KENTUCKY SWIMMING - PO Box 163 - Wilmore, KY 40390 - (859) 539-9091
Need Help or have a question, contact the Kentucky Swimming office at [email protected]


The education, instruction and training of individuals to develop
and improve their capabilities in the sport of swimming.
To provide a safe and healthy environment, encompassing all backgrounds and abilities that create a tradition of excellence in the sport of swimming.


2024 Approved Meet Referee List

Meet Bid Request   pdf   online Meet Type Definitions MAAPP Language for Meets Open Water Meet Safety Plan template
Online Sanction Application Online Meet Observsation Request
High School, College, Masters
MAAPP Checklist for Meet Referees Open Water Sanction Checklist
Meet Announcement Template (8.2023) Approved Meet Request (YMCA) MAAPP Language for Coach Briefing Open Water Sanction Worksheet
Meet Results and Payment  pdf Observed DQ Log for Officials SAFE SPORT Locker Room Sign  Open Water Meet Announcement Template
Meet Director Handbook   SAFE SPORT Behind the Blocks Sign Open Water Body Marking Diagram
Meet Marshal Training Guide (2022)   MEET 360 Safe Sport Meet Guide  

Swimmers w/a Disability Communication Form

Inclusion - A guide for meet referees, officials, and others

  Safe Sport Deck/Pool Checklist pdf  
Meet Announcement/Files Pre Post Checklist   MAAPP Minor Athlete Changing Area  
Developmental Competition Meet Formats   MAAPP Adult Athlete Changing Area  

To sanction a meet,

  1. secure all meet personnel (see sanction application for list),
  2. complete a Sanction Application (see above under Sanctioned Meet Forms - Sanction Application pdf or Online Sanction Application),
  3. create a Meet Announcement (see above under Sanctioned Meet Forms - Meet Announcement Template), and
  4. submit Sanction Applicaiton, Meet Announcement and sanction fee payment to the KYLSC office.
    One-Day Meet $20 
    2-3 Day Meet $30
    Dual or Time Trial $15

Meet Announcement Requirements (2022)

  1. The following statement: “Held under the sanction of USA Swimming.”
  2. "In granting this sanction it is understood and agreed that USA Swimming shall be free from any liabilities or claims for damages arising by reason of injuries to anyone during the conduct of the event.”
  3. Information about water depth measured for a distance of 3 feet 3-1/2 inches (1.0 meter) to 16 feet 5 inches (5.0 meters) from both end walls.
  4. One of the following two statements: (1) The competition course has been certified in accordance with 104.2.2C(4). The copy of such certification is on file with USA Swimming; or (2) The competition course has not been certified in accordance with 104.2.2C(4).
  5. The following statement, "USA Swimming athlete members must be under the supervision of a USA Swimming member coach during warm-up, competition, and warmdown. The Meet Director or Meet Referee may assist the swimmer in making arrangements for such supervision, but it is the swimmer’s responsibility to make such arrangements prior to the start of the meet."
  6. The following statement, "Any swimmer entered in the meet must be certified by a USA Swimming member-coach as being proficient in performing a racing start or must start each race from within the water without the use of the backstroke ledge. When unaccompanied by a member-coach, it is the responsibility of the swimmer or the swimmer's legal guardian to ensure compliance with this requirement."
  7. The following statement: “All applicable adults participating in or associated with this meet acknowledge that they are subject to the provisions of the USA Swimming Minor Athlete Abuse Prevention Policy (“MAAPP”), and that they understand that compliance with the MAAPP policy is a condition of participation in the conduct of this competition.” 
  8. The following statement: "Use of audio or visual recording devices, including a cell phone, is not permitted in changing areas, restrooms or locker rooms."
  9. The following statement: "Use of audio or visual recording devices, including a cell phone, is not permitted in changing areas, restrooms or locker rooms."
  10. The following statement: “Operation of a drone, or any other flying apparatus, is prohibited over the venue (pools, athlete/coach areas, spectator areas and open-ceiling locker rooms) any time athletes, coaches, officials and/or spectators are present.” Exceptions may be granted with prior written approval by the Program & Events Committee Coordinator (or his/her designee).
  11. A description of the medical supervision (e.g., lifeguards, EMT, AED device, etc.) available to athletes participating in the meet.
  12. A statement indicating whether on-deck registration will be permitted and under what conditions.
  13. A statement of the nature of scoring and prizes to be awarded.
  14. A complete schedule of lanes and times for all warm-up procedures which must be adhered to by all participants.
  15. The following statement: “It is understood and agreed that USA Swimming shall be free from any liabilities or claims for damages arising by reason of injuries to anyone during the conduct of the event.”
  16. A statement that no swimmer will be permitted to compete unless the swimmer is a member as provided in Article 302. 

Procedure for USAS/KY Sanctioned Swim Meet
All Sanctioned meets, excluding Dual, Intrasquad and Time Trials shall be schedule through the KY Swimming Meet Bid Process. Club may request a sanctioned meet be added to the schedule after the bid deadline.

