The text of this policy takes precedence over anything written on this page in the event of conflict.

Once your bid is approved...

• Review the approval letter and the key dates that you are provided.

• Hire a Meet Referee.

• ​Define the responsibilities of any key volunteers that will assist in running your meet.

• ​Order awards (if applicable).

• Initiate a volunteer sign-up. Plan on having extra volunteers on-hand in the event that unforeseen circumstances arise.

• Have your Meet Referee hire an Administrative Official, and consider paying them for the pre meet work they will do.​

• Download the most recent meet packet template from the Michigan Swimming website. 

• Begin work on your meet packet. Do not copy information from old documents - more often than not this leads to inadvertent errors and a delay in sanctioning your meet.

• ​Begin work on your Meet Manager file. Do not copy information from old documents - more often than not this leads to inadvertent errors and a delay in sanctioning your meet.

• Complete the Meet Application. (Click here to initiate this process: Meet Application)

• Submit your meet packet and Meet Manager file as early as possible. This must be submitted 60 days prior to the start of your meet. Failure to comply will result in an automatic fine, appealable only to the Michigan Swimming Board of Directors. 

Once the meet is sanctioned...

• Remember that entries open 28 days prior to the start of your meet (for all meets except Intrasquad or Virtual).

• Remember that entries close 7 days prior to the start of your meet (for all meets except Intrasquad or Virtual).

• Unlocked Meet Manager file submitted to Michigan Swimming Office at [email protected].

• Reports are run to verify timeline and that all athletes are registered. You will be notified by the Office of any action that you need to take based on these reports.

• Statistics are loaded about your pre-meet timeline.

Don't forget to finalize details...

• ​Make any necessary signs (deck change prohibited, deck access restricted, etc.).

• Get necessary supplies to concessions and hospitality.

• Ensure any vendors are arranged and prepared for when they arrive to your meet.

• Confirm that you have all necessary administrative supplies (printer, paper, labels, staplers, tape, etc.).

Meet Information Template

• Use the most recent Meet Information Template (New 8/2025).  This template is used for all Sanctioned Meets, including Approved Meets.  
   
• All red font needs to be replaced with black and the proper information for your meet. 
   
• All highlighted areas need to be deleted.  These are instructions for use of the template.