Affiliated to South East Region & Oxon & North Bucks ASA

WITNEY & DISTRICT SWIMMING CLUB

Affiliated to South East Region & Oxon & North Bucks ASA

LEVEL 4 INVITATIONAL DISTANCE MEET - Sunday 12th November 2017

Licence No:

To be held at Windrush Leisure Centre – Witan Way – Witney

Invited Clubs: Hillingdon, Wantage, Oxford, Henley, Thame and Witney& 4 Shires

RULES AND CONDITIONS

Introduction

The objective of this meet is to adhere to the British Swimming philosophy of providing competition for all and to meet the mission statement "Every swimmer has the opportunity to swim in appropriate, quality competition to enable them to achieve their true potential". This meeting will be held under ASA Laws and Regulations and ASA Technical Rules of Racing.

Swimming/Spectator Area

For the purpose of this meet, Team Managers will be responsible for the conduct of their swimmers. It is therefore expected that Team Managers will remain with their swimmers at all times.

The following requirements should be brought to the attention of competitors, team staff and spectators. Swimmers area will be situated around the small pool/shallow end of the main pool. Only small bags maybe brought poolside due to limited space. Entry to the swimmers’ area is through the changing village and onto poolside. Entry to the spectators’ seating area is via the main entrance with limited seating poolside and in the upstairs viewing area.

It should be noted that no-one will be permitted into the changing village, poolside or swimming/spectator seating area until the Promoters and/or Meet Referee are satisfied that Health and Safety Rules have been met in full.

Parking

Parking at W&DSC’s pool at the Windrush Leisure Centre is limited. If you are unable to park at the Windrush Leisure Centre, please DO NOT park on the double yellow lines or block the car park. Alternative parking is available within a 2 minute walking distance at the Woolgate Shopping Centre, Witney.

Data Protection All data relating to the entry and results processing will be held on computer using Hy-Tek Meet Manager system software. Results of the meet will be sent to the ASA within 5 working days for the purposes of ranking. Swimmer entries will be managed on a computer. By submitting entries, consent is thereby given, as required by the Data Protection Act 1998, to the holding of personal information on computer. Personal data will be available for inspection during the meet upon request.

Photography

In accordance with ASA Wavepower Child Safeguarding Policies and Procedures any parents or carers of swimmer under the age of 18 who wish to take photographic or video images are requested to focus on their own child as much as reasonably possible and to avoid including other children in those images, particularly if those images are being shared with family and friends through social media platforms. We request that all photographs for publication must observe generally accepted standards of decency. All attendees, including swimmers, spectators, coaches, parents, helpers and officials are required to follow the guidelines and are requested not to obstruct swimmers, coaches or officials on poolside. The use of mobile phones with camera facility in the changing village IS NOT PERMITTED.

Entries

All team entries are required to be submitted electronically using the Hy-Tek Team Manager software, or TM Lite software. The file will be exported to you on confirmation of your intention to attend. W&DSC DO NOT accept any responsibility for HyTek files entered incorrectly and will not make any changes to times or events entered by error. Please be aware that any swimmer’s details entered incomplete or incorrectly on the HyTek file will prevent their times being updated by rankings. Clubs/swimmers will receive a printout of club/swimmer entries. Please ensure you check this for accuracy. All competitors must sign an entry form confirming the details required by ASA Law 407.2.1.

The closing date for entries is Monday 16th October 2017 at midnight. All swimmers wishing to enter this meet must be registered with the ASA as category two members and age will be as at date of Open Meet – 12thNovember 2017 (Minimum age - 10 years on date of event).

The promoters reserve the right to limit the number of entries in any event if necessary.

Swimmers in an event will be seeded on submitted times irrespective of age group.

Swimmers may enter on N/T, however, swimmers must check with coaches that they can

complete the distance in a reasonable time.

No entries will be accepted after the closing date. Refunds will be given to Hy-Tek Meet Manager rejected entries or due to medical reasons with a doctor’s note only (within 1 week of the event) and not to invalid or incorrect entries, or if you withdraw after the closing date. The organisers' decision is final.

Events - The races are: Girls 800m Frontcrawl and Boys 1500m Frontcrawl. All are Heat

Declared Winners. Manual timing will be used.

Payment

Entry Fee.Cost per individual entry is £7.50per event. Block Payment is preferred by bank transfer toWDSCand should be referenced:

‘Your clubnameDM2017’

Lloyds Bank

Witney & District Swimming Club

SortCode:30-99-78 AccountNumber: 01218682

If paying by cheque, 1 CLUB CHEQUE ONLY PLEASE. If you wish to pay by cheque please add £1 to cover bank charges and make payable to “W&DSC”. Please write your bank reference on your entry form.

Pool

The competition pool is a 6 lane 25m pool with a water depth of 2m at the deep end reducing to 1m at the shallow end. Anti-turbulence lane ropes will be used, with turning flags at each end and turning cards at the deep end. Swimmers are NOT to enter the small/learner pool at any time.

