Swansea University, Swansea University Track and The Wales National Pool

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1 EVENT DETAILS Location: Swansea University, Swansea University Track and The Wales National Pool Festival Dates: Tuesday 30 th June Friday 3 rd July 2015 Full Itinerary: Tuesday 30 th June 2.30pm 5.30pm 6.30pm 7.30pm 7.45pm 9.30pm Wednesday 1 st July 8.00am 9.00am Athletics Competition 9.00am 9.45am 10.00am 2.30pm 6.30pm 9.30pm Thursday 2nd July 8.00am 9.00am Swimming Competition 9.00am 9.45am 10.00am 3.00pm 6.30pm 9.30pm Thursday 3 rd July 8.00am 9.00am Return Forms and payment to:- Cheques made payable to:- Guests arrive and check in Evening Meal at Fulton House Bowling at Parc Tawe Breakfast at Fulton House Registration University Track Athletics Competition 360 Centre, Buffet, Beach Activities, Live Music Bikeability Breakfast at Fulton House Registration Wales National Pool ( poolside) Swimming Competition Evening Meal and Entertainment at JC s Bar Swansea University Breakfast at Fulton House Special Events Emma Davies, Room 152 The Guildhall, Swansea SA1 4PE Swansea Special Festival Closing Date:- 5 th June 2015 (estimated accommodation numbers required by 10 th April) 1

2 EVENT BACKGROUND The Swansea Special Festival is a four day event including sporting competitions and fun social evenings for people with learning difficulties. The event is organised by the Events Team of the City and County of Swansea and assisted by an independent committee. We give a warm welcome to the groups that have attended for many years (some from the start 35 years ago!) and hope to off the same warm welcome to new participants of The Swansea Special Festival. The event organisers are assisted by a dedicated team of volunteers who return year after year, they steward the event, provide technical knowledge and always offer assistance in a friendly and supportive manner. The athletics and swimming competitions have grown each year with participants from junior and adult social groups plus primary and secondary schools children, there are competitions to suit all ages and abilities. This year we are proud to work in partnership with the Sports Development team and the Swansea sports young ambassadors, many of whom volunteer for sporting events around the UK. As well as the competitive side, we place great emphasis on the social and fun aspects of the Festival. This year includes 10 pin bowling, an evening at the 360 centre on Swansea Bay which includes beach sports; boccia, bikeability followed by a delicious buffet, plus a live music evening with the very entertaining Blues Brothers tribute act. We would like to encourage all those who attend events during the day to come along and join in the evening events to socialise and talk about their day of competitions. You can attend as many of the events as you would like. The University acts as an excellent base for all those who wish to stay for the duration of the event. It is located overlooking Swansea Bay and is adjacent to the beautiful surroundings of Singleton Park. All accommodation and meals are provided at a reasonable rate. The Festival prides itself on catering for all tastes and most importantly all abilities. We do hope you will be able to join us for this memorable event. From the Special Events team and Swansea Special Festival Committee 2

