2017 Northeastern YMCA Winter Championship

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1 December 16-18, 2017 Fitness and Recreation Center, 915 Commonwealth Ave, Boston University, Boston MA YMCA Sanction # TBD Hosted by: New Bedford YMCA Meet Director: Louis Arruda----Likeafin@gmail.com Meet Referee: Steve Davidson---stevedavidson48@yahoo.com Entry Chairperson: Louis Arruda----Likeafin@gmail.com Dates & Times: Saturday & Sunday, Dec Monday, Dec. 18 (Prelims/Finals) Prelims Warmup: 8:05am Prelims Warmup: 9:05am Preliminaries: 9:15am Preliminaries: 10:15am Finals Warmup: 5:00pm Finals Warmup: 5:00pm Finals: 6:00pm Finals: 6:00pm Eligibility: Insurance: Each participant must be a member of a local YMCA for a minimum of 90 days prior to the meet, and must have a full privilege, annual membership at that YMCA. All Athletes must have represented their YMCA in at least one (1) closed YMCA competition during the current season. All teams participating must be registered via the website. Swimmers must also have met the qualification standards set forth to participate. All YMCA Associations must provide a certificate of insurance, naming The Trustees of Boston University and YMCA Southcoast as additional insured in regard to the 2017 Northeastern YMCA Winter Championships December 16-18, Certificate must accompany your entry. Please contact the Y s insurance agent ASAP in order to include the certificate with your entry. University Forms: Boston University additionally requires each YMCA Association to complete a Rider form and also requires all parents/guardians to complete a waiver in order to participate. Both forms are REQUIRED when you arrive and will be available online. ( SWIMS/SWYMS Times achieved at this meet will be eligible to be entered into the YMCA Swimming SWYMS database. The New England LSC has decided they will NOT approve this meet for times for USA Swimmers to go into SWIMS. 1

2 Meet Format: 2017 Northeastern YMCA Winter Championship The meet will be conducted in a prelims/finals format for 11 & Over Events (including relays), and as timed finals for events for a swimmers aged 9-12, 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. In the evening there will be 4 heats for individual events: a 14 & Under non-scoring final, a bonus, a consolation, and championship heat in that order in all events, except the 1650 freestyle. For All Relay Events, the top 20 performing relays from prelims will swim again in Finals (scoring will still occur to 30 th place). The top heat of the women s and men s 1650 freestyle will be swum at finals unless otherwise determined by the Meet Referee. If time permits, additional breaks will be included in each session to maximize swimmer performance. In the event a heat in Finals cannot be filled with the qualifying year olds, additional swimmers outside of that age range will be permitted to compete as exhibition. A swimmer s age is determined as of December 16, the first day of the meet. Site: Course: 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. Start end depth: 7ft Finish end depth: 7ft 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 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 swum as Timed finals during the finals sessions b) Selected events that are 200 yards and longer and/or the 9-12 designated events may be restricted by time and/or number of heats. c) Teams will be limited to 2 entries per relay event per oversubscribed session d) Swimmers will be asked to cut down to 2 individual events per oversubscribed session Teams will be notified of cuts/format changes by Tuesday, December 12,

3 Under-Subscription: If the meet is undersubscribed after the entry deadline, the meet committee reserves the right to accept additional entries that are outside of the time standards for this competition. Priority will first be given to teams that submit an entry for the meet. Bonus Events: Swimmers with one (1) event are eligible to select up to two (2) additional events. Swimmers with two (2) events will be eligible to select up to one (1) additional event. Coaches MUST indicate bonus events on their entry file. Meet Committee: The meet committee is comprised of the Meet Director, Meet Referee, and additional representatives from three (3) different YMCA teams (chosen by lottery). 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 they have the qualifying times. 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. Entry Information: Qualification Period: December 17, 2016 through December 10, Entry Fees: $10.00 per prelims/finals individual event (including Distance events) $30.00 per prelims/finals relay event $6.00 per 9-12 Age Group timed final individual event (Add $0.50 for non-electronic entries) Swimmer Participation Fee: $15.00 per swimmer (including Relay-Only Swimmers) First Date of Entry Acceptance: Monday, November 6, 2017 Entry Deadline: Monday, December 11, 2017 at 11:59pm EST Entry Limits: Swimmers may compete in a maximum of three (3) individual events and two (2) relay events per day. (including Time Trials) Entry Fees Payable To: YMCA Southcoast Send Entry Fees & Forms To: Louis Arruda 41 Hawthorne Ave, Apt 3 Cranston, RI Entry Payments MUST be received by: Friday, December 15, 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. -Entry Times must be verified upon request of the Meet Committee. 3