45 days before the meet submit the following:

  1. Sanction Application with Sanction Fee
  2. Meet Events File
  3. Meet Announcement

Five days before the meet submit the following:

  1. Meet Manager USS Registration File
        Meet Manager - Export - USS Registration File

Within fifteen days after competition submit the following to the Kentucky Swimming office:

  1. Meet Results File (zipped)
  2. Meet Backup
  3. Meet Results (pdf)
  4. Team Entry Count Report
  5. Meet Fees

With the exception of championship and open water meets, the program in all other age group competition shall be planned to allow the events for swimmers twelve (12) years and younger to be completed in four (4) hours or less for a timed finals session or in a total of eight (8) hours or less per day for a preliminaries and finals meet.

Make payments to and mail to: 
PO Box 163
Wilmore, KY 40390

Officials other than the Referee and Administrative Official may act in more than one officiating capacity only when sufficient qualified officials are not available, but no one may simultaneously time and judge the order of finish.

For all swim meets or time trials, except dual and intrasquad meets, there should not be fewer than the following officiating positions filled.

1 Referee
1 Starter
3 Timers per lane (one minimum if automatic equipment with touchpads is used)
1 Clerk of Course (if applicable)
1 Place Judge (2 are preferred)
2 Stroke Judges and 2 Turn Judges
    or 2 Stroke and Turn Judges Relay Take-off Judges (if applicable)
1 Administrative Official
1 Announcer (if applicable)
Timing Equipment Operators (as needed)
2 Marshal(s) (number determined by LSC), with at least one of each gender

Minimum Number of Officials Required for Dual and Intrasquad Meets

 At development, dual and intra-squad meets, there shall be no fewer than the following officiating positions filled or approved by the LSC in authority for all swim meets and time trials.

1 Referee, who may also act as a stroke and turn judge
1 Starter
1 Other Stroke and Turn Judge
1 Announcer (if applicable)
3 Timers per lane (one minimum if automatic equipment with touchpads is used)
1 Administrative Official
1 Place Judge Relay Take-off Judges (if applicable) 
Timing Equipment Operators (as needed)
2 Marshals, with at least one of each gender 


Meet Bid Procedure

1710 - Bid Procedure
Meets other than dual meets, time trials and Kentucky Swimming Championship Meets are scheduled within Kentucky Swimming on a bid basis to avoid conflicts in scheduling and to provide a progression of competitive events at all levels of ability during each season. Only clubs that are current USA Swimming and Kentucky Swimming members in good standing may qualify for bidding toward the proposed meet schedule. 

Step 1
Meet bids to be considered shall be registered with the Kentucky Swimming Office via email or hard copy no later than April 1st for the next short course season and October 1st for the next long course season.
Bid proposals shall include all information specified on the meet bid form.  Meet Bids received after the cutoff date shall be subject to a $50.00 fine.   See 2230 Late submission for meet bid.

The host club may request the fines be waived for bids which were not submitted and or received within the allotted time period to submit such bids.  It is up to the host club to present evidence regarding the extenuating circumstances for the late meet bid.  The BOD (majority vote) shall determine if the fine(s) shall be enforced or waived based upon the host club explanation of their request to waiver fine(s).

Following are a few examples of extenuating circumstances in which fine(s) would generally be granted a waiver: new site/pool/team, a team adding a meet due to being dropped from another. This list is not inclusive and host clubs have the right to request fines be waived as their situation dictates. Closed Invitational Meets shall include a list of the proposed clubs being invited (invitees) upon the met bid request.

Step 2
The Kentucky Swimming office shall identify all potential conflicts & alert the clubs in conflict promptly.

Clubs can choose to come to an agreement amongst themselves. allow conflict to go to the “continuing conflict” stage.

Clubs in “continuing conflict” shall be referred to the program development committee.

Clubs shall be considered in “continuing conflict” two weeks post the meet bid date unless the Office of Kentucky Swimming is advised otherwise. 

If there is no “continuing conflict” proceed to step 6. 

Meet date changes from a host club that progress into a “continuing conflict” stage shall also progress onto the next step.  Preferential treatment shall be given towards the host club that turned their bid in on time.  

Continuing conflict - a conflict between two clubs over a potential meet date that cannot be resolved between the clubs.

Step 3
Program Development Committee shall identify “continuing conflicts” and evaluate meets based on number of years the meet has run, type of meet, the number of meets the host clubs will host in a season, geographical relevance, past clubs attending said meet and all other information in meet bid request.  The Committee shall also take into account new sites within clubs, i.e. teams expanding into new pools, and new teams starting up. 

It is the purpose of this evaluation process to encourage competitive competition throughout the LSC and all decisions from this body shall be evaluated through this thought process.  After the evaluation process, the committee shall make a recommendation to the KYLSC Board of Directors.

Closed Invitationals with no past club conflict (inviting teams from meets on that weekend) are exempt from “continuing conflict” status. 

Step 4
KYLSC Board of Directors will decide how to resolve the conflict. 

Step 5
BOD decision can be appealed to Southern Zone Board of Review.

Step 6
If no “continuing conflicts” this step begins after step 2.  Technical Planning and the KY Swimming office shall create meet schedule.  Technical Planning may “suggest” to different clubs to add events or change certain formatting within said meet schedule, in line with Program Development Committee Proposal (TBA).

TIME TRIALS: Time trials may be held at any meet, when deemed appropriate and sanctioned properly. Time trials may also be held at a Time Trial Meet under a separate sanction. All Time Trials shall follow appropriate USA Swimming Rules.