Creating and Updating Events

Learn how to create and manage individual events within your meets. Events are the specific competitions (like "100 Freestyle" or "200 IM") that athletes compete in during a meet.

Understanding Events

What Are Events?

Events are individual competitions within a meet, such as:

Individual Events: 50 Free, 100 Back, 200 IM, etc.
Relay Events: 200 Free Relay, 400 Medley Relay, etc.

Each event has specific characteristics like distance, stroke, gender, and division requirements.

Creating New Events

Step 1: Access Event Creation

Navigate to your meet details page
Click on the "Events" tab
Click "Add Event" or "Create New Event"

Step 2: Event Configuration

Complete the event details:

Required Information

Event Number: Sequential number for the event (1, 2, 3, etc.)
Distance: Swimming distance in yards or meters:
- Sprint: 25, 50
- Middle Distance: 100, 200
- Distance: 400, 500, 800, 1000, 1500, 1650
Stroke: Select the swimming stroke:
- Freestyle: Front crawl stroke
- Backstroke: Swimming on back
- Breaststroke: Frog-like stroke
- Butterfly: Dolphin stroke
- Medley: Individual Medley (all four strokes)
Gender: Competition category:
- Male: Boys/Men's events
- Female: Girls/Women's events
- Mixed: Co-ed events

Optional Configuration

Age Ranges: Set minimum and maximum ages (useful for club teams)
- Age Low: Minimum age for the event
- Age High: Maximum age for the event
Division: Specify team division (JV, Varsity, etc.)
Relay Settings: For relay events only

Relay Event Configuration

If creating a relay event:

Check "Is Relay": Mark the event as a relay
Relay Legs: Number of swimmers per relay team (typically 4)
Relay Type: Usually matches the stroke (Free Relay, Medley Relay)

Step 3: Event Numbering

Events are automatically numbered in sequence:

Odd Numbers: Typically female events (1, 3, 5, 7, etc.)
Even Numbers: Typically male events (2, 4, 6, 8, etc.)
Custom Numbering: You can override automatic numbering

Event Management Features

Reordering Events

Change the sequence of events:

Go to Events → Edit Events
Modify the Sort Order field for each event
Events will be renumbered according to the new order

Copying Events from Previous Meets

Save time by importing from existing meets:

In the Edit Events page, find the "Previous Event Dropdown"
Select a previous meet that has the desired event lineup
Click to import all events from that meet
Modify individual events as needed

Bulk Event Import

EV3 File Import

Import standardized event lineups:

Obtain an EV3 file with the event configuration
Go to Events → Edit Events
Click "Upload EV3 Events File"
Select and upload your EV3 file

Important: EV3 import will replace all existing events in the meet.

Template Creation

Create reusable event templates:

Set up a meet with your standard event lineup
Use it as a source for future meets
Customize events as needed for specific competitions

Common Event Configurations

High School Dual Meet Format

Typical event lineup:

200 Medley Relay (Mixed or alternating)
200 Freestyle
200 Individual Medley
50 Freestyle
100 Butterfly
100 Freestyle
500 Freestyle
200 Freestyle Relay
100 Backstroke
100 Breaststroke
400 Freestyle Relay

Championship Meet Format

Extended event lineup:

All standard events plus distance events
Separate male and female events
Additional relay events
Diving events (if applicable)

Time Trial Format

Flexible event structure:

Events based on athlete needs
Multiple distances of same stroke
Training-focused events
Less formal structure

Updating Existing Events

When You Can Update Events

Before Athletes Are Seeded

All event details can be modified
No restrictions on changes
Full flexibility in configuration

After Athletes Are Seeded

Limited changes to avoid disrupting entries
Distance and stroke changes may invalidate entries
Gender and division changes affect athlete eligibility

After Results Are Entered

Very limited changes recommended
Only cosmetic updates (names, descriptions)
Major changes may corrupt historical data

How to Update Events

Navigate to Events → Edit Events
Find the event you want to modify
Click the edit button for that event
Make your changes and save

Safe Updates

Changes that generally don't affect seeded athletes:

Event names or descriptions
Age range adjustments (within reason)
Notes or additional information
Minor distance corrections (within same category)

Risky Updates

Changes that may affect athlete entries:

