2017 YMCA Winter Carnival Invitational

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1 January 13-15, 2017 Fitness and Recreation Center, 915 Commonwealth Ave, Boston University, Boston MA YMCA Sanction #TBD Hosted by: SENECY Swim League Meet Director: Louis Meet Referee: Dave Travers Entry Chairperson: Louis Dates & Times: Friday, Jan. 13 (11& Over Distance Session) Warmups: 5:15pm Start: 6:15pm Saturday & Sunday, Jan. 14 & 15 (Timed Finals) 12 & Under Warmup: 7:30am 12 & Under Start: 8:45am 13 & Over and 8 & Under Warmup: 3:00pm 13 & Over and 8 & Under Start: 4:15pm Eligibility: Insurance: SWIMS/SWYMS Each participant must be a member of a local YMCA for a minimum of 30 days prior to the meet, and must have a full privilege, annual membership at that YMCA. All teams participating must be registered via the website. Swimmers must also have met the qualification standards set forth to participate. All YMCAs must provide a certificate of insurance, naming The Trustees of Boston University and YMCA Southcoast as additional insured in regard to the 2017 Winter Carnival Invitational on January 13-15, Certificate must accompany your entry. Please contact the Y s insurance agent ASAP in order to include the certificate with your entry. Times achieved at this meet will be eligible to be entered into the USA Swimming SWIMS Database, pending approval from New England Swimming. All times will be entered in the YMCA Swimming SWYMS database. Coaches are asked to only have USA ID numbers attached to swimmers who are currently registered with USA Swimming. NOTE: IN ORDER TO RECEIVE A REDUCED SPLASH FEE FOR S TO GO INTO SWIMS (FOR USA-REGISTERED SWIMMERS), IFYING S HAVE BEEN APPLIED TO THIS MEET. 1

2 Meet Format: Distance Session: Site: Course: 2017 YMCA Winter Carnival Invitational The meet will be conducted in a timed finals format, in accordance with USA Swimming Technical Rules. The Meet Referee reserves the right to make any adjustments to the provisions of the meet announcement necessary to ensure the fair and efficient operation of the competition. If time permits, additional breaks will be included in each session to maximize swimmer performance. Swimmer s Age is determined as January 13, the first day of competition. Friday evening s distance session will feature the opportunity for swimmers to compete in the 1000-yd freestyle and the 1650-yd freestyle. To comply with the time restraints of the facility, these events may be restricted by time. Coaches will be notified of any cuts made by Monday, January 9 th. The 1000 and the 1650 will be seeded as Mixed gender, and all swimmers must be entered with a time. NTs will not be accepted. Swimmers must provide their own counter and timer. Boston University s Fitness and Recreation Center includes a 10-lane by 16-lane competition pool with the ability to change from meters to yards using a moveable bulkhead. The depth slopes from 7 feet to 13.5 feet. The course will be set in short course (25) yards, thus allowing 10 lanes with non-turbulent lane lines for competition and an additional five to six lanes for continuous warm up/warm down in the diving end of the pool. The facility is equipped with a Daktronics Timing System, touch pads, and a ten lane electronic scoreboard. Spectator seating is available for approximately 400 spectators. Directions and parking instructions may be found later in this notice. The competition course has not been certified in accordance with C(4). Short Course Yards (25 yards). Cut Protocol: The pool area is limited to approximately 200 swimmers per session. Swimmers/Teams may need to sit in the spectator area or nearby basketball gym to comply with capacity requirements on deck. If a session is over-subscribed, one or more of the following changes may take place in the meet format: a) Relays will be eliminated. b) Selected events that are 200 yards and longer may be restricted by time. c) Swimmers will be asked to cut down to 4 individual events per oversubscribed session d) Swimmers will be asked to cut down to 3 individual events per oversubscribed session Teams will be notified of cuts/format changes by Monday, January 9, Meet Committee: The meet committee is comprised of the Meet Director, Meet Referee, and additional representatives from three (3) different YMCA teams. 2