3 TEAM REPRESENTATIVE INFORMATION 1. The competitive events are open to anyone with a learning disability: physical, sensory or intellectual. 2. The social evenings are open to all entrants, parents, carers, support staff and teaching staff. 3. All rulings will be relaxed during the lower ability events 4. Competitors are restricted to the following number of entries per competitor:- (a) Athletics - 2 track, 1 field event and relay OR 2 field, 1 track and relay. (b) Swimming Gala - maximum 3 events plus relay per competitor. 5. No responsibility can be accepted by the organisers for any loss, injury, or medical condition resulting from participation in the Festival by competitors or spectators. 6. All individual events will be seeded according to predicted time, age and gender, this gives the competitor the opportunity for competitors to gain fast times. 7. On occasions events will be combined depending on the number of entries. 8. Team representatives must present themselves to the registration table between 9 and 9.30am. 9. It is the responsibility of the team representatives to be at the starting line for their race. 10. All races are time recorded. Results and presentations will be announced soon after the individual event. 11. No Refunds will be given if withdrawal occurs one month prior to the event. 12. Late entries will be given due consideration at the discretion of the organiser. 13. The pool and athletic track have vending machines and a café but it is advised that all competitors and team supervisors bring their own food and drinks. 14. The smooth running of the events during the Festival is entirely dependent upon the co-operation of Team Representative and their assistants. To ensure that we keep within the estimated time, the importance for the need for Team Representatives to have competitors in position for their events and to bring medals winners to the podium for presentations must be appreciated. 15. The responsibility for awareness of the timings in the programme must be with Team Representatives. Events cannot be held up in order to wait for competitors. 16. All competitors will receive certificates and the first three places in each heat will receive gold, silver and bronze medals respectively, in recognition of their achievements. Where possible the presentations will be held immediately after the individual competition. 17. For the sports events, team cards and safety pins will be issued on the day. The representatives should collect and distribute them to their competitors on registration. Please ensure that the name cards are properly fixed to the competitor s chest by at least two pins, in such a way as to prevent the card from turning up or over during the events. 18. There will be adequate first aid provision at each event. N.B. As the Festival prides itself on catering for all abilities, there is always a relaxed and friendly atmosphere at all the event and activities. 3

4 19. Photo Policy Consent form for the use of Photography The City and County of Swansea recognises the need to ensure the welfare and safety of all young people in its events. In accordance with the Disability Sport Wales child protection policy, we will NOT permit photographs, video or other images of young people without the consent of the parent/guardian/teacher/carer. There will be photography throughout the day. Any photographs taken may be used in the promotion of Disability Sport Wales, and the Swansea Special Festival event through publications, newsletters etc. Please sign and return: I authorise consent for my child.. to be photographed at any time whilst involved at the Swansea Special Festival event. I do not authorise consent for my child to be photographed at any time whilst involved at the Swansea Special Festival event. I will collect a coloured wristband for my child/dependant from the information desk which will indicate that they are not to be photographed. Name of parent/guardian:... Signed:.... 4

5 INFORMATION FOR GROUPS STAYING THE 4 DAYS 1. Accommodation is available at the Swansea University Campus in the halls of residence; these are situated close to Fulton House where meals are served. 2. Wheelchair access rooms are available on request 3. En suite rooms are available or rooms where there is 1 bathroom to two rooms with a shared kitchen area for your group 4. Three meals are provided each day, breakfast, packed lunch and an evening meal. 5. All sporting and evening entertainment activities are included in the price. 6. All clients with special diet requirements can be catered for 7. The price does not include transport to and from each venue 8. Full directions will be given at least 2 weeks prior to the event 9. There are a few hours of free time on each day where your groups will have time to explore the surrounding areas such as Swansea Bay, further details of activities and places of interest can be found on 5

6 INFORMATION FOR THE ATHLETICS EVENT WEDNESDAY 1st JULY A.M. TO 3.00 P.M. This event will take place at SWANSEA UNIVERSITY TRACK, directions will be sent out with the programme Changing accommodation will be available TRACK EVENTS 50 m, 100 m, 200 m, 100 m wheelchair race. 1. The events are held on an artificial track. 2. The start shall be by a whistle. 3. In the event of a false start, there will be a long blast on the whistle to recall to line. 4. Each runner must keep to his/her lane from start to finish and may not interfere, obstruct or impede the progress of another runner. Any infringement by a competitor may lead to disqualification. 5. No track events shall comprise of less than three competitors or more than eight. Should there be more entries for a particular event, the competitors will be shared as evenly as possible over two or more events. 6. Each heat shall be regarded as a final and awards made accordingly. RELAY EVENTS 1. A coloured baton will be carried for the identification of the team. Relay races will be 4 x 50 metres, 4 x 100 metres around the standard 400 m track LONG JUMP 1. Each Competitor shall have 3 attempts. 2. For a valid jump the foot must not be forward of the front edge of the take off board. 3. Measurement will be made from the front edge of the board to the nearest mark in the sand made by any part of the Competitor. DISTANCE JAVELIN 1. Each Competitor shall have 3 attempts. 2. Weights of javelins to be used: Female competitors 17 years and over 600g. Male competitors 17 years and over 800g. Competitors under 17 years under 600g. 6

