Embedded Files
On your Swimcloud meet page, go to About and select "Add custom section" and create each of the following meet announcement sections and copy the provided text. You may use this meet as a reference or clone. *Note: the Entries Deadline, Entry Limits, Seeding, and Scoring sections are automatically created by Swimcloud and are based on the configuration used in the About and Rules tabs.
Sanction Number
EF-
Sanction Request Due Date:
Key Contacts
Meet Director: [name & email]
Meet Referee: [name & email]
Administrative Official (Swimcloud Meet Administrator): [name & email]
Meet Timeline
Edit as appropriate and try to include any planned breaks
0700 Doors open for volunteers only (Setup)
0830 Warm-ups: Group A [Teams assigned TTT, TTT]
0830 Coaches Meeting
0850 Warm-ups: Group B [Teams assigned TTT, TTT]
0900 Timers Meeting
0900 Officials meeting
0910 Warm-ups: Group C [Teams assigned TTT, TTT]
0945 Session 1
Entry Information
PRE-SEED SCRATCH DEADLINE
NLT 2 days before the meet start date
Thursday, dd Month yyyy, at hh:mm CET
HEAT SHEET AVAILABILITY
NLT 24 hours before the meet start date and time
Friday, dd Month yyyy, at hh:mm CET
GENERAL ENTRY INFORMATION
Host team will submit their entries on Swimcloud.
TEAM ENTRY INFORMATION
Declare entries directly on Swimcloud or upload a compatible electronic entry file.
Host will include a Team Entry Report (PDF) with their submission if uploading an entry file.
Host team will verify all exhibition swims are marked exhibition in Swimcloud.
Must add a comment to all all swim-up entries on Swimcloud.
FEES
None
or
Edit as appropriate
SPLITS
None
or
Every attempt will be made to obtain split times, but they are not guaranteed nor required to be taken.
Planned splits:
Event ## - distance stroke
Event ## - distance stroke
Event ## - distance stroke
Medical, Volunteers & Other Information
MEDICAL AND FIRST AID
Customize for your event.
VOLUNTEERS
Customize for your event.
Note: Volunteers may NOT bring younger children or other non-participants with them for their volunteer shift.
Visiting teams, please send names of interested volunteers to [Name], email@mail.com NLT [time], [day], dd Month yyyy.
Volunteers needed per team include officials, timers (3 all day or 3 per shift), Marshal (1), and Team Parents (1 for every 10 swimmers).
Timing System
Keep and edit the timing system being used. Delete the one(s) not used.
An automatic timing system will be used with touchpads on [finish or both] ends with 3 or 2 or 1 buttons and 3 or 2 or 1 manual stopwatche(s).
A semi-automatic timing system will be used with 3 or 2 buttons and 3 or 2 or 1 manual stopwatch(es).
A manual timing system will be used with 3 manual stopwatches.
All times displayed on scoreboards and streamed online are unofficial.
Additional Facility Rules
Delete
or
Edit as needed
No glass, outside food, running, or horseplay allowed within the facility.
No food on deck.
Assignments for team seating areas will be posted in the facility.
No standing/gathering behind the start area throughout the meet.
Any shoes worn on deck must be dedicated indoor shoes that are not worn outdoors. Deck shoes should be carried into the building and put on inside the building.
Shower before entering the pool. Swimmers must be not dripping-wet and wear a swimsuit covering and footwear outside the locker room or pool deck.
Each team is responsible for supervising the conduct of its own participants. This includes helping swimmers and volunteers remember to adhere to the EFSL Code of Conduct and facility rules.
Respect the lifeguards and meet staff at all times.
Swimmers are responsible for policing trash in their own areas.
Coaches and Officials - Mandatory Statement
All coaches and officials must be 2026-2027 EFSL credentialed.
All swimmers must have a credentialed EFSL coach representing them during the meet. Unattached swimmers may contact the Meet Director to arrange coach representation if needed.
EFSL Rules - Mandatory Statement
Current 2026 USA Swimming and EFSL rules will apply.
Overhead (flyover) start procedures may be used.
No flash photography during race starts.
Visual recording devices (video or photography) are not permitted behind the blocks during the entire meet.
Use of audio or visual recording devices, including a cell phone, is not permitted in changing areas, restrooms or locker rooms.
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.
Deck changing is prohibited. This includes slipping off the top of a one-piece performance suit to place on an alternate bikini top immediately following a race.
Any swimmer entered in the meet must be proficient in performing a racing start or must start each race from within the water. When unaccompanied by an EFSL member coach, it is the responsibility of the swimmer or the swimmer’s legal guardian to ensure compliance with this requirement.
Attendance at this meet as a volunteer, swimmer, coach, spectator, or in any other capacity implies acknowledgment of and agreement to comply with the EFSL Code of Conduct. All violations should initially be dealt with by the Meet Referee at the time of the incident and then relayed to the EFSL Executive Board for further action as needed.
TECHNICAL SUITS
No Technical Suits shall be worn by any 12 & Under athlete in competition at any sanctioned meet.
A Technical Suit is one that has the following components:
Any suit with any bonded or taped seams regardless of its fabric or silhouette; or
Any suit which includes any woven fabric and which extends past the hips.
(Note: WOVEN FABRIC — A suit with woven fabric and sewn seams that does not extend below the hips is permitted.)
(Note: KNIT FABRIC — A suit with knit fabric and sewn seams not extending below the knees is permitted.)
Image Release - Mandatory Statement
By attending or participating in this competition, you agree to be filmed and photographed by EFSL approved photographer(s) and videographer(s) and to allow the right to use names and pictures before, during, or after the meet such as in public psych sheets, heat sheets, and results or featured on the EFSL website or social media or in public broadcast of the event via television or webcast. Parents and guardians of minor swimmers who do not wish their swimmers to participate in interviews or have individual pictures featured on any media should inform their team’s head coach and the Meet Director prior to the start of the meet.
Release - Mandatory Statement
It is understood and agreed that the EFSL and any volunteers and sponsor organizations shall be free and held harmless from any liabilities or claims for damages arising by reason of injuries to anyone during the conduct of the event.
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