Event distance (major changes)
Stroke type
Gender category
Division requirements
Relay vs. individual designation

Event Validation and Rules

Automatic Validation

The system checks:

Required Fields: All essential information is provided
Data Consistency: Distance and stroke combinations make sense
Numbering: Event numbers are unique within the meet
Age Ranges: Minimum age is less than maximum age

Swimming Rules Compliance

Events follow standard swimming rules:

Valid Distances: Only standard competitive distances allowed
Stroke Combinations: Appropriate stroke/distance pairings
Relay Configuration: Proper relay team sizing
Gender Categories: Appropriate gender classifications

Division Compatibility

Events work with your team's division system:

Division Matching: Events can be restricted to specific divisions
Cross-Division: Events can be open to all divisions
Age Groups: Compatible with age-based divisions

Advanced Event Features

Individual Medley Events

Special configuration for IM events:

Distance Options: 100 IM, 200 IM, 400 IM
Stroke Order: Butterfly, Backstroke, Breaststroke, Freestyle
Split Tracking: Automatic split recording by stroke

Relay Event Management

Enhanced relay features:

Team Creation: Automatic relay team generation
Swimmer Assignment: Drag-and-drop athlete assignment
Order Management: Set swimming order for each leg
Seed Time Entry: Team seed time input

Distance Event Configuration

Special settings for longer events:

Split Recording: Automatic split time tracking
Pace Management: Built-in pace calculation tools
Time Standards: Integration with qualifying times

Event Integration Features

Meet Management Integration

Events integrate with:

Seeding System: Athletes can be entered into events
Lane Assignment: Events work with meet lane configuration
Timing System: Events export to timing software
Results Processing: Events structure result imports

External Software Compatibility

HyTek Meet Manager

Events export in HY3 format
Compatible with HyTek event numbering
Standard stroke and distance codes

USA Swimming Formats

Events follow USA Swimming standards
Compatible with SDIF format exports
Standard event codes and descriptions

Equipment Integration

Timing Systems

Events compatible with major timing systems
Standard event coding for electronic timing
Automatic lap counting for distance events

Troubleshooting Event Issues

Event Creation Problems

Problem: Cannot create event

Cause: Missing required information
Solution: Ensure event number, distance, stroke, and gender are specified

Problem: Event number conflicts

Cause: Duplicate event numbers
Solution: Use unique event numbers or let system auto-assign

Problem: Invalid distance/stroke combination

Cause: Non-standard event configuration
Solution: Use standard competitive distances and strokes

Event Update Issues

Problem: Cannot modify event

Cause: Athletes may be seeded in the event
Solution: Remove athlete entries before making major changes

Problem: Changes affect existing entries

Warning: Event modifications may invalidate athlete entries
Solution: Review seeded athletes after making changes

Import Problems

Problem: EV3 import fails

Cause: Invalid file format or existing data conflicts
Solution: Verify file format and clear existing events if needed

Problem: Previous meet import doesn't work

Cause: Source meet may not have events or permission issues
Solution: Verify source meet has events and you have access

Best Practices

Event Planning

Standard Formats: Use consistent event lineups when possible
Logical Ordering: Arrange events in a logical competitive sequence
Time Management: Consider event duration when planning
Athlete Limits: Balance athlete participation with meet length

Event Configuration

Consistent Naming: Use standard event names and descriptions
Proper Numbering: Follow conventional event numbering patterns
Age Appropriateness: Set reasonable age ranges for events
Division Alignment: Align events with your team's division structure

Change Management

Early Planning: Configure all events before athlete seeding begins
Impact Assessment: Consider how changes affect existing data
Communication: Inform coaches of event changes
Testing: Verify event configuration with sample entries

Documentation

Event Lists: Maintain documentation of standard event lineups
Heat Sheets: Generate heat sheets for verification
Rule Compliance: Ensure events comply with governing body rules
Format Standards: Follow established meet format conventions

Integration with Other Features

Athlete Seeding

Events become available for athlete entry after creation
Event configuration determines seeding options
Division and age settings filter eligible athletes

Results Processing

Event structure determines result organization
Event details appear on all result reports
Split tracking configuration affects result detail

Meet Export

Events are included in all meet export formats
Configuration affects timing system compatibility
Standard formats ensure proper data exchange