3 Adapted Swimming: Any current athlete members of YMCA Swimming with a disability, as defined by USA Swimming Rules and Regulations, may enter this meet. If modifications to USA Swimming rules are necessary, then the coach or athlete must notify the Meet Referee and Meet Director of any disability prior to the competition. Weather Protocol: If weather or facility conditions make it impossible to follow the original timeline of events, the Meet Director and Meet Referee have a right to make changes to the meet sessions. The Meet Director will notify teams of the changes with as much notice as possible. Cancellation of the meet, or session, is a decision of the Meet Director, Meet Referee, and the Meet Committee. Events: See attached List. Entry Information: Entry Fees: $5.00 per individual event (including Distance events) $20.00 per relay event (Add $0.50 for non-electronic entries) Swimmer Participation Fee: $10.00 per swimmer (including Relay-Only Swimmers) First Date of Entry Acceptance: Monday, December 12, 2016 Entry Deadline: Monday, January 9, 2017 at 11:59pm EST Entry Limits: Swimmers may compete in a maximum of five (5) individual events per day (including time trials) and two (2) relays per day. Entry Fees Payable To: SENECY Swim League Send Entry Fees & Forms To: Louis Arruda 41 Hawthorne Ave, Apt 3 Cranston, RI Entry Payments MUST be received by: Friday, January 13 th, Any team that sends a late TEAM entry is subject to a $100 fine, if the entry is accepted. -The decision to accept the entry is at the discretion of the Meet Committee. Relays: Time Trials: Relay-Only swimmers are permitted. Relay Name and Order Changes may occur up until the event is called. There will be a 10-minute break prior to the start of Relay events. Time Trials will be available at the discretion of the Meet Referee and Meet Director, if time allows, at the conclusion of the sessions on Saturday and Sunday. Time trials count towards the maximum number of individual events per day. All Time trial swimmers MUST provide two timers for their swims. Time Trials are $10.00 per individual event and $40.00 per relay event (cash only). 3

4 Sign ups for Time Trials will occur at the Meet Management Table, and are available to any swimmer already entered in the competition, including Relay-Only swimmers. Payment is required on the day of the Time Trial. Scratches: Scratches are due 40 minutes prior to the start of each session. Please submit scratches to the Meet Management table in a timely manner. Pool Deck Access: Only athletes, coaches, officials, and official meet staff are permitted on the pool deck. All non-athletes on the pool deck must display their deck pass or USA Swimming registration card at all times. Individuals without their deck pass or USA Swimming registration card will be removed from the pool deck. Warmup: A warm-up schedule will be created and provided to coaches once the entry deadline has passed. USA Swimming warm-up policies will be in effect for the meet. Diving will be prohibited during warm-ups in the warm-up/down pool at all times during the meet. One way sprints will be announced during warm-ups for starting practice only. Coaches must instruct their swimmers to obey these rules. Failure to comply could result in disciplinary action. All swimmers participating in the meet without a coach shall report to the Meet referee before warm-ups prior to each session. Safety: ---Only swimmers, coaches, and authorized meet and Boston University personnel will be allowed on deck. Proper Credentials required. ---Diving is prohibited during warm-ups, except in the specifically announced one-way sprint lanes. ---There will be no diving in the warm-up and warm-down areas at any time. ---All swimmers must enter the competition pool at the starting end. Please keep off the bulkhead. ---Shaving is not permitted at the competition site ---Swimmers must wear appropriate swimwear and, due to the facility regulations, will not be allowed to wear jewelry or other accessories unless under their swim cap, such as necklaces, exposed earrings, toe and finger rings. ---NO GLASS CONTAINERS permitted at any time within the facility, especially on the pool deck and restroom areas. 4

5 ---Swimmers must be under the supervision of a coach. If a swimmer arrives at the meet without a coach, the swimmer should notify the Meet Referee before he/she warms up. The Meet Referee will assign the swimmer to a registered coach for warm-ups. ---Use of audio or visual recording devices, including cell phones, is not permitted in the changing areas, restrooms, locker rooms, and in designated No Camera Zones. ---No flash photography at the start of any race. ---Absolutely no swimming under the bulkhead at any time. ---Meet participants are not allowed on the diving boards at the diving end of the pool or in the Recreation Pool and Spa at any time. Use of the Diving boards is strictly prohibited. ---Meet participants, including spectators, are not permitted to enter other parts of the Fitness and Recreation Center, unless accompanied by authorized University personnel. ---All walkways, bleacher stairs, and exits must remain clear at all times. Spectators will not be allowed to stand or sit in the areas in front of the bleachers or in front of any fire exits, or on the bleacher stairs. ---Parents/Spectators are NOT permitted to bring their own chairs for the balcony area above the stands. Additional Chairs will be provided by the Fitness and Recreation Center for this area. ---Failure to abide by these rules and other rules that may be announced or posted by meet officials during the meet may result in ejection from the facility. ---Meet officials will watch for swimmers or spectators who violate facility regulations. Horseplay will not be tolerated. Parents must supervise younger children in attendance at the meet. Meet Officials have the authority to dismiss swimmers and spectators from the grounds. Coaches are responsible for communicating this to both swimmers and parents. No pets of any kind are permitted within the complex. Boston University, YMCA Southcoast, and the YMCA of the USA are not responsible for lost or stolen items. Awards: Ribbons will be awarded to places 1-20 in individual events, and places 1-10 in relay events for the 12 & Under sessions and the 8 & Under Events only. No awards will be given for the 13 & Over Events. 5

