Meet Info Pack COSC Distance Meet October 22 nd 2016 Leys Leisure Pool, Oxford.

Transcription

1 This Event is designated by the ASA for entry into Regional and County Championships Affiliated to A.S.A. South East Region License Number 3SE Meet Info Pack COSC Distance Meet October 22 nd 2016 Leys Leisure Pool, Oxford. Closing date for entries : 1st October 2016

2 City of Oxford ASA Distance Meet October 22nd Meet Information and conditions This Meet is a Level 3 Open Competition as defined in ASA and accords to the criteria required and is held under ASA Law and ASA Technical Rules of Racing and the following: 1) Location Leys Leisure Pool, Oxford 2) License Number 3SE ) City of Oxford Swimming Club is affiliated to the ASA South East Region and Oxon & North Bucks Counties ASA. 4) Event is "licensed" by the ASA for entry into Regional and County Championships and accords to the criteria as required by the license level. 5) The Pool - 8 lane, 25 metre, constant depth, deck level pool, anti-turbulence ropes. 6) Age - Age as on last day of meet, 7) Awards Age groups will be 10,11,12,13,14,15, & 16+. Points will be awarded to COSC swimmers for places 1-6 and added to club champs scores towards top boy/girl. COSC Swimmers will receive any awards at the presentation evening in December. 8) Events & Timings - per enclosed Programme of Events and Provisional Timings 9) Entry Times This is a first come first served meet. 10) Entry via Sports-sys - file available from: website 11) Closing Date for Entries 8pm 1 st October No late entries will be accepted after this date, without exception, and if the meet becomes fully subscribed the last entries received will be the first to be rejected, with full re-imbursment. 12) Entries - All entries should be sent to the Entry Manager: external.fixtures@gmail.com 13) If the information required on the entry form is not given fully or is found to be materially incorrect, irrespective of any previous acceptance of entry, the Promoter may at his discretion reject the entry. 14) Accepted Entries - will be posted on the City of Oxford Website It is the responsibility of the club representative to check the entries for any errors in names, ages, times etc and to notify the Promoter of any such errors. Failure to do so may result in swimmers being excluded from events. 15) Event Entry Fees all events 6.50 per event 16) Manual Entry Surcharge all manual entries (entries not submitted within a Sports-sys compatible data file), both paper based sent by post and forms completed and sent by will attract an additional administration fee of 5.00 per entry. 17) Electronic Bank Transfer Barclays Bank. Sort Code: Account number: ref: Distance 18) Poolside Passes - One required for each Coach/Team Manager who will be poolside. Various pass options are available - cost of passes is shown on Summary of Entries sheet. Includes entrance, poolside access, programme/s, heat sheets, poolside refreshments, and food where the appropriate pass is purchased. It is the responsibility of attending clubs to ensure that poolside passes are only issued to people who are members of the ASA and have an up to date CRB. 19) This is a cardless competition and an active withdrawal system will be in operation. The Head Coach / Team Manager is expected to submit withdrawal forms for swimmers who are not intending to swim NO LATER THAN 15 MINUTES BEFORE THE START OF WARM-UP for that particular session. Withdrawal forms will be provided in advance of the competition. The inclusion of an incorrectly withdrawn entry will be at the sole discretion of the Promoter, subject to spare lanes being available in the first 2 heats and will be allocated on a first come first served basis 20) All swimmers must be under the direct supervision of the Club Coaches or pool side designated Club Official (who must be in possession of a poolside pass which must be visibly worn at all times), during warm up, in competition and whilst in the vicinity of the pool and whilst in the pool building. In the absence of a Club Official this responsibility then resides with the parent/carer. This responsibility applies especially to periods of non-competition or between sessions. 21) It is the responsibility of competitors, coaches and clubs to ensure that all swimmers are competent to the standard of the ASA Competitive Start Award. 22) Swimmers are to report to the marshalling area one event prior to their own. 23) There will be no finals, and all heats in each event will be seeded accordingly. 24) The electronic timing display results are only provisional and may be over ruled by the Referee. 25) The Learner Pool is strictly out of bounds to all swimmers during the course of the weekend. 26) Swim down facilities cannot be provided at this meet. 27) The ASA and their Open Meet Licensing Boards do not look favourably on any Open Meet that can not provide the appropriate number of licensed and qualified officials to ensure the competition meets the license requirements. The ultimate sanction could be that the meet would be downgraded to a lower license level and the times recorded by swimmers would not be allowed into rankings as at that date/level. For this reason we request that each club seeks to provide as many Licensed Officials or Judge Level 1 candidates (qualified as Timekeepers), as possible, to cover ALL sessions fully. Clearly, if visiting clubs cannot assist with the provision of licensed officials or appropriately qualified Judge Level 1 candidates, then the club cannot guarantee the license level required by the ASA SER Licensing Board. 28) Bags - large swimming bags will not be allowed on poolside - please bring a small poolside bag. Lockers are available to leave belongings (a 1 coin, which is returnable, is required). 29) Changing - please note, as this venue is a Leisure Centre the changing facilities are open to the general public during the Meet. 30) Cafeteria - area will be open during Meet. 31) Mobile Phones/Tablets: Swimmers, parents and coaches are reminded that the taking of photographs and/or filming using mobile phones or tablets is not permitted inside the pool environs and changing areas. This policy is actively enforced and all visitors are asked to comply. 32) Swimmers must wear suitable clothing and footwear on poolside and when moving around Leys Leisure pool. Swimmers wearing wet clothing are NOT allowed in the spectator seating area. 33) The Promoter, referee and Fusion Management reserves the right to remove any person from the pool area whose behaviour is either against the pool rules, Promoter's conditions or the efficient running of the Meet. 34) By submitting entries, consent is thereby given, as required under the Data Protection Act 1984, to the holding of personal information on a computer. Personal Data, including submitted and recorded times, may be made public during the Meet. 35) Swimmers holding a Certificate of Swimming Disability, signed by the ASA Medical Officer or a Functional Ability Card must submit this to the Referee via the Promoter at the beginning of the session in which they intend to swim. 36) Failure to comply with any of the above may result in the Competitor's entry into this Meet being withdrawn. 37) The Promoter reserves the right to address matters arising on the day where prior approval is not possible, to ensure the smooth running of the meet. 38) The Promoter reserves the right to nominate a representative who will be present at the meet, known as MEET MANAGER. 39) Promoter on behalf of City of Oxford Swimming Club: Julie Bryan Fixtures Secretary

