How to Enter Meets

How to enter Competitions (Time Trials, Open Meets and Galas)
Using the On Deck app or by logging onto our website

You can enter via the app or the website.

Important: Make sure you check the event’s schedule, conditions, costs, and any qualifying or upper-limit times before entering.

Step-by-step instructions

 

  1. Log in to the Members area of our website or open the On Deck app.

    If you don’t yet have a login, please email: [email protected]

  2. On the On Deck app: Go to Events in the menu and scroll through the list to find the right event.

    Level 1, 2, 3, 4 Open Meets and Time Trials appear first, followed by County/Regional/National events.

  3. On the website: Navigate to the Calendar tab → Team Events. You will see upcoming events in date order.

    You can also view the full list of events (that the club attends or hosts) via: Competitions → This Season.

  4. Review the schedule and conditions for the meet – confirm the meet level, costs, and whether there are qualifying times or Upper Limit Times (ULTs).

  5. For entries:

    • All squad swimmers may enter club-only events.

    • Squad swimmers aged 9+ may enter open events (or 8+ for a Level 4 event).

      In the system, click Accept/Decline (or Declare), then select each swimmer’s name in turn (you’ll find the member names at the bottom).

  6. Tick the box for each event your swimmer wishes to enter. Events are coded like:

    • FR = Freestyle

    • BK = Backstroke

    • BR = Breaststroke

    • FL = Butterfly

      Example: 200 BK means 200 m Backstroke.

      Check your swimmer’s personal best against the times listed. If the times on our system are not their best official times (as listed on Swimming Results), please note this in the notes box and we’ll update their time for you.

     

  7. For long-course events (50 m pool) you must enter long-course times. Short-course times (25 m) may be converted automatically, but please double-check. You can also use the time-conversion tool on Pullbuoy to verify.

  8. If you’re unsure which events to select for your swimmer, please talk to their coach.

  9. The system will display entry times in colours:

    • Black = valid time (OK to enter)

    • Red = entry not allowed (too fast, too slow or swimmer too young)

     

  10. Once you’re happy with your selection, click Save. You can still make changes before approval.

  11. Our meet-team reviews entries in liaison with coaches. Once approved, events turn green in the system. You can still adjust entries until the final deadline. If you have questions, email [email protected] or speak to us in the spectator gallery at training.

  12. After the internal closing date, we circulate a print-out of all entries for final checks. If you need changes (add an event, switch an event) contact us before the final deadline. After that the entry is finalised.

  13. Entry fees will be collected via Go Cardless. Refunds will only be issued if your swimmer is not accepted into the meet or if they cannot attend due to illness/injury (medical certificate required).

  14. For our own meets and time-trials, once your entry is accepted we’ll begin planning. We’ll ask for volunteers: we need officials (to meet licence requirements) and many other helpers (marshalling swimmers, taking spectator fees, hand-out medals, set up equipment, data work). If you can help (officials training provided) please contact the volunteer coordinator at [email protected]

  15. For away meets run by other clubs, acceptance is not guaranteed (particularly at Level 1 or Level 2 events). Please do not book non-refundable travel or accommodation until you receive confirmation from the club. Our internal closing date may be earlier than the host club’s published date.

  16. We are gradually updating our database of personal bests so entry processing will get quicker. Thanks for your patience (and extra thanks to anyone who wants to volunteer to help update times!).

  17. At present, payment is still handled via Go Cardless. We may move to direct payment on the members-only database in future; for now please ignore payment options shown in the TeamUnify interface.

 

 

 

Glossary of Terms

 

  • Time Trials: These are Level 4 events we run in place of a normal training session. They use full competition set-up (starting blocks, pads) and are great for gaining an official time.

  • Official Times / Personal Best Times (PBs): These are times recorded on Swimming Results. To view your swimmer’s PBs: go to Rankings → Individual Best Times → enter surname or Swim England ID. It’s very important to copy times exactly (including decimal places, e.g. 01:45.29).

  • Open Meet: A meet we host (we run four each year) and invite other clubs to attend. We also attend other clubs’ open meets.

  • Long Course (LC): 50 m pool (e.g., Portsmouth)

  • Short Course (SC): 25 m pool (e.g., our usual pool)

  • Meet Levels:

    • Level 1: Qualifier for National Championships – minimum qualifying times (QTs) apply

    • Level 2: Qualifier for Regional & National Championships – QTs normally apply

    • Level 3: Qualifier for Regional Championships – often has Upper Limit Times (ULTs) (swimmers who are too fast may be excluded or entered as Exhibition)

    • Level 4: Club-level / County Championships – usually open to any swimmer aged 7+ and no previous times needed

  • Qualifying Times (QTs): For Level 1 or Level 2 meets, swimmers must have previously officially swum faster than the QT to enter.

  • Upper Limit Times (ULTs): For Level 3 meets, there may be a maximum-time cutoff (to keep more-experienced swimmers out of slower competition categories). Fast swimmers may still enter as exhibition (time only, no placing).