It’s mid-morning on an early June day, and the Fairhope Aquatic Center is buzzing with activity as young swimmers go through their workouts. Inside the cool, echoing space, the energy is high and the lanes are full—a welcome contrast to the southern Alabama heat rising outside. At the center of it all is Cathy Hudson, longtime head coach of the Fairhope Area Swim Team (FAST), greeting parents in the bleachers and checking in with assistant coaches. With up to 20 staff members working during the summer season, FAST runs a busy and tightly coordinated program. Hudson has nearly two decades of experience coaching at both the club and high school levels, and she knows that a great swim meet starts long before the first swimmer hits the water. If organizing a swim meet is on your to-do list, here’s what you need to focus on.
Finding a venue
“Many factors should be considered when choosing a site for a swim meet,” Hudson says. For planners, selecting a site sets the tone for the entire event. According to Hudson, key considerations include:
- Availability of a racing pool
- Proximity for participating teams
- Number of swimmers expected
- Duration of the event
- Type of meet—whether it’s a summer league, high school, YMCA, U.S. Masters, or USA Swimming event.
Hudson’s advice is echoed by Arlene McDonald, event coordinator for the Indiana University Natatorium, who adds that elite-level competitions require even more detailed planning. “Our goal is to ensure athletes can perform at their highest level,” she says. In June, McDonald organized the 2025 Toyota National Championships, which is the USA Swimming selection meet for the 2025 World Aquatic Championships. She also partners with USA Swimming, the national governing body for the sport, as meet director for the U.S. Olympic Team Trials. These elite events host anywhere from 700 to 1,500 athletes across multiple categories and can require multiple pools, dozens of swim lanes, spectator bleachers, plenty of parking, space for media, and spots for vendors.
McDonald says several temporary, elevated pools were installed on-site when the 2024 Olympic trials were held at Lucas Oil Stadium in Indianapolis. The stadium will be used again in 2028 to select a team for the LA28 Olympic Games. “The pools are built so that the decking bleeds into the spectator stands,” McDonald says. There is “essentially a village” under the facility where operations are managed.
Meanwhile, the IU Natatorium has three pools under its roof: two 50-meter pools and a 25-meter pool used for warm-ups and warm-downs.
For competitions, McDonald works with USA Swimming on the layout and flow of the venue.
“The athlete experience is paramount in how you lay out a venue so there aren’t a lot of steps for the athletes,” she says. “You want to minimize the walking distance and the footprint and plan all the athlete activities to the point of entry.”
The Greensboro Aquatic Center (GAC) in North Carolina is another standout venue. With four multiuse pools—including two 50-meter pools—and seating for more than 1,900 spectators, it’s equipped to host over 50 meets annually. “Organizers should prioritize venues that offer both high-performance infrastructure and strong support services,” says Sarah M. Lanse, director of marketing for Greensboro. “GAC delivers on both.”
GAC is designed for smooth athlete flow. Online registration is standard, but on-site check-in is easily managed in the spacious Special Event Center just steps away on the Greensboro Complex grounds, Lanse says. The layout supports intuitive movement between warm-up, competition, and recovery areas. “It has a proven record of hosting national-level meets and is built to handle everything from logistics to athlete needs,” Lanse says.
Local/regional meets don’t require venues that are large, and can be held at municipal, school, or club pools. The Fairhope facility handles several meets each year, which the host team organizes. “In looking for a venue, you need at least six lanes, but the actual needs change depending on the type of meet,” Hudson says.
Costs and coverage
Rental costs vary depending on the size of the facility, ranging from just over $100 per hour to more than $500 per hour. GAC rates, for example, start at $175 per hour for the eight or 10 lanes on the 25-yard course. The cost goes up from there, depending on whether it’s a one- or two-course meet and whether it’s a 25-yard or 50-meter pool.
USA Swimming recommends building partnerships to offset rental costs. In some cases, as with the Fairhope swim team, the host team has use of the facility for free.