3 City of Oxford ASA Distance Meet October 22nd 2016 Meet Programme of Events & Provisional Timings The following Warm Up and Session times are provisional. Session timings will be finalised once all entries have been processed, and swimmers/clubs will be notified accordingly. Programme of Events All events are heat declared winners. All times are approximate. SATURDAY 22nd October 2016 Session Event Distance m Session 1 1 Female 800m Free W-up 11 am Start 11:30 tbc Estimated finish TBC Session 2 W-up 2:30pm Start 3pm tbc Estimated finish TBC 2 Male 400m IM Break 3 Female 400m IM 4 Male 1500m Free Please refer to our website at for further information OXFORD Level 3 OPEN MEET 2016

4 City of Oxford ASA Distance Meet October 22nd 2016 City of Oxford Swimming Club Member Entries Check with your coach which events you should enter. with swimmers name, gender, ASA number, events you wish to enter and proof of payment. You do not need to include swim times. Payment of 6.50 per event entered should be transferred to Barclays Bank. Sort Code: , account number: at the time of entry. Please add a reference to your payment of DISTANCE, Childs ASA number and surname. ENTRIES WILL ONLY BE ACCEPTED WITH PROOF OF PAYMENT. External Clubs To enter you will need to: Collect and collate your clubs entries into a SportsSystems entry file (available for free download from and select entry manager). Complete the Club summary form (at the end of this pack). Complete the Meet Officials form (at the end of this pack). Transfer payment to Barclays Bank, sort code , account no , reference your club name and DISTANCE and obtain proof of payment. your Club summary, meet officials form, SportsSys file, and proof of payment to external.fixtures@gmail.com (if your club do not pay by bank transfer you should all files as above and then print out a club summary and send with a cheque to : YVETTE McNAMARA (COSC), Springfields, Pangbourne Hill, Pangbourne, Berkshire, RG8 7AS

5 Please refer to our website at for further information OXFORD Level 3 OPEN MEET 2016 City of Oxford Distance meet 22nd October Summary of Entries Club: Swimmers:- Female Entries Males Entries Coaches & Team Managers:- All sessions Poolside Pass with food No. No per 6.50 per 15 per pass Manual Entry Surcharge (applicable if entry is not submitted in a Sportsys 5 per swimmer Totals Payment by Bank Transfer (insert transfer date) Name of person submitting the entry (insert name) I hereby certify that I have read & understood the Promoters Conditions (please sign) - Telephone:- electronic entries to:- external.fixtures@gmail.com CLOSING DATE:- 1st October 2016

6 The ASA and their Open Meet Licensing Boards do not look favourably on any Open Meet that cannot provide the appropriate number of licensed and qualified officials to ensure the competition meets the license requirements. The ultimate sanction could be that the meet would be downgraded to a lower license level and the times recorded by swimmers would not be allowed into rankings as at that date/level. For this reason we request that each club seeks to provide as many Licensed Officials or Judge Level 1 candidates (qualified as Timekeepers), as possible, to cover ALL sessions fully. Clearly, if visiting clubs cannot assist with the provision of licensed officials or appropriately qualified Judge Level 1 candidates, then the club cannot guarantee the license level required by the ASA SER Licensing Board. Club:... Name:... Judge Level:... Address: Telephone: Name:... Judge Level:... Address: Telephone: Please copy form to send details of additional officials. Or Karen Underwood at swimunderwood@yahoo.co.uk