hi everyone -

Zoom AI covered our meeting just now and it was pretty helpful!  Copy/pasting at bottom of email if you are curious or want to revisit.

A few takeaways that I did not communicate yet -

1) the stands and hallways where our kids will be are typically cold - make sure kids have an extra towel (2 total) and a warm hoodie / jacket to wear.  

2) relay changes (attached) - all parents of the kids affected have been communicated with - we have 8 relay changes (plus 1 last minute one, but i have texted those parents directly).  Please go with these names on this doc - not what is written in heat sheet / handwriters.  

3) please try to sharpie your kid before we walk into GT at 7:55 AM.  The handwriters looks a little different than Swimtopia.  

Here is our example - if I am Eleanor Adriansen, for event #57, i'm in Heat 3, Lane 7.

3) it is going to be a full and busy morning - if you can make it to ~ 10:15 AM and still have your wits about you - YOU HAVE MADE IT!!!!  

See everyone tomorrow AM!

- Beth

404-630-1440

ZOOM Meeting assets for Poolsharks 2026 ASA Divisionals parent meeting are ready!

Meeting summary

Quick recap

This meeting was a parent information session for an upcoming swimming competition at Georgia Tech, where Beth and other coaches provided details about the event logistics and volunteer opportunities. The team is bringing their biggest group ever with 128 kids competing across six sessions, and the meet will run from 9:30 AM to 1:00 PM. Key information covered included arrival times (7:40 AM at the pool, 7:55 AM team entry), parking challenges with sold-out passes, temperature considerations for the venue, and the use of the Meet Mobile app for results. The coaches discussed bullpen responsibilities, emphasizing the need for additional volunteers especially for 11-12 boys and 9-10 boys age groups, and explained that 12-and-under swimmers must stay in bullpen areas while older swimmers don't need to. Parents were informed about security procedures including clear bag requirements and metal detector checks, food and beverage policies, and how to find their children after races. The meeting also covered relay changes, heat sheet markings using an entry list format different from Swimtopia, and practical advice about pool access and exit procedures.

Next steps

Beth

• Reach out to the parents of the boys in Colin Jones's relay to inform them of the relay status.
• Remind kids at the meet about the warm-up pool rule and the difficulty of exiting the pool.

Charlotte (Kate)

• Be available to help with the 11-12 boys bullpen or timing, as needed.

Danna

• Organize and label all heat sheets and entry lists for bullpen volunteers.

Elizabeth Messina

• Assist as a helper for the 9-10 boys bullpen.

Michelle Fort

• Act as the 6U boy bullpen parent for Teddy.

Patricia Jericho

• Help with timing at the meet.

Collaboration

• All parents with 11-12 boys and 9-10 boys: Volunteer for bullpen duty, as there is a need for more helpers.
• All bullpen parents: Keep kids together, have phone numbers of co-parents, and be aware of bathroom breaks.
• All parents: Mark their child's event, heat, and lane information on their arms using the provided entry list, not Swimtopia.
• All parents: Bring clear bags for entry, and pack extra food and water in their child's bag.
• All parents: Be aware that kids 12 and younger are not to use the warm-up pool unless explicitly allowed by Beth.

Summary

Swim Meet Parent Information Meeting

Beth led a meeting for parents about an upcoming swim meet at Georgia Tech, explaining logistics and answering questions. She confirmed the meet time as 7:00 PM with team arrival at 7:55 PM and individual arrival by 7:40 PM, noting that parking passes sold out but alternative parking options were available. Beth informed parents about the meet format, weather conditions at the venue, and the use of the Meet Mobile app for tracking results, while also addressing questions about food and beverage policies and the requirement for younger swimmers to go through bullpen.

Swimming Program and Volunteering Practices

Beth and Patricia discussed their swimming program's approach, including cold water conditions and varying warm-up times based on age groups, with 11-18 year olds getting 10 minutes to work on turns. The discussion then shifted to bullpen volunteering, where Danna shared insights from her experience as volunteer coordinator, emphasizing the importance of keeping children together, having multiple handlers, maintaining contact with co-volunteers, and being aware of children's locations, particularly during bathroom breaks. Danna also recommended wearing wristbands that can be easily switched between volunteers based on their access levels.

Swimming Competition Volunteer Planning

The team discussed logistics for an upcoming swimming competition, identifying a need for additional volunteers, particularly for the 9-10 and 11-12 boys age groups. Kate offered to help with the 11-12 boys bullpen, and Patricia volunteered to assist with timing. Meghan asked about parent seating arrangements, and Beth clarified that children must remain in their designated sections while parents can sit in a separate area, though parents won't have good views of boys swimming due to the layout.

Bullpen Meet Parent Guidelines

Lindsay explained that bullpen parents should work with their child's age group and will receive heat sheets and entry lists for organization during the meet. Laura confirmed that printed materials would be provided and that access to the mentioned app would not be necessary unless parents wanted to pay for time updates. Beth clarified that results would be shared via PDF after the meet, and Lindsay noted that the format of the handwriters and entry lists would look different due to the lane setup in the pool.

Georgia Tech Event Planning Meeting

Beth advised that 10 o'clock would be the optimal time to arrive at the Georgia Tech event, considering factors like traffic and logistics with 128 kids and 100 parents. She addressed concerns about children using the warm-up pool, stating that kids 12 and younger should not be in the warm-up pool unless explicitly given permission by her. Danna confirmed they have organized and labeled materials by bullpen, and Elizabeth Messina offered to volunteer as a helper in the bullpen for the boys 9-10 event.

Swim Meet Preparation Updates

The meeting focused on preparations for an upcoming swim meet. Beth confirmed that pre-marking on the shared sheet is necessary rather than using Swimtopia, and clarified that only adults need to bring clear bags while kids' bags can use metal containers for food and supplies. Beth also addressed relay changes, explaining that 10 out of 50 relays needed adjustments due to recent changes, and instructed participants to use the posted change forms rather than the publicized heat sheet for accurate information. The discussion concluded with Kyle asking about the meet logistics, though the response was cut off in the transcript.

Event Logistics and Seating Arrangements

Beth explained the logistics for attending the event, including security procedures and seating arrangements in sections 201-202, confirming that Kyle could sit with his son James and help with other boys in the area. She addressed Kyle's concerns about managing both his role as a bullpen helper and caring for his well-behaved son Max. The conversation ended with Laura requesting Beth to share a link related to Swimtopia, which Beth intended to do after the call.

Swim Meet Heat Sheet Guidance

Beth provided guidance on reading heat sheets for the upcoming swim meet, explaining that the format shows heat and lane numbers (e.g., 3-4 means heat 3, lane 4). She noted that the pool's exit requires significant upper body strength and recommended that children swim to the side if needed. Michelle asked about connecting with her 6U boy after racing, and Beth explained that Michelle would receive an armband for deck access and could find Teddy near the bullpen area after his races.