meet ANNOUNCEMENT SECTIONS

On your Swimcloud meet page, go to About and select "Add custom section" for 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]

Volunteer Coordinator: [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

All teams, except unattached, will submit their entries on Swimcloud

Unattached swimmers must submit their entries to: name and email, and include the following information:

• Name of swimmer(s)

• Events with entry times 

• Must specify course with entry times (E.g., 1:15.00S or 2:00.01L)

• Any swim-up events

TEAM ENTRY INFORMATION

• Declare entries directly on Swimcloud or upload a compatible electronic entry file.

• Teams must include a Team Entry Report (PDF) with their submission if uploading an entry file.

• Teams uploading an entry file must verify all exhibition swims are marked exhibition in Swimcloud.

• Teams must add a comment on Swimcloud to all swim-up entries.

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

POSITIVE CHECK-IN

Not used

or

Required for the [insert events] event. Positive check-in must occur no later than [insert time/event]. Athletes who do not check-in will be scratched from the event and may not compete. Deadlines are subject to change.

[Feel free to add the location of the check-in sheets and any additional information regarding the check-in process.]

DECK ENTRIES

Not allowed

or

Deck entries may be accepted at the discretion of the Meet Referee and must adhere to the following procedures:

1. Eligibility Documentation: All deck entry requests must be accompanied by verifiable documentation confirming that the swimmer’s parent(s) or legal guardian(s) are registered with the European Forces Swim League (EFSL).

2. Seeding Limitation: Approved deck entries will only be placed into empty lanes in existing heats. Events will not be reseeded, and no additional heats will be created to accommodate deck entries.

Note: All documentation must be submitted to the Meet Referee prior to the published deck entry deadline [insert deadline here]. Failure to comply with the above requirements will result in the automatic denial of the deck entry request.

Time Trials 

Delete

or

Eligibility: Open to all swimmers entered in the meet.

Entry Procedure: Time trial entries open at [time or event] on the day of the meet. Swimmers must sign up for time trials at [location].

Entry Fees: $[fee] per event.

Entry Limit: Swimmers may swim no more than [number] time trial events. Time trial entries count toward the swimmer’s total number of event entries for the meet.

Event Availability: Time trials will be offered for [list events or distances available for time trials, if applicable]. Entries are first-come first-served and will close [at/after time/number of heats are filled].

Event Seeding: All time trial events will be seeded in accordance with USA Swimming Rule 102.5. If applicable: Distance-based stroke of choice events [will or will not] be seeded together and the published results for these events will be separated later.

Deadline: The deadline for time trial entries is [time or event] on the day of the meet.

Format: Time trials will be conducted in accordance with EFSL and USA Swimming rules. If distance-based stroke of choice events are seeded together, swimmers may enter only one event per listed distance-based stroke of choice event. For example, if “100 stroke of choice” is offered and a swimmer chooses the 100 Freestyle, they may not enter an additional 100 event (Backstroke, Breaststroke, or Butterfly). Only one splash per event is allowed.

Timing System: The same timing system used for the meet will be used for time trials unless otherwise announced. Manual timing may be used.

Note: Time trial sessions may be adjusted or cancelled at the host's discretion.

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).

REFRESHMENTS

Customize for your event.

A water refill station is available near the officials’ room. Kindly bring a refillable water bottle.

Hospitality (light snacks and water) will be provided for Officials, Coaches and Key Volunteers only.

Lunch service will be available in the Operations Office for volunteers whose duties prevent them from having enough time to leave the immediate deck area. Information will be communicated through team presidents as the meet dates approach.

Awards 

Ribbons will be awarded by scoring age groups defined in the EFSL GMA for each event.

• Individual Events: 1st - 5th place.

• Relay Events: 1st & 2nd place.

The EFSL General Meet Annex (GMA) states scoring setup for pentathlons are at the discretion of the hosting team and must be specified here in the meet announcement.

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.