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TENT PARENT RESPONSIBILITES

For both home and away meets, the main responsibility of the Tent Parent is to keep the swimmers in their tent organized, calm and ready to swim when their event is called. This includes checking swimmers in, marking them correctly with their events they are swimming and watching over them during their entire shift. 

Absolutely no horseplay nor ‘active’ play (throwing a ball, throwing a frisbee, gymnastics, etc.) is allowed of the swimmers. Electronic games and devices are allowed, but if you see or hear any inappropriate content, take the device and return it to the swimmer when they are leaving the meet. 

Tent Parents arrive 10 minutes before swimmer check in. It is imperative that you arrive on time! 

IMPORTANT!!! If you are unable to fulfill your responsibilities as a tent parent please let us know ASAP. 


PREPPING SWIMMERS FOR THE MEET 


Check in as a Tent Parent with a Volunteer Coordinator: 

Locate a Tent Chair - Athena Cahill, Janna Tucker or Kristi Gholson. Check in with them and pick up the following:

  • Black Sharpie marker 
  • Pencil/pen 
  • Reusable bag with clip board containing a list of swimmers and their events, listing the event number, swimmers’ names, swimmer positions, heat number and lane number 


Taking Attendance: 

When swimmers arrive, make sure you are checking them all in on one roll sheet. The tent chair will come around after warm-ups and ask who is missing. 

How To Read a Heat Sheet: 

Please refer to the “How to Read a Heat Sheet” page. 

How To Mark Your Swimmers: 

A Tent Parent will need to write each swimmer’s, number and events they are swimming on their arm for identification. One Tent Parent should read aloud the swimmer’s event information to another Tent Parent, who will write them on the outside of the swimmer’s upper right arm.

Then underneath write the number of the swimmer’s first Event, Heat number and Lane number including their position for relays.

Continue with the rest of the swimmer’s events, written one by one down the swimmer’s arm. From experience, the forearm markings tend to rub off more than the upper arm. Either is acceptable. Repeat for all swimmers in the tent.

* Please note that it is not allowed for any swimmers to swim in more than 4 events. If they are listed to do so please alert a tent chair or coach. Allowing this to occur will disqualify the team.

Absent Swimmers: 

If a swimmer is absent at the time of warm up, please let one of the tent chairs know so they can adjust relays and let the coaches know. 

Marking Example: 

Warm-Up: 

A swim coach will come to the tent and take the swimmers to warm up. 

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​ADDITIONAL NOTES

Restroom Procedures: 

6 & under and 7/8 swimmers are not allowed to go to the restroom on their own. It is easiest to take them in groups. Make periodic announcements to the tent to line up if they need to use the restroom. One Tent Parent should then take the group to the restroom. Wait for all of the swimmers to exit the restroom before bringing them back to the tent as a group. If a swimmer has to use the restroom when a group is not going, then a Tent Parent needs to escort the swimmer to and from the restroom. 

Older swimmers are allowed to use the restroom, go to concessions, etc. on their own. They need to be instructed to immediately return to the tent when they’re finished. 

Lining Up For Relays: 

There are two sets of relays: at the beginning of the meet and at the end of the meet. For the youngest swimmers (6 & Under age group), start lining them up for their first relay event approximately 30 minutes prior to the start of the meet. For the older swimmers (7/8 and older), start lining up the swimmers approximately 15 minutes prior to the start of the meet. 

For the relays at the end of the meet for the 7/8 age group and above (the 6 & Under age group does not swim this relay), begin lining up swimmers as soon as you hear a first call for the event from the Announcer. 

Sometimes the Announcer is difficult to hear due to proximity or noise in the tent, so be aware of the approximate start times for your events (as shown on the heat sheet) and periodically check the current event number at the display board near the pool. Be aware of the age group who swims before you and check to see when they leave their tent. 

Take all of the index cards for the same relay event. 

Organize relay teams by heat number and lane number, with the lowest heat number first followed by the lowest lane number first in the same heat. The lowest heat number with the highest lane number should be last. For example, Heat 1 Lane 1 is first, followed by Heat 1 Lane 2, Heat 1 Lane 3, etc. Then Heat 2 Lane 1, Heat 2 Lane 2, etc. 

Call out the names of swimmers 1 and 3 from the first index card. They will stand side by side in line. 

Then call out the names of swimmers 2 and 4 from the first index card. They will stand side by side behind swimmers 1 and 3. The 6 & Under and 7/8 swimmers should hold hands with their partner while standing in line in order to remain in their positions. The older swimmers can stand in a single file line if they choose while still maintaining their proper positions. 

Repeat for all remaining index cards in the same event. 

Once all of the relays teams are in line, lead them to the first set of Ready Benches, which are generally in an area somewhat removed from the pool deck. One Tent Parent should lead the 6 & Under and 7/8 swimmers to the Ready Bench while another Tent Parent remains in the tent with the non-swimmers. The older swimmers only need one Tent Parent to lead them to the Ready Bench. 

For the 6 & Under and 7/8 swimmers: When the swimmers are ready to swim their relay event, a Tent Parent should stand at the end of the pool to help guide swimmers off the pool deck and back to their tent after they have completed their event. Older swimmers will not need this kind of guidance and can return to the tent on their own. 

Lining Up For Individual Events: 

Begin lining up swimmers as soon as you hear a first call for the event from the Announcer. Sometimes the Announcer is difficult to hear due to proximity or noise in the tent, so be aware of the approximate start times for your events (as shown on the heat sheet) and periodically check the current event number at the display board near the pool or check the age group who swims before your next event. 

Using your heat sheet, call out the names of swimmers by heat number and lane number, with the lowest heat number first followed by the lowest lane number first in the same heat. The highest heat number with the highest lane number should be last. For example, Heat 1 Lane 1 is first, followed by Heat 1 Lane 2, Heat 1 Lane 3, etc. Then Heat 2 Lane 1, Heat 2 Lane 2, etc. 

Repeat for all remaining swimmers in the same event. 

Once all of the swimmers are in line, lead them to the first set of Ready Benches, which are generally in an area somewhat removed from the pool deck. One Tent Parent should lead the 6 & Under and 7/8 swimmers to the Ready Bench while another Tent Parent remains at the tent. The older swimmers only need one Tent Parent to lead them to the Ready Bench.

For the 6 & Under and 7/8 swimmers: When the swimmers are ready to swim their event, a Tent Parent should stand at the end of the pool (opposite of the starting blocks) to help guide swimmers off the pool deck and back to their tent after they have completed their event. 

One Tent Parent should remain in the tent to receive swimmers after they have completed their event. Older swimmers will not need this kind of guidance and can return to the tent on their own. 

Checking Out Swimmers: 

We strongly discourage the swimmers to sit with their parents outside of the tent. It is very easy to lose track of a swimmer’s whereabouts if they are not in the tent, and then they may miss their event. If a parent is insistent that their child sits with them, remind the parent that they are responsible for returning the swimmer to the tent when their event is first-called. 

If a swimmer needs to leave the meet early, they must check out with a Tent Parent. Use the swimmer list from your folder as the “check-out list”. Check off their name on the list. Refer to the heat sheet to ensure the swimmer does not have any remaining events to swim. 

Prepping For The End Of The Meet: 

Prior to their last event (for the 6 & Under age group, the majority of the swimmers leave after their backstroke event; for all other age groups, swimmers stay until the freestyle relays at the end of the meet), have the swimmers clean up the tent and put all trash in the trash bag. Have the swimmers collect all of their personal belongings and fold up their chairs. DO NOT take down the tent! Another group of volunteers will do that at the end of the meet. 

When swimmers are leaving the meet for the day, they must check out with a Tent Parent. Use the swimmer list from your Folder as the “check-out list”. Check off their name on the list. Refer to the heat sheet to ensure the swimmer does not have any remaining events to swim. You cannot leave the meet until all of your swimmers have been accounted for. 

Return your Clip board, markers, pens, pencils, badges & reusable bag to the Tent Chair.

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How to Read a Heat Sheet

The Heat Sheet shows all the participating swimmers and what events they will participate in as well as the heat number and lane number. The announcer will say the event and heat number prior to each event taking place. 

At the bottom of this page is an example of a heat sheet. For more explanation please refer to this link. The info in this link is the same as our sheets except heat 1 for us is the fastest heat. https://youtu.be/9BSBB9Qs8f0

Event Number: There are 70 events in each meet. We swim the Medley Relay, Freestyle (25 and 50), Individual Medley (a 25 yard of each of the 4 strokes), Backstroke, Breaststroke, Fly and Freestyle Relay. For each of those races the divisions are broken up by age group/gender. 

Heat Number: In each of the 70 events, there are HEATS. Each heat has 6-8 swimmers - depending on the size of the pool. 

Lane Number: This will tell you which lane your swimmer is scheduled to be in.

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