7 3. The javelin must be held at the grip with one hand only. 4. It must be held so that the little finger is nearest the point. 5. It must be thrown over the upper part of the shoulder or throwing arm. 6. At no time after preparing to throw, and until after the javelin is released, is the thrower permitted to turn so that his back is towards the landing area. 7. A throw is invalidated if the tip of the metal head does not strike the ground before the remainder of the shaft when landing. 8. A competitor must not cross or step on the throwing line during or after the throw. 9. The javelin must land within the sector lines. SHOT Each competitor shall have 3 attempts. To achieve a valid throw the competitor must: 1. Use one hand only. 2. Make the attempt from behind the arc or board. 3. The shot must fall within the sector lines. 4. Weights of shot to be used: - Female competitors and competitors under 17 years - 4kg. Male competitors 17 years and over 7.26kg. SOFT BALL Held for the lower ability competitor. 1. Each competitor shall have three attempts at throwing a tennis ball (or equivalent). 2. Make the attempt from behind a line. STANDING LONG JUMP 1. This event is for low ability competitors only. 2. Each competitor shall have 3 attempts. 3. For a valid jump competitors must jump from a standing position at the edge of the sand pit or measuring mat. DRAGON SPORTS EQUIPMENT This equipment is available for our younger or lesser able competitors. All rulings are relaxed during the lower ability events. 7

8 INFORMATION FOR THE SWIMMING COMPETITION THURSDAY 2ND JULY A.M. TO 2.00 P.M. 1. The swimming competition will take place at The WALES NATIONAL POOL, directions will be sent out with the programme 2. Changing accommodation and lockers will be available 3. The float and assisted races will take place in the training pool at the start of the competition. 4. Competitors will be marshalled at both ends of the pool prior to each event. 5. The start may be either from in the water or by diving. 6. The start will be controlled by whistle in the event. 7. A second long whistle will signify a false start. 8. Breaststroke and backstroke action and turns will be as WASA definition. 9. The freestyle event will not be judged as strictly, to enable more swimmers to participate in this event. 10. The pool depth will be a maximum of 2m, minimum of 1.2m metres N.B. All rulings will be relaxed during the lower ability events. MEDAL PRESENTATIONS All track presentations will take place within 5 minutes of each race ending. This year we will not be presenting field event medals on the day, these can be collected by the team representative at the end of the day or alternatively these will be sent out to the school/group if you need to leave for transport reasons. 8

9 INFORMATION FOR THE EVENING ACTIVITIES Tuesday 30 th June BOWLING EVENING AT SWANSEA MEGABOWL 6.30pm Evening meal for visitors staying at University at Fulton House 7.45pm Arrival at Megabowl, Parc Tawe 9.30pm Approximate Event End To attend the bowling competition, the individual cost would be 7.00 per person to cover 2 games of bowling. Wednesday 1 st July 360 Watersports Centre on Swansea Bay 6.00pm 6.30pm 8.30pm 8.00pm 9.30pm Arrival Beach Sport Activities; Bikeability, Boccia BBQ and Bar at the 360 centre It is FREE To attend and participate in the beach, bikeability and boccia activities, if you would like to book the BBQ meal at the 360 centre the individual cost is 8.50 per person. Thursday 2 nd July LIVE MUSIC EVENING/SHOW 6.30pm 7.30pm 10.30pm Evening meal for Visitors staying at University at Fulton House Disco and Blues Brothers at the Fulton House Bar, Swansea University Fancy Dress Optional, prize for the best approximate event end It is FREE to attend the disco and Blues Brothers evening if you would like the dinner in advance the individual cost would be each. 9

