Meet Management

📌 Latest document updates (September 18):

• Safety at Competition
• Meet Manager Checklist
• 🆕 SwimON Warm-up Rule - Meet Posting

1. Getting Access to REMS

Before doing anything else, the Meet Manager (MM) needs system access.

1. The Club President and the MM complete and sign the REMS Administrative Access Compliance Declaration
2. Email the signed form to the Club Registrar, who sets up a MM Admin account.

• A club can have multiple MM accounts for different roles.
• Meet Management REMS Guides

2. Responsibilities

In accordance with all Swim Ontario policies/procedures and Swimming Canada rules:

• Develop a Meet Package in coordination with the Head Coach and Competition Coordinator
• Apply for and manage changes to a Sanction with Swim Ontario through REMS
• Develop a Meet Database (Hy-Tek / Splash / other) that follows the approved sanction
• Manage club entries through REMS to build the meet database
• Manage the competition per the meet package and sanction, ensuring safety procedures are followed (see Safety & Warm-Up Procedures below)
• Review and upload meet results to REMS
• Complete all required paperwork

3. Meet Manager Checklist

Comprehensive list of Swim Ontario's hosting requirements — updated several times a year, so check back regularly. Not every competition needs everything on it, but all applicable items must be followed.

Meet Manager Checklist

4. The Meet Package

Required when applying for a sanction. Must contain specific statements and linked documents that follow current Swim Ontario policy and Swimming Canada rules.

2026–2027: single configurator replaces all prior templates/Jotform — one template and one process for every meet type, from Age Group championships to In-House fun meets.

• Meet Package Configurator Guide
• Get Started – Make a Copy of the 2026-27 Template
• Meet Package Required Statements
• Background: 2026–2027 Meet Package Configurator bulletin

5. Sanctions

Applying: A Meet Manager logs into the REMS Administrative link to apply for a sanction. Submit with enough lead time for review and any required adjustments.

• Meet Manager Guide to REMS
• Swim Ontario Sanction Application Reference

Deadlines — see the Officials Development Program / Sanctioning Requirements bulletin for full 2026–2027 detail:

6. Safety & Warm-Up Procedures

• Swimming Canada Competition Warm-Up Safety Procedures
• Swim Ontario Warm-Up Safety Rule - Meet Posting
• Signs of a Concussion Poster
• Swim Ontario Photography, Videography & Cellphone Procedure (printable signage/handout version here)
• Participant Safety at Competition (updated September 18, 2026)

7. Competition & Sport Safety Forms

Competition forms

• Swimming Canada Competition Forms
• Swimming Canada Infraction Reference Card
• DQ Infraction Card
• 40Om_SCM Counter Sheets - pdf
• 400m_LCM Counter Sheets - pdf
• All Counter Sheets
• SwimON Swim-Off Form
• SwimON Query of Time Form
• Proof of Residence and Registration Status (foreign swimmers)
• Dive Start and Length Certificate for Competition

Sport safety

• Confidential Sport Safety Contact Information Handout
• Concussion Management Procedures
• Screening Requirements (photographer/videographer)
• Injury or Concussion Report Form
• Report a complaint

Policy & information documents

• Appeals & Jury of Appeal – Standard Operating Procedure
• Swimwear Rules
• Supporting D/deaf and Hard of Hearing Athletes at Competitions

Records

• Record Application Form (Ontario)
• Record Application Form (non-Ontario)

8. Club In-House Activities Using Registered Officials

For in-house activities (e.g. mock meets within club training hours) where fully registered officials will act as officials (referee, starter, timers) but times won't be recognized:

1. The activity leader completes the In-House Activity Application.
2. The head coach acknowledges the club is aware the activity is taking place.
3. The Club President may be contacted for confirmation.
4. Wait for approval before starting the activity — ideally submit 2 weeks ahead.

Does not apply to other club activities (banquets, swim-a-thons, etc.) where officials aren't acting in an officiating capacity.