Signing In

• Session 1 (Boys 1500m FC) need to sign in by 2.45pm at the latest.
• Session 2 (Girls 800m FC) need to sign in by 4.45pm at the latest.

• It is the Team Manager/ Coach’s responsibility to ensure that their swimmers are signed in. A £5 fine will be levied to any club whose swimmer signs in and does not then subsequently swim without notification to the Promoter or Lead Referee by completing a withdrawal notice, before the start of that session.

Awards

Awards will be made to the fastest 3 swimmers (boys and girls) in each double age group.

10/11 years

12/13 years

14/15 years

16/over

We welcome Masters!

Swimmers

All swimmers must report to the Competition Stewards when instructed to do so. Any competitor not reporting on time may be excluded. All swimmers must be able to execute a competitive racing dive as laid down in ASA law or they should start in the water. It is the swimmer’s or their representative’s responsibility to inform a meet official of any reason why they cannot conform to ASA technical rules; this should be done before the event in which they are taking part commences. No swimmer should topple into the water in the event of a false or faulty start; a proper shallow dive must be performed.

Poolside passes

Passes for the whole or part of the meet will be £5.00 per person to include: poolside access, programme, heat sheets and refreshments – to be collected on the day at the inquiry desk. All results will also besent by email at the end of the Competition. Passes are restricted to a maximum of 2 per Club. All swimmers must be under the direct supervision of the club coach/team manager during warm up, competition and in the vicinity of the pool area. It is the responsibility of the attending clubs to ensure that poolside passes are only issued to people who are members of the ASA and have an up to date DBS check. Every person on poolside at any time must be a registered member of ASA, SASA or WASA.

Changing rooms – Please note the venue is a leisure centre and the changing facilities are open to the general public during the meet.

Poolside OfficialsSince the Invitational Distance Meet will require many helpers, all clubs entering are requested to supply qualified officials – please refer to the Club Summary Sheet for details. If you have any preferences please note them on the form otherwise we will advise you of your allocated duties nearer the day. Refreshments (including light snacks during Official’s break) will be provided for all officials.

General

Where events are not covered by the above Conditions they will either be referred to the Meet Referee for a decision on technical issues or to the Promoter. The outcome of any decision will bebased on ASA Law or Technical Rules or in the spirit of fairness and equity and will be announcedaccordingly.

Lockers are available in the changing village (£1 coin operated-refundable) as no valuables should be left unattended. Please do NOT use the single sex changing rooms. The Promoter cannot accept liability for any loss or damage that may occur.

Cost of Entry for Spectators

The cost of entry per Adult to include a programme will be £1.50. Children will befree (no programme). There will be poolside viewing and café viewing gallery availableforspectators

Refreshments

The Yellow Submarine Café will be open until 5.30pmoffering a selection of hot/cold drinks,snacks and meals. Thereafter tea/coffee and homemade cakes will be available to purchase fromthe W&DSC stall.

Raffles

There will be two raffles – one to be drawn during the boy’s 1500m session and one to be drawnduring the girl’s 800m session.

*The Referee will operate over the top starts in the interest of saving time. *The Promoter reserves the right to remove, from the competition, a swimmer who displays unacceptable behaviour or language. * Any person abusing a member of the open meetteam either verbally or via email will cause their club to be rejected from any future W&DSC openmeets. *W&DSC do not accept any responsibility for HyTek files that are entered incorrectly and will not make any changes to times or events entered for swimmers. *W&DSC are not responsible forany swimmers from other clubs. All clubs are expected to follow the ASA Wavepower guidelines oncoaches/chaperones to swimmers ratio. *Any situation not covered by the above Rules & Conditions will be handled at the discretion of the Promoter.

RETURN SUMMARY SHEET AND CHEQUE to: Wendy Perks

52 Newland,

Witney, Oxon, OX28 3JG

Meet Programme & 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.

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WITNEY & DISTRICT SWIMMING CLUBINVITATIONAL DISTANCE MEET

WINDRUSH LEISURE CENTRE - WITNEY – SUNDAY 12th November 2017

SUMMARY SHEET

PLEASE PRINT

I enclose ...... entries at £7.50 = £......

I would like a coach's pass (collect on the day)

(MAX 2 at £5.00 each includes programme, heat sheet, refreshments & set of results) £......

BANK TRANSFER/CLUB CHEQUE*(Please delete) TOTAL £......

If you wish to pay by cheque please add £1

If paying by bank transfer please Reference with ‘Your Club NameDM17’

Signed:...... (Club Official) Date:…………………………..

Name of Club:......

DETAILS OF QUALIFIED OFFICIALS WILLING TO ASSIST

Please indicate qualification ie: timekeeper/judge/starter/referee etc.

Thank you and we look forward to seeing you on the day!

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