As for the insurance, the organization renting the facility is usually responsible for providing public liability insurance and accident insurance for participants.
USA Swimming, with more than 380,000 members, provides general and excess liability insurance for meets organized by member clubs, coaches, and officials when participating in sanctioned or approved meets.
Managing volunteers
Ensuring enough volunteers are available is another responsibility for event organizers. Whatever the size of the meet, McDonald said organizers should understand the sport. Defining the roles and being prepared are crucial to the event’s success, she says. “Have someone on your team who understands the technical side of things,” McDonald says. Large-scale events such as the Toyota National Championships and Olympic trials require about 800 volunteers working behind the scenes. “When a volunteer arrives for their first shift, you want them to feel comfortable in their role,” McDonald says. “Our volunteer training is robust and critical,” she says, adding that the training includes in-person and virtual learning. For elite events, there are typically more than 18 committees, each with volunteer “captains” or “chairs.” Of course, local and regional meets don’t require a team of that size, but you still want to make sure they’re adequately trained. Typically, about 30 volunteers are needed for the meets that FAST hosts, Hudson says. “You need two timers per lane as well as a head timer, and two people to run the electronic timing system,” Hudson says. Between two and six volunteers are needed to serve as clerks of course, responsible for managing swimmers before the races, ensuring athletes are checked in, and assigning lanes. There are stroke and turn officials, and a starter and a referee are needed if the meet is a USA Swimming or U.S. Masters event. Then, there are concessions or snack bar volunteers and parking assistance. Overall, it takes a sizable crew to run swim meets. Some are coaches from other teams, while others are parents who step up.
In Greensboro, Lanse says there’s a collaborative event culture that enhances competitions like swim meets. “Planners should look for experienced professionals and strong community partnerships,” Lanse says. Local clubs often play a vital role, whether it’s staffing volunteer positions, providing officials, or just rallying community support. “Their involvement creates a true sense of ownership and pride in the event’s success,” Lanse says. The city also receives support from the Greensboro Sports Foundation, which provides volunteer and event support for over 10 events a year.
Fan experience
Whether to charge admission is determined by several factors, including whether the venue is charging for its use. Even if there’s no charge for the rental, there are other costs to consider.
Most FAST meets are free for spectators because the team pays an entry fee for swimmers, Hudson says. Those funds are used to pay for facility rental, lifeguards, awards, hospitality for meet workers, snack bar, or concessions area.
Meanwhile, the GAC is set up with fans in mind, Lanse says. It has spectator-friendly elevated seating, great sightlines and a scoreboard system that keeps fans in the loop.
“Beyond the competition, organizers often add fan zones, local food vendors and interactive experiences to keep families engaged,” Lanse says. Social media and live-streaming also help extend the reach to those who can’t attend in person.
Accommodation
For large, elite-level meets, it’s important to have accommodation close to the facility.
“We have learned through the years that housing in proximity to venues is paramount to the athletes,” McDonald says. In her case, a partnership with Visit Indy helps identify and secure housing for athletes, as well as welcoming visitors, she says. Meanwhile, for events held at the GAC, Greensboro offers a wide range of hotels within two to 15 minutes of the venue, and it’s a quick drive from the airport.
“These accommodations reduce travel stress and make scheduling easier for teams and families,” Lanse says. That way, athletes can focus on what really matters—doing their best in the water.
Sink or swim
Before you dive into a deal, make sure the following elements from this USA Swimming checklist are clarified in your facility contract.
- Clearly define “pool” vs “facility”
- Identify parties in the lease, especially if club leadership changes
- Outline exact start and finish times (including setup/cleanup)
- Specify rental terms (by lane, hour, or flat rate)
- Confirm what’s included (timing system, scoreboard, Wi-Fi, etc.)
- Determine if your team can operate the timing equipment
- Clarify lifeguard requirements
- Note which common areas are accessible
- Detail insurance responsibilities
- Set terms for concessions, admissions, vendor booths, cleanup, damage reporting, and billing