10 ENTRY FORMS 10

11 4 DAY VISIT ACCOMMODATION, MEALS AND ALL INCLUSIVE ACTIVITIES FOR THE FESTIVAL PER PERSON Tuesday 30 th June Wednesday 1 st July Thursday 2nd July. Friday 3 rd July Evening meal, accommodation and entertainment Breakfast, competitor entry fees, packed lunch, accommodation, evening meal and entertainment Breakfast, competitor entry fees, packed lunch, accommodation, evening meal and entertainment Breakfast Establishment Name Contact Name Mobile Contact Number address Number of Wheelchair Users Accommodation Requests Dietary Requirements NUMBER OF COMPETITORS NUMBER OF STAFF NUMBER OF FEMALES NUMBER OF MALES COST TOTAL 11

12 4 DAY VISIT - ACCOMMODATION NOMINAL ROLE NAME STAFF OR PARTICIPANT DIETARY REQUIREMENTS ROOM REQUIREMENTS 12

13 ATHLETICS TRACK EVENTS Athletics Entry Fee per competitor, 35 per team (allows up to 15 competitors) Establishment Name Name of Male Competitors DOB 50m 100m 200m 100m wheelchair race (WHEN CHOOSING AN EVENT INDICATE THE STANDARD OF THE COMPETITOR BY PLACING A, B, C, D OR E IN THE COLUMNS WHERE A IS VERY FAST AND E IS VERY SLOW TO HELP US IN PROVIDING A FAIR COMPETITION PLEASE ALSO ADD IN THE PREDICTED TIME IF KNOWN) 13

14 ATHLETICS TRACK EVENTS Establishment Name Contact Name address Name of Female Competitors Contact Number Mobile Contact DOB 50m 100m 200m 100m wheelchair race (WHEN CHOOSING AN EVENT INDICATE THE STANDARD OF THE COMPETITOR BY PLACING A, B, C, D OR E IN THE COLUMNS WHERE A IS VERY FAST AND E IS VERY SLOW TO HELP US IN OFFERING A FAIR COMPETITION PLEASE ALSO ADD IN THE PREDICTED TIME IF KNOWN 14

15 ATHLETICS TRACK EVENTS 4 X 50m Team Relay Male Names 4 x 50m Team Relay Female Names 4 x 100m Team Relay Male Names 4 x 100m Team Relay Female Names 4 x 200m Team Relay Male Names 4 x 200m Team Relay Female Names

16 ATHLETICS FIELD EVENTS Establishment Name Please tick here if you would like to use Dragon Sports equipment ( foam materials) Name of Male Competitors D.O.B. Shot Javelin Soft Ball Long Jump (WHEN CHOOSING AN EVENT INDICATE THE STANDARD OF THE COMPETITOR BY PLACING A, B, C, D OR E IN THE COLUMNS TO HELP US IN OFFERING A FAIR COMPETITION PLEASE ALSO ADD IN THE PREDICTED DISTANCE IF KNOWN) 16

17 ATHLETICS FIELD EVENTS Establishment Name Please tick here if you would like to use Dragon Sports equipment (foam materials) Name of Female Competitors DOB Shot Javelin Soft Ball Long Jump (WHEN CHOOSING AN EVENT INDICATE THE STANDARD OF THE COMPETITOR BY PLACING A, B, C, D OR E IN THE COLUMNS TO HELP US IN OFFERING A FAIR COMPETITION PLEASE ALSO ADD IN THE PREDICTED DISTANCE IF KNOWN) 17

