Haden Hill 37 th Annual Open Meet 2018

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1 V1.0 Haden Hill 37 th Annual Open Meet 2018 Entry Pack Sunday 8 th April 2018 Wolverhampton Central Baths Licence: 3WM Open Meet Level: 3 Website: Facebook: Twitter: info@hadenhillswimmingclub.co.uk Heats & Live Results:

2 V1.0 Welcome Welcome to the Haden Hill Open Meet We welcome all returning swimmers and clubs and hope to see some new faces. This pack contains all the information for the meet at Wolverhampton Central Baths in April. Please make sure your club representative fills out all the required information and either posts or s the details back. As always there are points per event up for grabs. The winning club will again receive a perpetual trophy along with 50 prize money. There are also 3 additional trophies up for grabs including Best Overall Swimmer. We will publish up to date points as we go. Regional Championship Deadlines East Midlands: Age Group Championships 2018 (Wednesday 11th April 2018) Distance Championships 2018 (Wednesday 18th April 2018) Youth Championships 2018 (Wednesday 28th March 2018) West Midlands: Wednesday 11th April 2018 Regards HHSC 1 P a g e

3 V1.0 Entry Details Deadline for entries with payment: Sunday 18th March All information with payment must be received to secure your place. Electronic Entry Only All entries must be submitted using Meet Entry Manager for SportsSystem available to download from to The Entry Set file can be found on the HHSC Website. Once the data for your club/swimmer(s) is entered please produce the following Two reports (one male and one female), An Export the Meet Entries Please the reports and *.sez file to the address above. Payment Cheques: Please post all cheques made payable to Haden Hill Swimming Club to: HH Open Meet, 26 Gauden Road, Stourbridge, DY9 9HN. BACS: Please use the details below and include your reference number Account Number: Sort Code: Reference: HH18*YourClubName*. Example HH18HadHill Forms to Send Please send only the following forms to us. Mens and Womens report from SportysSystem Consolidated entry form Coaches pass form Photography declaration form for your club if required Payment Any questions about entry please How To If you would like instructions on how to use EntryManger please visit the HHSC website and use the guide on the HHSC Website under the Open Meet section. 2 P a g e

4 V1.0 Programme of Events Session 1 Sunday 8 th April 10.00am 101 Open Women/Girls 100m Breaststroke 102 Open Men/Boys 200m Breaststroke 103 Open Women/Girls 200m Backstroke 104 Open Men/Boys 100m Backstroke 105 Open Women/Girls 50m Breaststroke 106 Open Men/Boys 50m Backstroke 107 Open Women/Girls 100m Freestyle 108 Open Men/Boys 200m Freestyle 109 Open Women/Girls 50m Freestyle 110 Open Men/Boys 50m Butterfly 111 Open Women/Girls 200m Butterfly 112 Open Men/Boys 100m Butterfly 113 Open Women/Girls 200m IM Session 2 Sunday 8 th April 2.30pm 201 Open Men/Boys 100m Breaststroke 202 Open Women/Girls 200m Breaststroke 203 Open Men/Boys 200m Backstroke 204 Open Women/Girls 100m Backstroke 205 Open Men/Boys 50m Breaststroke 206 Open Women/Girls 50m Backstroke 207 Open Men/Boys 100m Freestyle 208 Open Women/Girls 200m Freestyle 209 Open Men/Boys 50m Freestyle 210 Open Women/Girls 50m Butterfly 211 Open Men/Boys 200m Butterfly 212 Open Women/Girls 100m Butterfly 213 Open Men/Boys 200m IM Medals Age Group Categories: Medals will be awarded for the top 3 swimmers in the age categories as below, per event. 50m: 10 s, 11 s, 12 s, 13 s, 14 s, 15 s, 16 s, 17/Ov 100m: 10 s, 11 s, 12 s, 13 s, 14 s, 15 s, 16 s, 17/Ov 200m: 10 s, 11 s, 12 s, 13 s, 14 s, 15 s, 16 s, 17/Ov All results declared on a HDW (heat declared winner basis) Heats may have over the top starts Trophies Top Club Last year s winner: Haden Hill Swimming Club Top Overall Swimmer Last year s winner: James Rowe (HHSC) Top Worcester County Swimmer Last year s winner: James Rowe (HHSC) Top Haden Hill Swimmer Last year s winner: James Rowe (HHSC) 3 P a g e