4 Events: Relays: Time Trials: 2017 Northeastern YMCA Winter Championship See attached List. Teams MUST have 2 individual qualifiers of the same gender in order to enter relays. Relay-Only swimmers are permitted. Relay Declarations must be submitted to the Meet Management table20 minutes prior to the start of a session. Relay Name and Order Changes may occur up until the event is called. Breaks may be included either prior to or after the completion 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 Trials sessions on Saturday, Sunday, and Monday. 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). 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 Info: The 1650 Freestyle is a Timed Final event. A maximum of four (4) heats per gender will be allowed into the meet. During Prelims, the 1650 Freestyle will be swum as fastest to slowest, alternating heats of women and men, and will occur as the last event during the Monday morning session. Swimmers in these heats must provide their own timer and counter. The fastest female heat and fastest male heat will be swum during Finals on Monday.** Swimmers competing in the 1650 who are automatically assigned to the Finals session are permitted to swim the race in Prelims, please notify the meet management table as soon as possible if a change is desired. **The meet committee does, however, reserve the right to alter the schedule for the 1650 in order to comply with any time constraints apparent in Finals. In this instance, all heats of the mile could occur during prelims. Scratches: All Scratches for Prelims Sessions are due 40 minutes prior to the session start time. Failure to Compete in Finals: Any swimmer qualifying for any heat of finals who fails to compete and who has not been scratched will be subject to a $100 fine. EXCEPTIONS: No penalty shall apply for failure to compete in finals if: a) The Meet Referee is notified in the event of illness/injury and accepts the proof thereof. b) It is determined by the Meet Referee that failure to compete is caused by circumstances beyond the control of the swimmer. 4

5 Notes: c) A swimmer qualifying for a final heat based of the results of preliminaries notifies the announcer within 30 minutes after the announcement of qualifiers that he/she may not intend to compete and confirms his/her final intentions within 30 minutes following his/her last individual preliminary event. ALL SWIMMERS who are not intending to return to finals MUST be scratched, regardless of placement in the standings. a) Coaches are expected to understand the scratch, verification, and relay rules before the meet begins. b) On Monday, any team whose swimmer competes in an individual event and qualifies for Finals and fails to notify the announcer of his/her intentions to withdraw from the finals within 30 minutes of the announcement of the results from preliminaries for that event, and does not compete nor is excused by the Meet Referee, will be fined $150. The Meet Referee may waive the fine, if, based on his judgment, the swimmer was ill or the reason for missing the final was beyond the control of the swimmer. 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 warmup schedule will be created and sent to teams once entries have been received. 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. Pace Lanes will be announced during warm-ups. 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. 5

6 ---Shaving is not permitted at the competition site ---Deck Changing is not permitted; swimmers are required to use the appropriate locker room facilities to change in to and out of their swimming attire. ---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. ---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, or 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. 6

