Team Manager

The Team Manager role is generally shared on a rolling basis by parents attending the actual swim carnival. The Team Manager’s main task is to make sure swimmers get to their races on time. There will be a Team Manager from our Club for all carnivals.

A few days before each carnival, the Club’s Carnival Secretary will send out an email to the swimmers’ families, allocating various roles to parent helpers, e.g. timekeepers, team managers. If you are unable to take up the assigned role, please make every possible effort to find a replacement.

Generally, Team Managers are assigned for one session of the carnival, e.g. morning or afternoon. The role is usually shared between two parents for each session.



Guidelines for team managers

  • Before the carnival, collect the Team Manager’s bag from the club rooms

  • Check the Manager’s bag – it should contain spare Club swim caps, highlighters and some pens. 

  • Arrive 15 minutes before the warm-up starts and organise a seating area for our  Club’s swimmers. All swimmers sit as a team. Parents do not sit with the team.

  • Get the Team Manager’s programme from the Carnival Controller. At most carnivals, each club is allocated a named pigeonhole where programmes, ribbons, etc will be placed for you to pick up.

  • Go through the programme and highlight all swimmers’ events on the programme. If you have a partner Team Manager, they do the same and then the two Team Managers should compare the two programmes to make sure a swimmer hasn’t been overlooked.

  • If there are any errors or if a swimmer has scratched from a race(s) notify the Carnival Controller. (Scratchings MUST be notified for finals, but not always for heats. This will be confirmed at the Officials Meeting.)

  • Attend the Officials Meeting – this meeting is generally held during warm-up and is where Team Managers (and other officials, such as timekeepers, referee, IOTs, etc) are informed of the details for the carnival. Take particular note of:

    • Whether there is marshalling

    • How early (i.e. the number of heats) swimmers must be at either marshalling (if relevant) or waiting at their allocated lane


Meeting with Swimmers before the meet begins:

Have a quick meeting with all the swimmers and explain the procedure for all races:

  • The Team Manager calls the swimmers to get ready for their race

  • Swimmers come to the Team Manager to be checked off, are given their race details and lane number and then go to see the Coach

  • Swimmers then go either to marshalling or directly to their lane

  • Each swimmer should give their name to the timekeeper

  • After the race, the swimmer goes to see the coach and then to warm down

  • Swimmers should check with the Team Manager before leaving the seating area for any reason – this is to make sure they don’t leave too close to their race

  • Swimmers must notify the Team Manager if they are going to scratch from a heat and ESPECIALLY from a final. Some carnivals impose a fine of $50 for not turning up to a race – the swimmer is liable for this fine (not the Club)

  • Call swimmers 6–10 heats before their race – the actual number will be confirmed at the Officials Meeting – and mark them off on your programme as they go down to the pool deck

  • The Team Manager is the only person who may approach the Carnival Controller regarding scratchings, race entries or protests

  • Collect ribbons, DQ forms, etc as required and distribute to the swimmers


Swimmer Scratchings

  • Scratchings. Some carnivals have heats and then finals. For these carnivals, it is important that the Team Manager checks the results to see which swimmers have made finals and then to check that the swimmer intends to swim that final

  • If a swimmer chooses to scratch from a final, this must be done (usually) within 30 minutes of the results being posted; otherwise, the swimmer will be fined

  • If a swimmer is scratching, complete and sign the relevant form (available in the Team Manager’s bag or from the Carnival Controller) and hand it in to Carnival Control


At completion of the Meet

  • At the end of the session. Put the Team Manager’s programme into the Team Manager’s bag, ready for the Team Manager for the next session, if you are not covering the entire meet

  • Pass on any information from the Officials Meeting to the new Team Managers – either directly or via the Manager’s notebook
  • At the end of the carnival. Return the Team Manager’s bag Club Rooms

  • Give any remaining ribbons or DQ forms to the coach to pass on to the swimmer(s)