Upcoming meetsThe withdrawal cut-off time for the next session
Boudicca Level 3 LC 2024Saturday 22 Jun 2024 at 08:30
CoStA Summer Open Meet 2024Saturday 22 Jun 2024 at 12:25
Chase Roebuck Summer Open Meet 2024Friday 28 Jun 2024 at 12:00
SE Norfolk County Challenge 2024Saturday 29 Jun 2024 at 14:30
Maidstone Summer Development Meet 2024Sunday 30 Jun 2024 at 08:35
Bromley Junior Meet 2024Sunday 30 Jun 2024 at 16:00
Cambridge Jeanne Barker Open 2024Saturday 06 Jul 2024 at 12:10
Bromley Club Champs 2024Sunday 07 Jul 2024 at 11:00

Host club

  • Before the meet
    • An admin link is created and you can see and withdraw all swimmers at the meet.
    • Update each session with the "cut-off" time for withdrawals.
    • Add your refund policy for the meet.
    • Click to email clubs their withdrawal link that only has their swimmers.
    • Copy and paste the withdrawal link QR codes to the coaches' packs.
    • The withdrawals will roll in and when convenient you can see and withdraw the swimmers from your meet software (e.g. Sports Systems or HyTek) and mark the withdrawal as processed.
  • At the meet
    • After the "cut-off" time for the session the AOE team have a report of the remaining withdrawals to make before seeding the heats.
  • After the meet
    • There is an Excel download of any refund requests.
    • An audit trace of when the withdrawals were requested and actioned.

Visiting clubs

  • Before the meet
    • Your gala entry team will be emailed a link to withdraw your swimmers.
  • At the meet
    • Your coach meet pack will have a club specific QR code for your coach and team manager to scan and withdraw your swimmers.


Administrator login

Use this software for your own meets

Create an account for your own organisation



Swimmer withdrawals

The swimmer withdrawals is a central place to store and process all the withdrawals.

Clubs get their own link to withdraw and see their swimmers.

The host can withdraw any swimmer.

In the lead up to the meet the promoter / host club can see all the withdrawals from the clubs. They can take them out of the Meet Software (e.g. SportsSystems or HyTek) and mark the withdrawals as processed.

Withdrawals can continue to be made at the meet up to the cut-off point for the session by coaches and team managers using their phones.

When seeding the heats the AOE operators have an ordered list of the remaining withdrawals.

There is a audit trace of when the withdrawals were requested and actioned.

An option to allow and maintain refund requests.

Saves time ---- Reduces errors ---- Less empty lanes .


Kent County ASA

I do love this system it is saving me so much time 😀

Kent County Meet Promoter

West Norfolk Swim Club

Love using Swim-Meet for the withdrawals - so much less stressful at the start of each session!
It’s a fabulous programme!

West Norfolk Swim Club

City of Norwich Swim Club

Having held the first L3 gala in the East Region - still under COVID restrictions - withdrawals suddenly became something we didn’t have to worry about as coaches and team managers were able to do everything remotely. This meant that there were fewer empty lanes, timely printouts for officials, and supported us in running a slick and socially distanced meet. The responsive nature of the Swim-Meet team also meant we could enjoy improvements as we went along.
Definitely plan on using the system again!

City of Norwich Swim Club Meet Promoter