SWIM WALES SOUTH EAST WALES REGION NO TIME GALA 2018 at SOUTH EAST WALES REGIONAL POOL NEWPORT INTERNATIONAL SPORTS VILLAGE Velodrome Way NEWPORT NP19 4RA Licence No: WL180050 CLOSING DATE: FRIDAY 16 th MARCH 2018 1
SOUTH EAST WALES REGION NO TIME GALA This meet will be swum under the FINA Technical Rules, and Swim Wales Laws, MEET INFORMATION 1.This competition is designed for swimmers who have yet to record times in the events present in this meet programme. Only swimmers who currently have No Time in a short course event, or a long or short course time which has been set prior to 14 th April 2017, are eligible to enter that event. Checks may be made on the British Swimming ranking system. Please note that should the Meet organisers become aware that a swimmer has submitted an entry for an event in which they have a ranking time, the organisers reserve the right to exclude that swimmer from the whole of the competition. 2. THE ENTRY FEES for the No Time Gala will be 5.00 per individual event ( 6.00 for paper entries) 3. All events will be HDW. 4. AGE shall be as on the 31 st December 2018 5. ENTRIES a) Entries may only be accepted from competitors registered as members of Affiliated Clubs, holding either primary or multi registration membership within the South East Wales Region. b) Entries will be received on a first come first served basis and accepted up to the maximum which can be accommodated in the time available. However, should the meet be oversubscribed then the Management Committee reserves the right to return entries. In this situation scratching will begin with the latest submitted entries. c) Swimmers must only swim for one club during the gala. d) Competitors must have been registered members of the club in whose name they are entered at least 30 days prior to the closing date of the Meet. e) Swimmers must have achieved the standard of the Competitive Start Award in order that they start the events by a dive either from the side of the pool or the starting blocks. f) Swimmers who have not achieved the Competitive Start Award must start in the water. g) It is the responsibility of the coach to ensure the swimmer has reached the standard of the Competitive Start Award. h) An estimated time may be given to assist with the timing of the meet, and to enable better seeding i) Where possible entries should be sent electronically using Hy-Tek Team Manager. j) The events file for use with TM accompanies this meet pack and is available from sewregion@yahoo.co.uk k) Electronic entries should be emailed to: sewregion@yahoo.co.uk l) Entries from clubs should be accompanied by a Payment Summary Sheet and a SINGLE cheque to cover all entries and coach/chaperone poolside passes. m) Cheques should be payable to Swim Wales South East Region and sent to Steven Hathway, 108 Queens Drive, Llantwit Fardre, CF38 2PA -: 01443 205198 2
n) Please note that entries may be refused if: they are received without the relevant fee they are completed incorrectly (Membership number must be included) they are received after the closing date of Friday 16 th March 2018 6. AGE GROUPS 9/10 yrs, 11/12yrs, 13/14/yrs 15/over 7. MEDALS Medals will be awarded for places 1 3. 8. SPECTATORS Admission charges: 3.00 per session or 5.00 per day (not including programme) Please Note: The Spectator Area must be cleared at the end of each session. 9. MOBILE PHONES Mobile phones must not be used in the building. 10. SESSION TIMES This Gala may be held over two days with two sessions each day, starting with warm up at 1.00pm, depending on the number of entries. All start times will be confirmed following receipt of entries 11. EVENTS a) Events will be held as shown on the attached programme of events. b) Time trials will not be permitted. 12. OFFICIALS a) Each Club is required to supply at least two qualified officials per session. b) Officials will be required to follow the protocol which can be down loaded from the Swim Wales web site. 13. VOLUNTEERS Clubs nominated by the Region depending on the number of entries for this event will be requested to supply volunteers. 14. MEET PROCEDURE a) Heats Coaches should ensure that swimmers make themselves available for marshalling at least 2 events prior to the event they are competing in. b) Starts Over the top starts will, where necessary or appropriate, be used during the gala. 15. PASSES a) All Coaches and Chaperones, who will be on the poolside at any time during the competition must have individual accreditation obtained by completing the official form enclosed in this Information Pack. b) Sufficient Pool Accreditation will be available for clubs to maintain adequate supervision of their athletes (As a guide a ratio of 1:10 should be considered as the minimum required where athletes are 9 years and over. (Coaches are not considered Chaperones) c) Completed forms must be accompanied by a passport size photograph, unless one is already held on file. d) Passes will need to be worn at all times. Anyone without a pass will be asked to leave 3
poolside/changing area. c) The closing date for passes will be the same as the closing date for entries. d) Applications will not be accepted on the day. 16. HEALTH AND SAFETY a) It is the responsibility of the swimmer and/or parent/guardian/coach to declare to the referee any disability or medical condition that could present a health or safety risk b) If a disability or medal condition exists, swimmers must produce a medical note confirming that their participation presents no health or safety problem 17. CAMERA USE SWIM WALES PHOTOGRAPHY GUIDANCE POLICY The Swim Wales Guidance Policy is in operation at all S.E.Wales Regional Competitions. It may be viewed at www.swimwales.org/key-documents or available on request from the organisers Anyone wishing to use cameras or videoing equipment will be required to provide proof of identity and sign the camera log at the Pool reception desk. This includes, but is not limited to: Still cameras, cine cameras, video cameras, camera/video enabled mobile phones, camera enabled PDAs. Proof of identity is required to register any photographic/video equipment 18. In the case of an emergency, everyone is required to follow the instructions given by poolside staff. 19. All valuables and belongings will be the responsibility of the owner. 20. BEHAVIOUR a) All swimmers, officials, volunteers, spectators, and visitors are required, at all times, to abide by the rules set out in the Pool Operating Procedures and/or the Normal Operating Procedures and Emergency Action Plan for the facility hired for the Meet. b) Behaviour becomes unacceptable when it is considered Offensive to others; This includes, but is not limited to, the following: Theft, wilful damage to property and/or equipment, acts of vandalism, abuse of alcohol and/or drugs, bullying, offensive language, aggressive/violent acts, threatening behaviour, all breaches of safety practices, failure to comply with instructions/directions, actions that bring the sport of swimming into disrepute. 21. SAFETY AND SECURITY a) For safety and security reasons, the wearing of jewellery is not permitted while in the water during warm ups/swim downs and/or competition. This includes watches, necklaces, chains, bangles, wrist bands, ear-rings (except studs) and rings (except wedding bands) b) Swim Wales will not be responsible for any jewellery brought to events and will not be liable if such jewellery is lost or damaged. 22. DATA PROTECTION a) The Region, along with the Governing Body will use computers to record entry times and results. b) By submitting entries you are accepting the conditions and consent is hereby given for holding personal information relating to the sport of Swimming as required by the current Data Protection Act. 4
23. THE ORGANISERS a) retain the right to return entries in the event of the competition being oversubscribed b) retain the right to remove any person or club found to be in contravention of 16, 20 and 21 as above. c) retain the right to amend these conditions if necessary, without notice, if agreed by all three Regions SOUTH EAST WALES REGION NO TIME GALA Programme of Events Session 1 Event 1 Girls 11 and over 400 I.M. Event 2 Boys 11 and over 400 freestyle Event 3 Girls 9 and over 100 freestyle Event 4 Boys 9 and over 200 backstroke Event 5 Girls 9 and over 200 I.M. Session 2 Event 6 Boys 9 and over 100 fly Event 7 Girls 11 and over 200 fly Saturday 14th April 2018 5
Event 8 Boys 9 and over 100 backstroke Event 9 Girls 9 and over 200 breaststroke Event 10 Boys 9 and over 100 breaststroke Event 11 Girls 9 and over 200 freestyle Session 3 Event 12 Boys 11 and over 400 I.M. Event 13 Girls 11 and over 400 freestyle Event 14 Boys 9 and over 100 freestyle Event 15 Girls 9 and over 200 backstroke Event 16 Boys 9 and over 200 I.M. