Below are some questions that I have received since the Meet Maestro training on Wednesday. Please read through them and let me know if you have any other questions.  

Also, Swimtopia told me how to fix the issue with the 8&Unders having 3 groups (6&Under, 7-8 and 5-8) and being confusing (this was brought up at the Meet Maestro training).  I was able to fix that and now any 8&Under events will show up in both the 6&Under group and 7-8 group as an 8&Under event. There will only be those 2 age groups for both boys and girls (instead of the 3 groups) when you look under the Entries tab in any meet.  Hopefully that should have cleared up all of the confusion with those age groups.

I will also try to get out the Meet Maestro Handbook to the meet managers before Memorial Day so that you have some guidance to follow on what you need to do in Meet Maestro.

Let me know if you have any questions.

Elisa

Questions and Answers:

1) We do not print and post meet results during meet. Per the meeting—We do not need to do this, but just need to let the away team know that we do not provide this, correct?

That is correct. You can still post the results if you want to, but it is not required since most people only check the results on their phones now. Please make sure that the away team is aware that you are only posting the results electronically and not on paper in your Monday welcome email. Also please encourage your parents to get used to using and checking results on the Swimtopia app.

2) Is there an official cut-off time where the away team has to provide us their meet program? I recall you saying this was 6pm on Thursday, but it may have been moved up to 12pm? Please confirm.

The cut-off times will be: 

All meet entries done, “lock out all Entry changes” clicked, and Meet Maestro tab marked On (ready) for both home and away team by Thursday 12noon (this time has been moved up by 3 hours from last year to give the meet managers a full day to get the meet seeded, and the combined heat sheet marked up due to using a new system)

Finalized marked up Heat Sheet completed with event/heat combinations to the away team by Friday 12noon

The suggestion at Tuesday's meeting was to close your entries to parents no later than Wednesday at 12noon to give your coaches a day to get all of the relays done.  Of course you can close them earlier. Be sure that the parents know the time that the entries will close to them when you send out an email informing them that the entries are open.

3) We currently do not have a working printer and have not provided stickers for ribbons to the away team for years. Our meet manager heard during the training that this is required? I could not find it listed in the procedures.

No, you are not responsible for the away team’s ribbon labels. You only provide the award labels for your own team only and you do this after every meet for your team (home and away). 

Every team is responsible for printing their own labels for their ribbons, and this is accessible in Meet Maestro in the Post Meet Reports - Award Labels (and there is a second Participation Labels for places past 6; usually you only award those to the little kids). The reason for this is that not every team awards ribbons in the same manner.

4) We are only required to provide 2 heat sheets for the away team for the Coach and Clerk of course, correct?

If you are the home team, you are only required to print 2 extra for the away team.  When we went through our Meet Procedures and Meet Rules at the Tuesday meeting, we realized that is all that has been required for several years now, not the 10 we had been printing. So what this means is that when you are the away team, you need to print the heat sheets for your own coaches, parent reps and 1 for the tent and bring them with you to the meet. Sometimes, you can just email the coaches and parent reps either the heat sheet or the link to it on your Swimtopia site (if you post it) and they can print some of the copies themselves. 

When you are the home team, you will need to print enough heat sheets to cover: 1 for announcer, 1 for the starter, 1 per lane for the timers (so 6 for 6 lanes for example), 4 for heating, 1 for scoring, at least 1 copy for your tent, and enough for your coaches and parent reps. If you are using a scribe or someone else to enter DQs, then also a copy for that person. That looks like about a minimum of about 20 copies to me.

You will probably also want to print out what is called the Athlete Check-in in Meet Maestro (Pre Meet Reports) so that the swimmers know exactly what events they are swimming. This is what used to be called the Entries by Name and it will list what events each swimmer is in under their name. I would do this for every meet (home and away meets) for your team.

5) Finally, did you mention that we should have 2 timers per lane? Maybe this was only for prelims and finals. We were not planning on having the dolphin timers and an extra stopwatch for every meet. I found that we need one for each lane and one backup. Is this correct?

You only need 1 Dolphin timer per lane at the regular dual (or tri) season meets. We only will need the extra Dolphin timers at prelims and finals. Make sure that you have at least 1 backup Dolphin timer at each of your meets. We are having 1 Dolphin backup and 1 stopwatch backup just in case, but you should be ok with just the 1 backup Dolphin timer if that's what you choose.