18 SWIMMING ENTRY FORM 3.50 per competitor, 35 per team, allows up to 15 competitors per team Establishment Name FEMALE COMPETITORS D.O.B. FS 25m FS 50m BFLY 25m BFLY 50m BK S 25m BK S 50m BS 25m FS = Freestyle, BFLY = Butterfly, BK S = Backstroke, BS = Breast Stroke BS 50m Float Entry Name 25m unassisted 25m assisted (WHEN CHOOSING AN EVENT INDICATE THE STANDARD OF THE COMPETITOR BY PLACING A, B, C, D OR E IN THE COLUMNS WHERE A IS VERY FAST AND E IS VERY SLOW TO HELP US IN OFFERING A FAIR COMPETITION PLEASE ALSO ADD IN THE PREDICTED TIME IF KNOWN) 18

19 SWIMMING ENTRY FORM Establishment Name FEMALE COMPETITORS D.O.B. FS 25m FS 50m BFLY 25m BFLY 50m BK S 25m BK S 50m BS 25m FS = Freestyle, BFLY = Butterfly, BK S = Backstroke, BS = Breast Stroke BS 50m Float Entry Name 9.5m unassisted 9.5m assisted (WHEN CHOOSING AN EVENT INDICATE THE STANDARD OF THE COMPETITOR BY PLACING A, B, C, D OR E IN THE COLUMNS WHERE A IS VERY FAST AND E IS VERY SLOW TO HELP US IN OFFERING A FAIR COMPETITION PLEASE ALSO ADD IN THE PREDICTED TIME IF KNOWN) 19

20 SWIMMING RELAY ENTRY FORM 4 X 25m Team Relay Male Names 4 x 25m Team Relay Female Names 4 x 50m Team Relay Male Names 4 x 50m Team Relay Female Names

21 COMPETITOR MEDICAL DETAILS ALL INFORMATION IS HELD IN STRICTEST CONFIDENCE TO BE COMPLETED BY PARENT / GUARDIAN / CARER / TEAM MANAGER NAME MALE/FEMALE DATE OF BIRTH ADDRESS NEXT OF KIN NAME AND CONTACT DETAILS HOME TEL NO MOBILE TEL NO DOCTORS NAME DOCTORS ADDRESS DOCTORS TEL NO PLEASE INDICATE IF THE ABOVE PERSON SUFFERS FROM ASTHMA YES / NO HEART TROUBLE YES / NO DIABETES YES / NO EPILEPSY/SEIZURES YES / NO ALLERGIES YES / NO BLINDNESS/ VISUAL PROBLEMS YES / NO HEARING LOSS/ HEARING AID YES / NO PLEASE SPECIFY ANY CURRENT MEDICAL TREATMENT / MEDICINE OR DRUGS THAT THE ABOVE PERSON IS CURRENTLY PRESCRIBED IMMUNIZATIONS UP TO DATE YES/NO PLEASE TELL US OF ANY OTHER MEDICAL CONDITIONS WHICH DO NOT REQUIRE MEDICATION I hereby consent for the above named person to take part in activities at Swansea Special Festival and agree that medical treatment can be carried out in case of emergency. SIGNED STATUS OF SIGNATORY DATE 21

22 APPLICATION FORM FRONT SUMMARY SHEET Establishment Name Address Contact Name Telephone Number Mobile Number ( during event) No of 4 day 167 each = No of Individual Entrants 3.50 each = athletics and swimming Athletics Team Entry 35 = Number in group. Swimming Team Entry 35 = Number in Group Bowling 7.00 = Number in group BBQ 8.50 = Beach and sport activities Number in group.. Free Meal for the Live Music = Blues Brothers and Live Music Number in group Free Payment Method Cheque/ Cash/ Invoice If you require an invoice please insert address and contact details if different from above I hereby grant permission for the members of my group/school/organisation to participate in the Swansea Special Festival, recreation programme and physical activity programs. Signature of Parent, Teacher, Guardian Please Print Name Forms to be returned to: Special Events, Room 152, The Guildhall, Swansea, SA1 4PE address Tel:

23 CHECKLIST Give estimated accommodation numbers and requirements by 10 th April 2015 Send forms in by the closing date 5 th June 2015 Medical forms for each competitor Summary Entry Sheet Individual Event Entry Sheets Payment or Invoice Details Signed Forms 23

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