5 V1.0 Haden Hill Swimming Club 37th Annual Open Meet (25m) th April Wolverhampton Central Baths Upper Cut off Times Based on Swim England Midland Championships 2018 QT's (11yrs/Ov) (Fastest Time from West & East) Upper Cut off Times Based on 11% Under Worcester County Swimming Association 2018 QT's (10yrs) Age of at 31st December of Year of Competition Boys / Men Girls / Women 10 11/ /Ov Event 10 11/ /Ov 00: : : : : :25.4 CoT 50m Freestyle CoT 00: : : : : : : : : : : : : :55.6 CoT 100m Freestyle CoT 01: : : : : : : : : : : : : :02.1 CoT 200m Freestyle CoT 02: : : : : : : : : : : : : :33.1 CoT 50m Breaststroke CoT 00: : : : : : : : : : : : : :12.2 CoT 100m Breaststroke CoT 01: : : : : : : : : : : : : :37.3 CoT 200m Breaststroke CoT 03: : : : : : : : : : : : : :27.9 CoT 50m Butterfly CoT 00: : : : : : : : : : : : : :02.2 CoT 100m Butterfly CoT 01: : : : : : : : : : : : : :19.6 CoT 200m Butterfly CoT 03: : : : : : : : : : : : : :29.8 CoT 50m Backstroke CoT 00: : : : : : : : : : : : : :03.6 CoT 100m Backstroke CoT 01: : : : : : : : : : : : : :17.8 CoT 200m Backstroke CoT 03: : : : : : : : : : : : : :16.4 CoT 200m Ind Medley CoT 03: : : : : : : P a g e

6 Haden Hill Swimming Club 37 th Annual Open Meet 2018 Entry Form (under Swim England laws and technical rules) Name: Address: A.S.A. No: D.O.B: Postcode: Telephone No: Male Female Age as 31 st Dec 2018: Entry Fee: 6.00 per event Session 1 Sunday 8 th April 10.00am # EVENT TIME # EVENT TIME 101 Open W/G 100m Breaststroke 102 Open M/B 200m Breaststroke 103 Open W/G 200m Backstroke 104 Open M/B 100m Backstroke 105 Open W/G 50m Breaststroke 106 Open M/B 50m Backstroke 107 Open W/G 100m Freestyle 108 Open M/B 200m Freestyle 109 Open W/G 50m Freestyle 110 Open M/B 50m Butterfly 111 Open W/G 200m Butterfly 112 Open M/B 100m Butterfly 113 Open W/G 200m IM Session 2 Sunday 8 th April 2.30pm # EVENT TIME # EVENT TIME 201 Open M/B 100m Breaststroke 202 Open W/G 200m Breaststroke 203 Open M/B 200m Backstroke 204 Open W/G 100m Backstroke 205 Open M/B 50m Breaststroke 206 Open W/G 50m Backstroke 207 Open M/B 100m Freestyle 208 Open W/G 200m Freestyle 209 Open M/B 50m Freestyle 210 Open W/G 50m Butterfly 211 Open M/B 200m Butterfly 212 Open W/G 100m Butterfly 213 Open M/B 200m IM Terms and Conditions (See full T&C s for at the end of the entry pack) All results declared on a HDW (heat declared winner basis). Closing date for entries to your club representative by: Name: Date: / / (No Late Entries Will Be Accepted) Age Group Categories: Medals will be awarded for the top 3 swimmers in the age categories 10 s, 11 s, 12 s, 13 s, 14 s, 15 s, 16 s, 17/Ov for all events. By completing this form you allow the meet promotor to use pictures take on their website for trophy winners and also live stream footage of the competition to the internet unless a Photography Declaration form has been submitted. Please complete: Total Events: Total Cost: Signed: 5 P a g e

7 Haden Hill Swimming Club 37 th Annual Open Meet 2018 Coaches Passes (under Swim England laws and technical rules) Haden Hill Coaches Pass Application Maximum Three Passes per each Collection on day of meet from reception Each club can have a maximum of three coaches/chaperones on poolside. Each person must hold a valid and up-to-date Swim England number and DBS check. Coaches are entitled to one pass, one programme and one lunch provided by HHSC per applicant. Lunches will be delivered to you on poolside before the end of Session 1. Applicant One: Name: Swim England Number: DBS Checked (Yes/No): Applicant Two: Name: Swim England Number: DBS Checked (Yes/No): Applicant Three: Name: Swim England Number: DBS Checked (Yes/No): Swimming Club: Club Representative Signature: Date: Contact Address: Total for Coaches Passes: 6 P a g e

