALL heats for age groups 10 & under
1st thru 6th place ribbons for the FIRST heat age groups 11-12/13-14
15-18 Ribbons are optional (Each swim clubs choice)
In addition, the Sleepy Hollow dual meet policy for home meets:
1st thru 6th places for all heats for all age groups
1st and 2nd place ribbons for relays
Time Trials
This is a “practice meet” run as a regular meet with timers, recorders and a starter. Time trial is a “dress rehearsal” for the dual meets to come. Time Trials gives each swimmer a chance to release some pre-season nervousness about competing for the first time or for trying new distances and/or strokes. Secondly, it sets the base time in each stroke for swimmers to track future improvement. Finally, it helps the swim team parents rehearse job assignments.
2006 Invitational Meet Information
Invitational
There are several invitational meets throughout the summer that provide great swimming opportunities. Entries for these meets are due in advance and swimmers are not allowed to enter the day of the meet. Make sure you sign up if you intend to swim.
Invitational Meet Entry Fees
Our team pays entry fees for every swimmer at Invitational Meets unless swimmers are signed out of the meet in advance. Any swimmer who is not able to attend the invitational must sign out in the Vacation Book at least three weeks before the meet. Those swimmers who are not signed out and fail to show up for an Invitational Meet will be charged for the entry fees the team has incurred.
Aquapentathlon – Sunday, July 3rd, heather farms, walnut creek
This is a prestigious meet where only the top eight teams from the previous years’ County Championships are invited. The top two overall boys and girls in each age group (excluding 6&u) swim all four competitive strokes and the Individual Medley. The overall team standings are determined by adding up the total times for every swimmer on each team. This is a one day meet that runs from 7:45 – 12:00.
OPP Relays – Sunday, JULY 9th, Orinda Park Pool
This invitational is limited to the top six finishing teams from the previous OMPA Championships. This is a relay only (usually the top 5-8 swimmers in each age group attend). The meet is begins at 8:00 and runs to about 12:30. This meet offers a Coaches & Parents Relay.
MVP “Bottoms Up” Meet – Saturday, July 8TH, miramonte high school
This is an invitational meet for swimmers at the bottom of each age group (5, 7, 9, 11, 13 and 15 year old only). It provides a great opportunity for each swimmer in the bottom half of their age group to post some great swims. This is a full day with warm-ups beginning at 8:00 a.m. and the meet ending about 4:00 p.m. There is a Parents Relay at this meet.
Meadow “Mini” Meet – Sunday, July 16TH, Meadow Pool
This is an invitational meet for 8 & under swimmers only, determined by actual age of the swimmer on the day of the meet. The meet is divided into two sessions: 5 & under and 6 year olds in the morning followed by 7 and 8 year olds in the afternoon. This is a great meet for all young Legends to attend.
Sleepy Hollow “B” Invitational – Sunday, July 23rd, sleepy Hollow Pool
This invitational meet is our swim team’s main fund-raiser. Over 800 swimmers from ten different pools attended this meet last year. To compete in the “B” Invitational, the swimmer must have “B” qualifying “cut-off” times in each stroke. The meet is divided into two parts: Ages 8 & Under compete in the morning and swimmers ages 9 & Up compete in the afternoon. 8 & under swim 8-12:30, 9 & ups swim 12:30-5:00. Because the “B” Invitational requires extensive staffing, ALL SWIM FAMILIES ARE REQUIRED TO WORK THE MEET. This year’s “B” Invitational Coordinator will be contacting each family with their work assignment. Besides giving our “B” swimmers an opportunity to have the spotlight, this is our team’s opportunity to show off our club and our teamwork.
The “B” Invitational is a major team fundraising event
OMPA Championship Meet (The All Orinda) – August 4th – 6th
This meet is the largest single sports event in the Orinda-Moraga area. It is held at the Soda Aquatic Center at Campolindo High School. All teams in the OMPA compete. This is a TEAM MEET for Sleepy Hollow and all swimmers are expected to participate. All families are expected to work at, or contribute in some way to, this meet. Please schedule your vacations to allow your swimmer to compete. The team trains for this meet all summer and it is the culmination of the OMPA season. We need all our swimmers (and parent volunteers) to do their best at this very competitive and spirited event. The OMPA Meet Coordinator will release more information to our swim team parents before this meet. The I.M events (timed finals) for all age groups will be held on Friday August 4th. Freestyle, Breaststroke (trials and finals) and Medley Relays (timed finals) will be held n Saturday August 5th. Backstroke, Butterfly (trials and finals) and Freestyle Relays (timed finals) will be held on August 6th.