6 Teams must pick up their awards by the conclusion of the meet. Awards will not be mailed to teams. Scoring: The meet will not be scored. Results: Results will be posted on the pool deck and in the spectator area promptly after each event. Regular Admission: $5.00 per day. Children under 10 years old are free. (NO Admission Fee on Friday- Distance Session) Heat Sheets: Heat Sheets will be available shortly after the start of each session, and will be $2.00. (No charge for Heat Sheets on Friday-Distance Session) Hospitality: Drinks, snacks, and meal options will be available throughout the meet for coaches and officials. Vendor: A swimming equipment vendor will be selling suits, goggles, and other accessories for the duration of the meet. Food: A limited concession stand will be in operation for the duration of the meet. No Food or Drink will be allowed into the facility. No food is permitted on the pool deck. Locker Rooms: The locker room area will be strictly for use by the properly credentialed individuals. Do not leave locks on lockers overnight. Do not leave valuables in your locker. Neither Boston University nor YMCA Southcoast nor the YMCA of the USA is responsible for lost or stolen property. Medical Assistance: Medical assistance will be provided at the facility. If you require medical assistance, please notify a facility lifeguard or a member of the meet staff. The closest hospital and emergency room is Mt. Auburn Hospital, 300 Mt. Auburn St, Cambridge, MA Timers: We will need the full cooperation of all teams competing in the meet to provide timers. Officials: Teams are also asked to provide YMCA Level I & II Officials to ensure a successful event. Credentialed officials may enter the facility at the same time as swimmers and coaches enter the facility, and must show their credentials for entry. Admission fees will be waived for credentialed officials who work during the session. Please wear the appropriate Officials uniform. 6

7 Team Packet: Coach Notes: Parking: 2017 YMCA Winter Carnival Invitational All coaches must pick up their Team Packet upon arrival for all scratch sheets, athlete deck passes, and other pertinent information. A coaches meeting will occur on an asneeded basis. ---Coaches are responsible for the behavior of their swimmers at all times. ---Any damage to the premises or equipment is the responsibility of those doing the damage. ---Swimmers, parents, coaches, and spectators are restricted to the pool, spectator stands, and concession area. ---No glass bottles are allowed in the pool areas or locker rooms. ---Smoking is not permitted inside the building. ---Boston University, YMCA Southcoast, and the YMCA of the USA will not assume responsibility for lost or stolen articles. ---Parents are in charge of supervising younger children in attendance at the meet. ---Officials will be patrolling the facility and locker rooms and will have the authority to dismiss swimmers and spectators immediately from the facility. There will be no exceptions. ---Coaches are responsible for communicating the rules to both swimmers and parents. Teams will be notified in advance of the proper parking location prior to the meet. As Boston University is an urban campus with many competing events, parking is limited. Metered on-street parking is discouraged as these spaces are limited and they are frequently monitored and ticketed. For teams traveling by chartered bus: City of Boston regulations do not permit buses to double park or idle on City streets. You must inform the Entry Chairperson of your team s need for bus parking prior to arrival in order for you to receive the appropriate direction concerning parking and fees. Directions: From the North: Take I-93 or Route 1 South to Boston. Exit onto Storrow Drive. Continue on Storrow Drive to the Kenmore Square Exit. At the first set of lights, turn right onto Beacon Street. Bear right at the far end of Kenmore Square onto Commonwealth Ave. Continue on Commonwealth Ave to the Fitness and Recreation Center. (approx 1 mile). From the South: Take I-93 Route 3 (Southeast Expressway) North to Boston. Exit onto Storrow Drive. Continue on Storrow Drive to the Kenmore Square Exit. At the first set of lights, turn right onto Beacon Street. Bear right at the far end of Kenmore Square onto Commonwealth Ave. Continue on Commonwealth Ave to the Fitness and Recreation Center. (approx 1 mile). 7