8 Haden Hill Swimming Club 37 th Annual Open Meet 2018 Video/Camera Declaration Form (under Swim England laws and technical rules) Please only fill this form if you wish to inform the promoter you do not wish to take part in any photography or videography of any kind. Child Photography Refusal of Consent Form Name of Child: Club: Date of Birth: I refuse permission for the taking and / or publication of any images, video or video streaming to the internet of my child by the club s appointed photographer(s) in respect of the Haden Hill Open Meet. Signed (Parent/Carer): Print Name: Date: 7 P a g e

9 Haden Hill Swimming Club 37 th Annual Open Meet 2018 Consolidated Entry Form (under Swim England laws and technical rules) Club: Name: Address: Phone: Date: Total number of swimmer entries: Total cost of 6.00 per event: Total number of coaches passes (max 3): Total cost of coaches passes: Total payment: I have included/sent the following information: Men s Report Cheque/BACS SportsSystem Entry File Woman s Report Coaches Pass Form Photography Declaration Form if Required Address: HHSC Open Meet, 26 Gauden Road, Stourbridge, DY9 9HN hhopen@hadenhillswimmingclub.co.uk Mobile: P a g e

10 Terms & Conditions 1. Entry forms can be obtained from the club s website Entries must be submitted electronically using the SportsSystem by a duly appointed club representative to the following address: hhopen@hadenhillswimmingclub.co.uk. Confirmation of club entries must also be submitted on correctly completed forms, accompanied by the appropriate entry fee. Individual The Promoter will not be held responsible for any discrepancies in submitted entries. HHSC entries will take precedence over individual entries received from a competing club. Entries must be returned together with the entry fee by Midnight, Sunday 18 th March Any corrections to entries including alterations to submitted times must be made prior to the closing date. Alterations to submitted times must be certified by the respective club representative and processed at the Promoters discretion. It is our intention to provide lists of acceptances and rejections with notifications within two weeks of the closing date. These confirmations will be sent to the duly appointed club representative. Where individual entries are received in addition to a particular club s entry then confirmation will only be sent to the duly appointed club representative, not to the individual. 2. The meet is licensed by the Swim England at Level 3. Licensed Reference: 3WM Events will be swum as on the programme. All events will be heat declared winner where the final heat in each event will be spearheaded. 4. Ages as end of year of competition. 5. Principles for acceptance of entries: a. No swimmer shall be faster than the Upper Qualifying time b. If an event is oversubscribed, then entries will be accepted on a first come first served basis however swimmers from Haden Hill Swimming Club will be given priority over swimmers from other clubs. c. The Promoters reserve the right to refuse any entry. Incorrect entries will not be accepted. Any entries that are not accepted will be returned with the entry fee. Entries are accepted on the understanding that the competitor accepts the Promoter s Conditions. d. No refunds will be made to competitors who withdraw after the closing date for submission of entries or who withdraw after advice of acceptance. e. All declaration forms are completed correctly 6. All swimmers age 16 and under must be under the supervision of the Club Coach (or a designated Club Official) in possession of a poolside pass at all times. 7. Heats may have over the top starts. 8. Entries will be seeded into heats from submitted times, with the slowest heat first. The final heat in any event shall be spearheaded. Swimmers will be seeded within two weeks after the closing date and displayed on the HHSC website. 9. Session and warmup times (subject to change) will be as follows: Session 1 Sunday 8 th April 2018 Warm-Up #1: 9.00am to 9.18am - Age: 10 s & 11 s (Males and Females) Warm-Up #2: 9.20am to 9.38am - Age: 12+ (Females) Warm-Up #3: 9.40am to 9.58am - Age: 12+ (Males) Start Time: 10.00am Finish: Approx 1.20pm Session 2 Sunday 8 th April P a g e

