Putting on a club open meet can feel like juggling a dozen lane ropes at once — exciting, chaotic, and utterly rewarding when everything clicks. Over the years at Bishopsworth Swimming Club, I've run multiple open meets using free meet management tools and simple volunteer checklists that turn nervous volunteers into a calm, efficient team. In this piece I’ll walk you through the practical steps I’ve learned: choosing the right free software, setting up entries and heat sheets, organising volunteers, and creating checklists that reduce mistakes on the day. These are the things that actually make a meet run smoothly.
Why use free meet software?
Free meet software saves time, prevents human error, and centralises communications. Instead of retyping entries into a spreadsheet and manually printing heat sheets, many free platforms automate seeding, produce downloadable PDFs, and sometimes even handle online entries and payments. That said, not every free option will suit every club — choose one that matches your meet size, your technical skills, and the features your volunteers can support.
At our club we've used MeetManager Lite exports-compatible systems, and more recently I’ve had good experiences with platforms like EntriesHQ (free tiers for small meets) and open-source options such as Hytek-to-CSV converters that integrate with local timetabling tools. The key is to test early and make sure your volunteers know how to export and print heat sheets and result files.
Before you choose: checklist for software selection
- Does it support online entries or do you need manual imports?
- Can it produce downloadable heat sheets and result files in a format your timing system accepts?
- Is there a way to communicate updates to coaches and swimmers from the platform?
- How easy is the learning curve for volunteers who aren’t tech-savvy?
- Does it integrate with common timing systems (e.g. Omega, Colorado) or with Meet Manager exports?
Setting up the meet — practical steps
Start at least 8–12 weeks out for a club open meet. Here’s the sequence I follow and why each step matters:
- Venue booking & confirmation — Confirm pool availability, number of lanes, warm-up times, and spectator capacity. Ask about starting blocks, timing pads, and any pool-specific rules.
- Meet format — Decide session structure (age groups, mixed events, distance events), entry limits, and whether you’ll offer multi-class or time-trial options.
- Choose your software and test it — Create a dummy meet in the software and run a few sample entries. Export a seed file and a heat sheet to check formatting.
- Volunteer roles — Identify core roles: meet manager, entries officer, referee/technical controller, results processor, marshals, timekeepers, starters, and desk staff. Recruit early.
- Communications plan — Draft an email to clubs and members outlining closing dates, fees, warm-up, and any COVID/health policies. Include a link to the online entry system if available.
Volunteer checklists that save your day
Volunteers are the backbone of any successful meet. Clear, short checklists help even first-time volunteers feel confident. Below are the checklists I print and laminate for each core role.
Clerk of Course checklist
- Arrive 90 minutes before session start.
- Collect swimmer lists and heat sheets from entries desk.
- Set up staging lanes and call area with clear signage.
- Call swimmers to marshalling area five heats in advance (or per your pool protocol).
- Confirm relay entries and check names against registration IDs.
- Report any no-shows to results processor immediately.
Entries Officer checklist
- Open online entries and confirm payment methods.
- Monitor entries daily and send reminders one week before closing.
- Export entries file into meet software at closing time.
- Run seeding and check for impossible entries (e.g., age/qualification mismatches).
- Print heat sheets, start lists, and backup CSVs for results processor and timing desk.
Timing/results checklist
- Confirm compatibility between exported meet file and timing system.
- Bring labelled USB sticks with exported results and heat sheets.
- Test timing pads and backup horn; ensure manual stopwatches are available.
- After each event, import results into the meet software and produce a results PDF.
- Send live results link (if available) to the club website/social channels.
Day-of timeline (example)
| Time | Task |
|---|---|
| 06:30 | Meet manager, entries officer, and head timekeeper arrive |
| 07:00 | Set up desks, PA, marshal stations; test timing equipment |
| 07:45 | Clerk of Course opens marshalling area; final check of heat sheets |
| 08:15 | Warm-ups begin; volunteers to assigned stations |
| 09:00 | First session starts |
| Each break | Results processor uploads session results and refreshes printed sheets |
Common hiccups and how to avoid them
Here are problems I’ve seen repeatedly and my practical fixes.
- Mismatch between entries and heat sheets: Always keep a stamped “final entries” file and only seed once. If changes happen after seeding, label them clearly and reprint affected heat sheets.
- Volunteer no-shows: Maintain a backup list of volunteers, including senior swimmers’ parents who can be called on short notice. Offer shifted start times so fewer people need to be present all day.
- Timing system export errors: Have a human-readable backup: manually maintained results sheets and a stopwatch-backed list for each lane.
- Late entries or scratches: Define a firm closing time and a late-entry window with a surcharge. Use a single person to handle late changes to avoid inconsistent records.
Communicating with clubs and spectators
Transparency reduces confusion. Publish a short FAQ on your event page with: arrival times, bag storage rules, spectator areas, swimmer reporting procedures, and how results will be shared (printed, live link, or emailed). If you’re using a free platform that offers live results, post the link in advance and pin it to your club’s socials. I also send a morning summary to coaches with any last-minute changes.
Finally, keep an eye on volunteer morale. Offer snacks, clear breaks, and thank-you notes. Little things go a long way to keep volunteers eager to return for the next meet.
