Meet Entries FAQ

How To Enter Your Swimmer In A Swim Meet

1. Click on PARENT PORTAL in the navigation

  • Sign in using the email and password that you used to register your swimmer for BBD
  • Click on the "Swim Meets" box to reveal the open meets available to your swimmer, and then click on the box indicating the Open Meets.  Make sure you are on "Upcoming" meets.  Look for "Needs Attention" next to your swimmer's name.


2. Click on the meet you are trying to enter (any available meets will be listed).


4. Under "Declarations" select your child’s name, and then the arrow to advance to the next screen.   

  • For Swimmer Choice Meets, you will select "Opt-in" or "Opt-out" for each available session.  If you select "Opt-in" you will then be prompted to select from the available events for your swimmer. You may also add a note for the coach.  Hit save, and your swimmers selections will be displayed on the screen.  There is generally a limit on how many events can be selected per session. 
  • For "Coach Choice Meets", you will select "Opt-in" or "Opt-out" for each available session, but you will not be promoted to select events.  These will be selected for your swimmer by the coach.  You may add a note for the coach. Hit save, and your declaration (in/out) will be saved.
  • Relay entries are always selected and handled by the coaches.


5. Confirm that your declaration and/or entry selections are saved.  There will NOT be a confirmation email from the system.


6. FYI: The meet declaration process works best on a desktop or laptop. If you are experiencing difficulty, try using a device other than a mobile platform.


7. You’re all set!  We will provide available updates from the meet host as the event approaches.


8. Your account will be billed for the meet closer to or after the meet has occurred.

  • Once the meet entry period closes, no refunds are allowed as the host team has already paid their entry fees.


IMPORTANT NOTES:

On the Meet Schedule tab there will be links to the Meet Packet with further information about the available events, locations, times, etc.  We will also post links to hotel blocks here.  Any updates from the meet host including psych sheets or changes to the meet schedule will be provided closer to the meet.


Best times are being populated into our new system. It is a longer process, but everyone's times will be updated by our internal meet entry deadline (before we send the entry file to the hosting team).


Regardless of who chooses individual events, the goal should be variety. As swimmers grow and develop their strengths will evolve. Labelling yourself as "only a breaststoker" or "only a sprinter" will limit the opportunities you have in the future. Our meet entry process is designed to create a broad foundation for our swimmers' growth.




FAQs – Meet Entries

Here are some of the frequently asked questions we receive from parents:

  • I have a new credit card. What should I do?

    From the Parent Portal, select "My Account" and then scroll down the page to "Payment Method".  Click the "Change" box to enter a new credit card. You must have a valid credit card on file to enter meets.

  • I missed the meet deadline. Can I still sign up?

    No, we usually can’t accept meet registrations after the deadline has passed. 


    After the BBD signup deadline, we send entry reports to our coaches, who create relays based on the number of attending swimmers. We enter the relays in our system and send the BBD team file with all entries to the host team. If we miss their deadline, our team cannot participate. USA-S meets fill up quickly after entries open.


    We will ask the host team if deck entries are allowed (day-of-meet entries) and will post this information on the website as it becomes available. However, updates are only allowed for time changes, not for late registrants.

  • Can I receive a refund of meet entry fees after the signup deadline?

    No. We immediately send a check to the host team to pay for pool rental, officials, printing, etc. Before the deadline, you can withdraw from the meet through the Parent Portal by deselecting events or marking "Not Attending."

  • My child is sick and can’t attend a meet. What should I do?

    Please contact your age group coach as soon as possible.

  • Where do I sign my child up for a relay?

    You don’t! The BBD coaches create the relays, and BBD Boosters pays the relay entry fees. Coaches aim to include as mnay swimmers as possibe in relays. 

  • Can I use summer league times for BBD?

    No. These meets are not sanctioned by USA Swimming officials, so the times are not valid within the BBD meet entry system.

  • Can I use middle school or high school meet times for BBD?

    Generally no. MS and HS dual meet times do not count as “official” times according to USA Swimming rules. Championship meet results may be used if properly sanctioned, but this is the responsibility of the host team.

  • The meet is over. Why don’t I see my child’s time in the BBD system?

    Please be patient. Official results take time as electronic pad times, button times, and hand-recorded times must be verified. DQs are processed, and the results must be reviewed and approved by the head official. BBD uploads times after receiving the official file.

  • What does the “three meet requirement” mean?

    It is a National YMCA rule that every swimmer must participate in at least three YMCA meets during the season to be eligible for Championship meets. For example, a three-day meet can count as two meets if the swimmer participates on both Friday and one other day. Swimmers who don’t complete three meets cannot participate in Championships, and their season ends with their last regular meet.

  • Why can only 9 & Over kids with three years of winter experience swim at USA-S meets?

    This is a BBD rule set by the coaches. USA-S meets are more complex, and newer swimmers should gain experience in YMCA meets, which are more relaxed.