11 Warm-Up #1: 1.30pm to 1.48pm - Age: 10 s & 11 s (Males and Females) Warm-Up #2: 1.50pm to 2.08pm - Age: 12+ (Males) Warm-Up #3: 2.10pm to 2.28pm - Age: 12+ (Females) Start Time: 2.30pm Finish: Approx 5.30pm 10. Swimmers should report to the Competitor Steward at least one event before their swim. Registration for events is not required and you do not need to let the promotor know of withdrawals on the day. 11. There will be 8 event age groups: 10 years, 11 years, 12 years, 13 years, 14 years, 15 years, 16 years and 17 years and Over for all events. 12. An award will be made to the fastest three swimmers in each age group category in each event. 13. Trophy awards a. Top Club - A Perpetual Trophy and a 50 cash prize will be awarded to the team with the highest points score at the end of the meet. Points will be awarded to swimmers placing first to eighth as follows: 1 st - 8points; 2 nd - 7points; 3 rd - 6points; 4 th - 5points; 5 th - 4points; 6 th - 3points; 7th - 2points; 8th - 1point b. Top Swimmer - A Trophy will be awarded to the swimmer with the highest points score at the end of the meet. c. Top Worcester County Swimmer - A Perpetual Trophy & Trophy will be awarded to the swimmer of a Worcester County affiliated club with the highest points score at the end of the meet. d. Top Haden Hill Swimmer - A Perpetual Trophy will be awarded to the Haden Hill Swimmer with the highest points score at the end of the meet. e. For all trophies, points will be awarded in a swimmer s own age group only. 14. All perpetual trophies won must be returned to HHSC by 28 th February Any competitor disqualified will not receive an award for that event. 16. Clubs may have a maximum of 3 poolside managers who will be admitted on the production of a pass obtained beforehand at a cost of and who are DBS checked. This pass will also include a programme of events and lunch. No coaches passes will be sold on the day. 17. Spectator s admission will be 6.00 per person per day with a refund available for one session only. There will be limited programmes available on the day. Please use the online version where possible. 18. The promoter reserves the right to use photographic images from the day to use on its websites and social media sites. 19. The promoter reserves the right to live stream the competition to the internet. Any swimmer/spectator/pool side member not wishing to participate in live steaming must fill out the Photography form in the Entry Pack and return it to the promotor or make their request via . The promoter reveres the right to give priority to swimmers who do not refuse filming. 20. Video cameras, camera technology are not permitted on the balcony or poolside. 21. The Promoters reserve the right to amend these conditions as necessary with agreement from the Licensing Officer. All participants will be informed of any alterations. 22. The competition will be held under Swim England Laws and Technical Rules, and the Swim England Laws on Open Competitions shall cover any laws not covered by the Promoter s Conditions. 10 P a g e

12 23. DATA PROTECTION NOTICE Data protection - Entry Data Protection Consent The Data Protection Act 1998 ( the Act ) sets out certain requirements for the protection of your personal information. (i.e. information about you) against unauthorised use or disclosure. The Act also gives you certain rights. References below to British Swimming include a reference to the three members of British Swimming, Swim England, the Scottish Swimming Association (SASA), and the Welsh Swimming Association (WASA). By virtue of your entry direct to or indirect to Swim England, SASA and WASA, you agree to your personal data being made available to British Swimming and its members, subject always to compliance with the Data Protection legislation. This does not include sensitive personal data such as health or medical conditions, which require the explicit consent of the data subject i.e. a signature for this specific purpose. Except to the extent that Haden Hill Swimming Club or British Swimming is required or permitted by law, the information you provide in this form, and any other information provided during the course entry ( the information ) will be used solely for the purposes of processing your application and dealing with you as a competitor. If you cease to be a competitor of Haden Hill Swimming Club Open Meet, the information will not be held for longer than is necessary, after which time it will be destroyed. You agree to use all reasonable endeavors to keep Haden Hill Swimming Club and British Swimming informed of any changes to your personal data. So that we may use the information for the above purpose and on the above terms, we are requested under the Act to obtain your consent. Competitors are therefore requested to sign the consent clause on the entry form, thus confirming that they agree to the above by providing their data for electronic submission to the Swim England, SASA or WASA. 11 P a g e

13 Worcester County Swimming Association Championships 2018 Qualifying Times 12 P a g e

14 Swim England West Midland Championships (50m) 2018 Qualifying Times 13 P a g e

15 Swim England East Midland Championships (50m) 2018 Qualifying Times 14 P a g e

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