What to Bring to a Meet & What to Expect

A Meet Scoop will be sent before every swim meet—please read it carefully!
The information below provides general guidelines, but the Meet Scoop will always include the exact details for that specific meet.

Swim meets are exciting, busy, and fast-paced. The best way to have a smooth, fun experience is to come prepared and know what to expect.

Before the Meet: Sign In or Sign Out (Very Important)

Before meet day, every swimmer must be officially signed in or signed out.

How to Sign In or Out:

  1. Log in to the team website

  2. Click the Events tab

  3. Scroll to the meet

  4. Click “Sign In to This Event”

This step tells the coaches who plans to attend.

Deadlines:

  • Saturday meets → sign in/out by Sunday prior

  • Wednesday meets → sign in/out by Wednesday prior

❗ If a swimmer is not signed in or out by the deadline, they will not be scheduled for that meet.

Why This Matters

One missing sign-in affects more than just one swimmer:

  • Meet seeding: Coaches spend hours reviewing swimmer times, goals, and team needs to build competitive lineups well in advance.

  • Fairness: Each swimmer may only swim 3–4 events. One missing swimmer can scratch relays or take opportunities away from others.

Please help our coaches and fellow swimmers by signing in or out at least one week before each meet.

Rest & Nutrition

Swim meets require energy and endurance.
A good night’s sleep and a balanced dinner the night before help swimmers perform their best.

Meet Day: Arrival & Check-In

Arrival Time

Arrival times will be listed in the Meet Scoop:

  • Saturday meets: typically 7:00–7:45 AM

  • Wednesday meets: typically 4:00–5:00 PM

If you are delayed but still coming, notify someone immediately.

Emergency late-arrival number: 925.548.5403
(For emergencies only)

Scratch Times (No Exceptions):

  • Morning meets: 8:00 AM

  • Evening meets: 5:15 PM

Swimmers not checked in by these times will be scratched from all events.

First Stop: Swimmer Check-In

  • Swimmers must check in at the Briarhill Canopy to ensure they are not scratched from the meet

  • Parents working the meet must also check in and initial the job sheet

  • Once checked in, swimmers report to their coach for warm-ups

  • Then swimmers check in with their Age Group Line-Up Coordinator to receive their event strip

Tip: Writing event numbers on your swimmer’s hand with a marker can be helpful.

Warm-Ups (Mandatory)

  • Saturday: 7:30–8:30 AM

  • Wednesday: 5:00–5:30 PM

Warm-ups help swimmers adjust to the pool, try the starting blocks, and safely prepare for racing—especially important for younger swimmers.

During the Meet

Swim meets move quickly. Events run from youngest to oldest, alternating girls and boys.
Event numbers are announced and posted—listen for:

  • The current event

  • The “on deck” event (up next)

Parents are responsible for getting swimmers to their Age Group Coordinator about 3–4 events before their race.

Each event may have multiple heats and lane assignments. Your Age Group Coordinator will guide swimmers on where to go and when.

Between Races

  • Keep swimmers warm or cool depending on weather

  • Encourage rest and hydration

  • Water is essential—swimmers can dehydrate even in the pool

  • For longer waits, liquid carbohydrates (Gatorade/Powerade) can help, but do not replace water

Quiet activities (books, cards, board games) are great between events.

Leaving the Meet

Once your swimmer has finished all events and you’ve completed your volunteer shift, you may leave.
Please:

  • Clean up your area

  • Check with your Age Group Coordinator before leaving—last-minute changes can happen

After the Meet

Briarhill is a recreational team, but we do keep times and scores.

  • Points are awarded by placement

  • Scratched races earn no points

  • Times matter—even if a swimmer doesn’t place, improving a personal best is a big win

Results are typically available at practice the next day.
Ribbons will be placed in your family folder in the Ribbon Box a few days later—don’t forget to grab them!

What to Bring to a Meet

Essentials

  • Team swimsuit, cap, goggles

  • Towels (2 recommended; more for cooler mornings)

  • Sweatpants/sweatshirt or t-shirt

Food & Comfort

  • Water and snacks or cash for the snack bar

  • Blanket or tarp for seating

  • Umbrella for shade

Extras

  • Quiet games or activities

  • A great attitude—ready to race and cheer!

Tips to Make It Even More Fun

  • Sit near families in your swimmer’s age group

  • Ask a “big kid” (teen swimmer) for help if needed—they’re awesome

  • Cheer loudly for all swimmers—especially the little ones giving it their all

  • Help the Line-Up Coordinator, especially during relays

Coach Communication

During meets, coaches are focused on swimmers and races and are not available for individual conversations.

For questions or follow-ups, please email [email protected], and we’ll help arrange a time to connect.