7 ---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: For Prelims & Finals events only: Medals will be awarded to the first 3 places in all Individual and Relay events. Ribbons will be awarded to places 4-20 in all individual and relay events. Team awards will be given to the Teams who have achieved overall first, second, and third place. Additionally, awards will be given to the top 3 female teams and the top 3 male teams. Awards will be available at the designated location soon after the completion of the event. Teams must pick up their awards by the conclusion of the meet. Awards will not be mailed to teams. Scoring: Scoring will occur up to 30 th place. Only finals, consolation, and bonus heats will be scored. Only 2 relays per team, per event will score. Individual Points (1-10): (11-20): (21-30): Relay Points (1-10): (11-20): (21-30): Ready Area: Results: There will be no ready area for swimmers in the Championship Final heat. All swimmers will report directly to the starting blocks for their heats in Finals. Swimmer names will be announced prior to the start of each Championship Final. 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. 7

8 Heat Sheets: Hospitality: Vendor: Food: 2017 Northeastern YMCA Winter Championship Heat Sheets for the Preliminary sessions will cost $2.00 per day. Heat Sheets for Finals Sessions will be complementary. Coaches and Officials will be served food during Trials and Finals sessions. Drinks and snacks will be available throughout the meet. A swimming equipment vendor will be selling suits, goggles, and other accessories for the duration of the meet. 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: Officials: Team Packet: We will need the full cooperation of all teams competing in the meet to provide timers. Teams may be assigned timing responsibilities for Prelims sessions. Teams are also asked to provide YMCA Level I & II Officials and/or USA-Swimming Certified 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. All coaches must pick up their Team Packet, containing scratch sheets for each preliminary session, athlete deck passes, and other pertinent information. A coaches meeting will occur on an as-needed basis. Coach Notes: ---Coaches are responsible for the behavior of their swimmers at all times. ---Swimmers must shower prior to entering the competition pool for warmups ---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. 8

9 ---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. Parking: 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). 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). 9

10 Lodging: 2017 Northeastern YMCA Winter Championship 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:

11 Event # (Girls) ORDER OF EVENTS & QUALIFICATION STANDARDS Saturday, December 16, 2017 Time Event Description Time Standard Standard Backstroke : Freestyle 1: Freestyle : Backstroke 2: : Butterfly 1: : Breaststroke 1: : Freestyle 5: NT 400 Medley Relay NT 16 Event # (Girls) Sunday, December 17, 2017 Event # (Boys) Time Standard Event Description Time Standard 17 NT 200 Medley Relay NT : Freestyle 1: : Freestyle 2: Butterfly : IM 5: : Breast 1: : Butterfly 1: : Breaststroke 2: NT 200 Free Relay NT 34 Event # (Girls) Event # (Boys) Monday, December 18, 2017 Time Event Description Time Standard Standard 35 23: Freestyle* 22: : Back 1: : IM 2: : IM 1: Freestyle Breast : Butterfly 2: : Backstroke 1: NT 400 Freestyle Relay NT 52 Event # (Boys) *The 1650 Freestyle (a timed final event) will be swum from fastest to slowest, with alternating heats of girls and boys, at the conclusion of the 400 Freestyle Relay during Prelims. The fastest female heat and fastest male heat of the 1650 Freestyle will be swum at night with Finals, unless otherwise determined by the meet committee. A maximum of four (4) heats per gender of the 1650 will be permitted to enter the competition. 11

12 Entry Cover Sheet YMCA NAME YMCA ADDRESS YMCA PHONE YMCA FAX TEAM COACH/CONTACT ADDRESS TEAM NAME ABBREVIATION ENTRY FEES: Individual Entries $10.00 = $ Individual Entries (9-12 Age Group $6.00 = $ Relay Entries $30.00 = $ Swimmer Participation $15.00 = $ Total: = $ Make Check Payable to YMCA Southcoast Send Check to: Official Entry Deadline: Louis Arruda Monday, December 11, 2017 at 11:59pm EST. 41 Hawthorne Ave, Apt 3 For ed entries, this form and payment Cranston, RI must be received by Friday, December 15,2017. 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 90 days as of December 16, 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 12

13 December 16-18, 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 90 days as of December 16, We further certify that all competitors have only represented this YMCA in any open swimming competition since September 1, 2017, 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 Northeastern YMCA Winter Championship. YMCA Association YMCA Branch Name Executive Director Signature Coach Signature 13