CONFERENCE MEET PROCEDURES

8:00 AM - Coaches Meeting

A coaches meeting will be conducted by the head official on Saturday and Sunday

mornings to clarify the rules and make any changes.  The meeting will be held in the hospitality room.

8:15 AM - Officials Meeting

An officials meeting will be conducted by the head official on Saturday and Sunday mornings to clarify  

rules and hand out assignments for the session.  Afternoon session meetings will be held 45 minutes prior

to the start of the afternoon session.

8:30 AM - Timers Meeting

There will be a timers meeting 30 minutes prior to each session. The head timer will assign

lanes and the head official will review general rules of timing.

Changes

1. Change meetings will begin at the coaches meeting at 8:00am both days. Each team will be allowed 

5 changes on Saturday – Individuals only, and 5 changes on Sunday – Relay only. 

2. A scratch is not a change. Changes to relay order is not a change. Adding a swimmer who was not originally listed on an A or B relay is a change. A change to a C relay is not a change. 

3. Adding an additional A or B relay after the seed meeting will count as one (1) change. Events will not be reseeded due to changes. Scratches do not have to be reported at the change meeting. No changes will be allowed after the 8:00am meeting unless medically necessary. 

4. Changes must be submitted in writing using the Meet Change Form.

Swimmer Medical Emergency

Prior to Saturday, if a swimmer has a medical emergency and can no longer participate in the Conference Swim Meet, with a doctor’s note, the team will receive the injured swimmer’s events as additional changes to "directly" replace the injured swimmer. 

Individual Events

During preliminaries, the individual events will be circle seeded, the fastest time in lane four of

the third heat, the second fastest time in lane four of the second heat, the third fastest time in

lane four of the first heat, and the fourth fastest time in lane five of the third heat.

Relay Events

Relays will be seeded by times. The “C” exhibition relays will be in heat 1, the “B” relays

comprise Heat 2, and the “A” relays comprise Heat 3. Tentative names should be given for

relays when turning in entries at the seed meeting. These names can be changed by

presenting the changes to the Clerk of Course prior to the start of the race.

Timing System

Touch pads will be used to determine the finishes. Three timers will be used for each lane,

with back up timers available. Place judging will be done by the officials. The final order of

finishes will be determined using the USA Swimming Rules. Hy-Tek software will be used for

the meet.

Clerk of Course

Swimmers are required to report to the Clerk of Course prior to their race. Please remind all

swimmers to listen for their events and to report promptly. On Sunday, Alternate swimmers

(Placed 17th and 18th in the preliminaries) should report in case of a scratch in their event.

Seed Times

All swimmers entered in the Championship Meet must have participated in three dual meets.

Teams are allowed to enter three individual swimmers in an event, plus relays. Each swimmer

is eligible to swim in no more than four events, of which no more than three are individual

events. All times must be from a Tri-County Conference dual meet held this summer. They

must be reported as 25 meter times using the following conversions.

Baraboo – Multiply by 1.11

Wisconsin Dells – Multiply by 1.32

Mount Horeb – Multiply by 0.72

Swim Offs

Swim-offs to determine the final heat in any event will be conducted on Saturday, 

following the completion of initial preliminary heats. 

Relay Scoring Procedure

Only one (1) relay per team may score in any given event. If two (2) relays from the same team place, their team will receive team points for the highest place finish only. The points for the lower finish will not be awarded at all. Both team relays will receive the accompanying awards/ribbons for their respective finish. 

Results

Unofficial results will be posted as soon as they are available. Results of preliminaries will be

available to coaches as soon as possible after the conclusion of the meet on Saturday. All

protests must be submitted to the head official no later than 7:00 AM on Sunday morning. 

As soon as Final results are completed, each team will have 30 minutes to review the results.

One coach and one team representative will be invited to a meeting to discuss the results.

Any disputes will be resolved by a vote of the team Presidents.

Additionally, the results will be available on Meet Mobile app for Android or iPhone. Once you

have downloaded the Meet Mobile app, search for the 2026 Tri-County Conference Swim

Meet, for swim meet results.

