Meet Declarations
By default, swimmers are not automatically signed up for meets. If your swimmer plans to participate in a meet, you must declare them for each meet individually through SwimTopia.
Meet declarations must be completed by Friday at 11:59 PM before the Tuesday meet. This allows coaches time to build lineups and relays and coordinate entries with the opposing team.
Swimmers who are not declared by the deadline will not be permitted to swim in the following week’s meet.
2026 Meet Declaration Deadlines
| Meet | Declaration Deadline |
|---|---|
| Mock Meet — June 2 | Friday, May 29 at 11:59 PM |
| June 9 @ Kildaire Farms | Friday, June 5 at 11:59 PM |
| June 16 (Home) | Friday, June 12 at 11:59 PM |
| June 23 (Home) | Friday, June 19 at 11:59 PM |
| June 30 @ Bentwinds | Friday, June 26 at 11:59 PM |
| July 7 (Home) | Friday, July 3 at 11:59 PM |
| July 14 @ Carpenter Village | Friday, July 10 at 11:59 PM |
Optional Meets
- Cary City Meet registration will open in mid-June. Cost will be $6 per individual event.
- TSA Championship Meet registration will be coordinated separately by the Head Coach in early July. Cost will be $6 per individual event.
How to Declare for a Meet
Meet declarations are completed on the SwimTopia schedule page: Swim Meet Schedule & Declarations
For each meet:
- Click the green MEET ENTRY button
- Click Edit under your swimmer’s name
- Select one of the following:
- Attending this meet
- Not attending this meet
(Please avoid leaving swimmers as “undeclared.”)
Relay Availability Options
Next, indicate your swimmer’s relay availability:
- Available for all relays
- Arriving late (not available for medley relays)
- Leaving early (not available for freestyle relays)
- Not available for relays
Swimming Up for Relays
To create additional relay opportunities, swimmers may occasionally be moved up to older age groups for relays.
Example: A 7–8 swimmer may swim with the 9–10 relay team if additional swimmers are needed.
If you do not want your swimmer to swim up for relays, check the box:
“Please do not enter in relays for older age-groups”
Notes to Coaches
Families may also leave notes for the coaching staff if there is anything important they should know.
Be sure to click Save to record your selections.
If Your Plans Change
If your swimmer is declared for a meet but later becomes unavailable due to illness or another issue, please notify the Head Coach as soon as possible.
The earlier we know, the easier it is to rebuild relays and update lineups.
Please do not “no show” to meets. Last-minute lineup changes create significant paperwork and can delay the start of the meet.
Swimmers who repeatedly commit to meets and then fail to attend may lose meet participation privileges.
Meet Day Check-In Deadline
All swimmers must check in by 5:30 PM on meet nights unless the coaching staff has been notified beforehand.
The Head Coach will check email at 5:30 PM. Any swimmer who has not checked in — and has not communicated with the coaches before 5:30 PM — will be scratched from the meet and will not be permitted to swim that evening.
Once a swimmer has been scratched from the meet, they cannot be re-entered.
Meet Sign Up Instructions (Volunteers)
The job signup deadline for each meet is the same as the meet declaration deadline. Please see the table above for deadlines.
Instructions for Volunteer Sign Ups:
Volunteer signups are also done through the schedule page. https://parkvillage.swimtopia.com/swim_meets/
For EACH meet:
- Click the green JOB SIGNUP button.
- Click Sign up for jobs
- Check the box next to your desired job
- Click Save Assignments