This is the Ultimate Team Meet of the Year
County Championship Meet – August 19th – 20th, acalanes high school
This is the final meet of the season, hosted by LMYA. This is a championship meet for all swim clubs in Contra Costa County. Swimmers qualify by swimming a “Gold” time standard during the current summer. This will be a team meet for all Individual and Relay Qualifiers.
(See 2006 Time Standard Link)
Swim Meet Work Assignments
All swim team activities are run by YOU, the parents. Your cooperation and assistance is necessary and appreciated. To hold a swim meet takes the work of many people before, during, and after the meet. For Home Meets it takes 21 adult volunteers. For Away Meets it usually takes 17 volunteers (invitational meets may require more). There are usually two meets per week, and the responsibility for working these meets is shared equally by all the team families. Refusal to participate or fulfill your work obligation will result in a fine and/or your child’s dismissal from the team. No shows for meet jobs are charged $75 per meet and will be billed to your account. Late arrivals for meet jobs are charged $15 per meet. All workers must check in with the meet director in person 30 minutes prior to the start of the meet.
Swim Team Family Work Requirements
· Parents of swimmers must work the required amount of credit hours designated by The Swim Board.
· Each family must work at the Sleepy Hollow “B” Invitational on Sunday July 24th.
· Each family must work a shift at the OMPA Championships, August 5th-7th.
Substitutes
If you are scheduled to work a meet and are unable to fulfill your obligation, you are responsible for switching with another parent or hiring a substitute (you may refer to the meet assignment binder at the Coaches’ office to help you). There is a list of approved substitutes in front of this binder. Substitute should be at least 16 years old. Payment is arranged between the parent and the substitute. Substitutes may be hired for the following jobs only: timer, recorder, runner, and floater. In order for a meet to run smoothly, all the workers need to be capable to handle their responsibilities. For this reason, you must notify the meet director any time you arrange to switch or hire a substitute. (If your substitute does not show for the work assignment or you do not complete your full shift, you will be assessed a $75 fee.)
Please remember to leave small children at home or under the supervision of a sitter, since parents cannot both fulfill their meet requirements and watch small children.
Meet Job Responsibilities
Home Meet Away Meet*
21 17
1 Meet Director 1 Meet Director
2 Meet/Computer Set Up 1 Meet Set Up
1 Announcer 1 Stroke & Turn
1 Starter 9 Timers
1 Stroke & Turn Judge 3 Recorders
9 Timers/Recorders 1 Desk Worker
1 Computer Worker 1 Ribbon
1 Timing System 1 Floater
1 Desk Worker
1 Ribbon
1 Floater
1 Meet Take Down
*Responsibilities may change based on host team.
Swim Meet Workers Job Descriptions
Home Meets
Meet Director:
Prior to the Meet
· E-mail one week prior to meet and ask that they confirm with you via e-mail. Call 3 days before meet if they have not confirmed. Remind them of their arrival time and assignment. An attachment of the meet assignments should be included in your e-mail. Obtain additional volunteers, if needed.
· Collect watches from Coaches office and check them to ensure they are working properly and batteries are replaced as needed.
· At Home Meets check that you have all the necessary supplies. Clipboards, pens, D.Q. sheets for stroke and turn judges.
At The Meet
· Arrive 30 minutes prior to the meet.
· Put on the “Meet Director” smock for easy identification.
· Find the opposing team’s Meet Director and exchange information.
· Clip lane sheets to clipboard
· Hand out Supplies: Stopwatches (home & away meets); clipboards & pens (home meets only)
· Assign timers to lanes & other volunteers to their posts – making sure they understand their responsibilities.
· Keep a checklist of all volunteers and no-shows.
· During the meet, check on all volunteers to make sure they are fulfilling their responsibilities.
· At the end of the meet, collect all watches and make sure they are turned off. Return them to the watch box.
· Meet Director is responsible for final distribution of ribbons.
