Meet Management

October 15 update

We are currently experiencing issues with REMS and the Priority List feature, which are mostly affecting Closed Meets such as Closed Invitationals, In-House Competitions, and Class II Time Trials.
The issue has been reported, and we are hopeful for a quick resolution.

At this time, REMS is closing entries earlier than intended when using the Priority List. To help mitigate this, please follow the guidelines below.

For Closed Meets

• The Meet Manager should set the entry deadline date in the Priority List to one day after the intended entry deadline.
  (Otherwise, entries will close early.)
• Editing an existing Priority List does not work — a new Priority List must be created.
• To manage late entries or changes, create a new Priority List with the change deadline date also set to one day after the desired date.
• For closed meets see guide here

For Open Meets

• The Priority List does not take effect until after the online entry deadline has passed.
• When setting change deadlines, add 24 hours (the following day) to the date in the Priority List.
• If a Priority List has already been created, delete it and create a new one with the adjusted date.
• For open meets see guide here

October 7 update

• 🆕 3 new guides added to the REMS Knowledge Base for Meet Manager
  • Managing Priority Lists for Closed Competitions Training Guide - List clubs that can attend closed meets
  • Using Priority Lists to Extend the Entry Deadline for Open Competitions Training Guide - Managing entries after the entry deadline
  • Upload Meet Results Training Guide
• Meet Manager REMS Account setup has been updated to include Priority List features (and eventual Meet Invoicing). See guide HERE

October 2 update

• Meet Managers can contact Nicole for instructions on how to accept changes after the entry deadline has passed.
• Meet Managers can submit more than one sanction application. Priority will be given to November & December meets.

September 30 update

• Templates for meet packages and required statements have been updated based on the Warm-up Procedure changes published by Swimming Canada on September 18. Please update your meet package - the Competition Rules section has been revised.
• The Safety at Competition procedure and document linked in meet packages has been updated to include additional information for Swim Ontario Warm-up Rules and Two-per Lane Chase Starts.
• The Swim Ontario Sanction Application Reference document has been updated.
• REMS Entries Management for MM Drop-in Session - Swim Ontario will conduct two drop-in sessions via GOOGLE MEET to go over the meets module and entries management and known bugs and issues that meet managers and host club entries coordinators need to be aware of. As well as Q&A. Sign-up HERE

September 9 update

Launch of the Guides for Meet Management in REMS - HERE

September 5 update

The launch of meet listings and sanction applications in REMS has been delayed until Wednesday, September 10 at 12:00 PM (NOON) at the earliest. Clubs will not be able to list or submit applications before then, and any edits to previously listed meets may cause them to disappear. Please avoid “Manage My Meets” until further notice. In the meantime, ensure meet packages are updated and that swimmers, coaches, and officials reach Active status.  

August 22 update

• Read the latest update on competition sanctions through REMS HERE

Sanction Application are through REMS

The Meet Manager (MM) will need to aquire access to the Swimming Canada Registration and Event Management system (REMS) for the management of meets / sanctions:

The Club President and the Meet Manager must complete and sign the Additional User Access Declaration Form and email the completed form to the Club Registrar who will setup a MM Administrative account on the system.

• Clubs may have multiple MM accounts for various roles within the club organization.
• The Club Registrar can use the 2025-2026 REMS Club Admin Account Setup Guide ( ⚠️ updated on Oct 7 for MMs)

Meet Management REMS Guides

Swim Ontario Sanction Application Reference document

2025-2026 Season documents posted

The documents and information below have been updated for the 2025-2026 season. There are several changes to required statements in meet packages as well as meet conduct information. Some procedures remain under review which will affect the Safety at Competition document which is linked in all meet packages. Provided the link is accurate, any updates will be reflected in the meet package.

Meet Management Responsibility

In accordance with all Swim Ontario policies and procedures and Swimming Canada Rules

• Develop a Meet Package in coordination with the Head Coach and Competition Coordinator
• Apply and manage changes for a Sanction with Swim Ontario through the Swimming Canada Registration and Event Management System (REMS).
• Develop a Meet Database that follows the approved sanction (Hy-Tek / Splash / other Meet Management software)
• Manage the club Entries through REMS to build the meet database
• Manage the Competition following the meet package and sanction ensuring all safety procedures are followed
  • Swimming Canada Warm-up Safety Procedures
  • Swim Ontario Warm-up Safety Procedures
  • Swim Ontario Photography Videography and Cellphone Procedure
  • Details HERE
• Review and upload the Meet Results to REMS
• Complete all necessary Paperwork

Meet Manager Checklist

The following document contains a comprehensive list of Swim Ontario requirements for a Club and/or /Meet Manager when hosting a competition.  Not every competition will be the same, however, these requirements are based on policies and procedures Swim Ontario has in place and need to be followed. The Meet Manager checklist is updated several times a year. Please check regularly for the latest updates.

Meet Manager Checklist

Sanction Application & Meet Manager Account

In order to be considered for a sanction, the sanction request should be submitted in sufficient time to permit reasonable review (see below), and to allow for any adjustments that may be required prior to sanctioning deadlines. To apply for a competition sanction, a Meet Manager needs to login to the Swimming Canada Registration and Event Management System (REMS) Administrative link.

Meet Manager Guide to REMS

Deadlines for sanction submissions

Read Bulletin HERE outlining deadlines for 2025-2026 season

Sanctioning Deadlines for Meet Type

• TIER I: In House competitions: 2 weeks
• TIER I: Class II Time Trials: 1 week
• TIER I: Class I time trial: 5 business days
• TIER II: Closed Invitational: 6 weeks
• TIER III: Invitational: 8 weeks
• TIER IV: Invitational: 8 weeks
• Masters Meets: 4 weeks
• Varsity only: 4 weeks
• Provincial meets : 8 weeks

Meet Package

A meet package is required when applying for a sanction with Swim Ontario.  The meet package must contain specific statements and links to documents that follow Swim Ontario policies and procedures and Swimming Canada rules. These are updated as policies and procedures are updated. Template meet packages with all required statements have been developed to help the Meet Management Committee prepare their meet packages. See resources below.