8 Directions (Cont.) Lodging: 2017 YMCA Winter Carnival Invitational From the West: Take the Mass Turnpike (I-90) East (TOLLS). Take Exit 18 on the left. Follow signs to Cambridge. At the second set of lights, turn right. Continue on Storrow Drive to the Kenmore Square Exit. At the first set of lights, turn right onto Beacon Street. Bear right at the far end of Kenmore Square onto Commonwealth Ave. Continue on Commonwealth Ave to the Fitness and Recreation Center. (approx 1 mile). Numerous options are available during the weekend, including: 1. Hotel Commonwealth: The Eliot Hotel: Hotel Buckminster: The Westin, Copley Place: The Holiday Inn Brookline: Doubletree Guest Suites, Boston: Sheraton, Newton: Hyatt Regency, Cambridge: Sheraton, Boston: Howard Johnson Inn, Fenway Park: Courtyard, Copley Square: Marriot, Copley Place: Courtyard, Brookline: Hilton, Back Bay: Days Hotel, Brighton: Best Western, Boston: Courtyard, Cambridge: Best Western, Terrace Inn: Days Inn, Boston: Midtown, Boston: Le Meridien, Cambridge-MIT: Best Western Hotel Tria, Cambridge: Cambridge Gateway Inn:

9 ORDER OF EVENTS (Max of 5 Individual Events Per Day) FRIDAY, JANUARY 13, & Over Event # Event Description Event # (Girls) (Boys) NT Freestyle Relay 3 NT Event # Event Description (Mixed Gender) Event # 15: Freestyle 1 15: : Freestyle 4 23:00.00 SATURDAY, JANUARY 14, & Under Session Event # (Girls) Event Description Event # (Boys) 2: Freestyle 6 2: : I.M. 8 2: : Butterfly 10 1: : Backstroke 12 2: : Breaststroke 14 2: : Butterfly 16 2:30.00 NT Freestyle Relay 18 NT 13 & Over and 8 & Under Session Event # (Girls) Event Description Event # (Boys) NT Medley Relay 20 NT NT Medley Relay 22 NT 3: Freestyle 24 3: : Breaststroke 26 1: : Breaststroke 28 2: Freestyle Freestyle : I.M. 34 6: : I.M. 36 2: : Butterfly 38 3: : Backstroke 40 1:45.00 NT Free Relay 42 NT 9

10 SUNDAY, JANUARY 15, & Under Session Event # (Girls) Event Description Event # (Boys) 4: I.M. 44 4: : Freestyle 46 1: : Breaststroke 48 2: : Backstroke 50 1: : Freestyle 52 3:30.00 NT Medley Relay 54 NT 13 & Over and 8 & Under Session Event # (Girls) Event Description Event # (Boys) NT Medley Relay 56 NT NT Freestyle Relay 58 NT 3: I.M. 60 3: Butterfly : Butterfly 64 1: Backstroke 66 1: : Freestyle 68 7: : Freestyle 70 1: : Breaststroke 72 3: : Freestyle 74 1: : Backstroke 76 3:30.00 NT Free Relay 78 NT 10

11 Entry Cover Sheet YMCA NAME YMCA ADDRESS YMCA PHONE YMCA FAX TEAM COACH/CONTACT ADDRESS TEAM NAME ABBREVIATION ENTRY FEES: Individual Entries $5.00 = $ Individual Entries $5.50 = $ Relay Entries $20.00 = $ Relay Entries $22.00 = $ Swimmer Participation $10.00 = $ Total: = $ Make Check Payable to YMCA Southcoast Send Check to: Official Entry Deadline: Louis Arruda Monday, January 9, 2017 at 11:59pm EST. 41 Hawthorne Ave, Apt 3 For ed entries, this form and payment Cranston, RI must be received by Friday, January 13, Liability Release Any swimmer whose entry is accepted will, for him/herself, his/her heirs, executors and administrations, waive and release any and all rights and claims for damages he/she may have against Boston University, the YMCA Southcoast, and the YMCA of the USA for all injuries suffered by him/her at said meet. In submitting this entry the undersigned team certifies that all athletes in the entry are registered members of the YMCA for a minimum of 30 days as of January 13, 2017, and understands that the team may be fined $100 for each swimmer in the entry that is not a registered YMCA member. Signature of Authorized Team Official Date 11

12 January 13-15, 2017 Fitness and Recreation Center, Boston University, Boston MA We certify that all listed competitors have been full privileged members of our YMCA for at least 30 days as of January 13, We further certify that all competitors have only represented this YMCA in any open swimming competition since September 1, 2016, and that we are in compliance with all other rules that govern YMCA sports competition. Additionally, we certify that our swimmers will be supervised at all times by our appointed coach, as we shall be responsible for their conduct during the meet. The liability policy of this association is in force and extends to our competitors during this event. We have provided a certificate naming The Trustees of Boston University and YMCA Southcoast as additional insured in regard to the 2017 YMCA Winter Carnival Invitational. YMCA Association YMCA Branch Name Executive Director Signature Coach Signature 12