Rain Date Policy

Rain and cold weather will not stop the swim meet. Should catastrophic weather prevent swimming on Saturday, Sunday’s events will be timed finals. If finals are canceled, times from the preliminaries will be used to determine the final order of finish.

Heat Winners

Each heat winner on Saturday only will receive an award from the host team.  Heat winners will not be presented on Sundays events.

Individual Events

1st-3rd receive medals, and 4th–16th receive ribbons.

Relays

1st–6th receive medals, 7th-16th receive ribbons.

Team & Conference Awards

The Awards Ceremony will take place as soon as possible following the conclusion of the

meet on Sunday. The Dual Meet Champions trophy will be presented during the Awards

Ceremony. Trophies will be presented to the top three placing teams at the Conference Meet.

Age group trophies will be presented to the first place team in each age/gender group at the

Conference Meet.

Sportsmanship Award

The annual Sportsmanship Award will be presented to the team best exemplifying good

sportsmanship throughout the dual meet season. This award is voted on by the coaching staff from all 8 teams and will be presented during the Awards Ceremony.

Meet Director(s)

Any inquiries or perceived problems with the Tri-County Conference Swim Meet should be routed through the Spring Green Dolphins Meet Director. Dolphins volunteers are wearing matching red Tri-County Swim Conference logo volunteer t-shirts. Any one of them can help direct you to the right person.

First Aid and Emergencies

First Aid Staff with the Sauk Prairie Aquatic Club will be available throughout the meet. Seek any lifeguard for assistance.

Lost & Found/Lost Children

Lost & Found and Lost Children will be taken to the lifeguard first aid station, inside the Sauk Prairie Aquatic Center.

Admission 

Spectators will have multiple options to choose from for entry into the conference meet.

Adult, 1-Day wristband at the door. $8 each day.

Adult, 2-Day wristband at the door. $15 for the weekend.

Adult, 2-Day wristband Pre-order online. $14 for the weekend.

** Volunteers For Clerk of Course and Timing receive free admission for that day.  

    Volunteers must check in at the admissions desk.

Programs and Heat Sheets

1 Program with Heat Sheet included. $8 

1 Program with Heat Sheets for both Saturday and Sunday. $11

1 Heat Sheet Only, Either Day $5

** Programs with Heat Sheets Can Be Preordered online.  You will receive your tickets in an envelope with your name on it

    the week before the conference meet from your team coaches.  (This process will hopefully streamline any long lines

    lines at the front door.)

Highlighters

Highlighters will be for sale at admissions for $2.00

Live Streaming of Events

Live streaming of events will be available on the spring green dolphins Youtube channel so anyone can watch from their mobile phone, computer or tablet! Web addresses will be posted near the admissions tent and outside near the live viewing screen.

VIP Seating and Viewing

All teams had the opportunity to purchase 6 VIP passes for pool deck spectator viewing of events. VIP seating entrance is located at the glass doors to the pool deck. Access will only be given to VIP viewers by “wearing” and presenting a VIP Lanyard Pass.  A Meet Marshal will be attending the glass doors to the pool deck and will allow entrance for VIP members. Coaches may also enter the pool deck through the glass doors. 

Some Other Things to Remember...

Only swim meet officials, coaches and swimmers are allowed on the pool deck, with the exception of VIP pass holders as stated above. Parents and spectators may view all swimming races from the team designated bleachers on the 2nd floor.  Stairs and elevator access is located near the “exit only” doors of the aquatic center.  

**SWIMMERS** We ask for the safety of yourself and all spectators, No Wet Suits Are Allowed On The Second Floor Viewing Area!  If You Wish To View From The Second Floor Bleachers With Family And Friends, You Must Be Completely Dry!  No Exceptions!   The Entrance Will Be Monitored By A Host Team Volunteer.

Swimmers need to report to the Clerk of Course as their events are announced. Each event

will receive three calls. If time permits, we will attempt to call individuals by name if they fail to

report. We will not delay the meet due to the absence of a swimmer.. If an individual is not ready by the time the clerk takes the remaining participants out of the staging area, that individual will be considered a scratch.

Absolutely no alcohol allowed!

Following these rules will make the meet run smoothly and be fun for all. Please adhere to

them, and ensure that your children are aware of them. Thank you for your cooperation and

enjoy the weekend!