Responsible for setting up shade structures, chairs and tables at least one hour prior to the start of a
Home meets. They also will set up computer, printers, timing system and starting system.
Announcer
The announcer keeps people informed of the progress of the meet and makes announcements as necessary throughout the meet. The announcer works with the desk to announce scores at “A” meets. (No scores are kept in “B” meets.) As announcer you must pay close attention to the starter and the progress of the meet so as not to confuse the swimmers or the parents.
Starter
The Starter is responsible for setting up the starting system before each home meet and making sure it is working. At the end of the meet, take the starting system down and store it away properly. During the meet you are the one most responsible for the pace of the meet and its general conduct. The Starter clearly announces the event and heat.
Computer Worker
Computer worker is responsible for setting up meet computer and merging meet information with the timing system. During the meet, the computer worker is responsible for making changes to meet manager from the lane sheets or from the “swimmer change/scratch” slips. Also responsible for printing out meet results and ribbon labels.
Colorado Timing System Worker
Runs the Colorado Timing system for Home Meets. Resets system for each race, verifies swimmers are in correct lanes and prints race results. Training required.
Desk Worker
Desk worker takes lane sheet from runner. If there are no corrections, lane sheets are filed. Sheets with corrections are given to computer worker. Desk worker also files time sheet from Colorado timing system after each race.
Timers/Recorders at Home Meets
· Arrive 30 minutes prior to the meet.
· Check in with the Sleepy Hollow Meet Director.
· One timer (timer A) will obtain stop watch from the Meet Director.
· One timer (timer B) will obtain clipboard with lane sheets.
· Take a seat at the assigned lane.
· At the end of each race all Timers A, B, and C push the “timing” button.
· Timer A also gives stopwatch time to Timer B to record on lane sheet (this is a back up time).
· Timer B records manual time on lane sheet and gives to Lane Runner.
· Timer A returns the stopwatch to Meet Director at end of meet.
The usual convention in assigning timers is that we furnish two timers to the other team’s designated lanes and one timer in our team’s designated lanes. This means at home meets we will have two timers from Sleepy Hollow in lanes 1, 3 and 5, and one timer assigned to lanes 2, 4 and 6. Timers work the whole meet unless arrangements are made in advance with the Meet Director.
Lane Runner (usual assigned to visiting team)
Collect lane sheets from each lane after the event is complete. Bring lane sheets to computer desk. Notify desk worker if there are any corrections on lane sheets.
Stroke & Turn Judges
The person must be qualified either through taking an instructional course from the OMPA or as an experienced past competitive swimmer or swim coach. The Stroke & Turn Judge is responsible for noting illegal strokes, starts and turns by swimmers during the meets and notifying the coach, the swimmer, and the desk worker of the disqualification.
Ribbon Worker
Place labels on ribbons and file Sleepy Hollow ribbons in the family folders. Visiting Team will also provide worker to assist.
Floater
Fill in for those parents who are assigned to work but are late or missing. Give breaks to timers/recorders as needed. Carry refreshments to meet workers. Bring ribbon labels from computer desk to ribbon desk and post meet results on board. Floaters must stay for the whole meet in case of early departure or illness of other workers.
Meet/Computer Take Down
At the completion of the meet, disassembles and puts the computer system, timing system, tables, chairs and shade structures. (Done with the assistance of the coaching staff)
Away Meets
The job titles and responsibilities may vary at our “away meets.” The host team’s meet director has the authority to revise your job assignment.
Meet Director
See Home Meets for Description
Stroke and Turn Judge
See Home Meet for Description
Timers
Host team will assign lanes. Obtain stop watch if needed from Sleepy Hollow Meet Director. Responsible for operating stop watch or timing button from Colorado timing system.
Recorders
Responsible for recording swimmers times lane sheets or recorder slips. Must verify or obtain swimmer’s name for recorder slips.
Ribbon Worker
Place labels on ribbons and file Sleepy Hollow ribbons in the family folders that are brought to meet by the meet director.
Desk Workers
If team does not have a timing system, desk worker is responsible for organizing recorder slips and sorting by event. They circle the middle of the 3 times listed on the slip. The recorder slips are then given to the host team’s computer person.
Floater
See Home Meet for Description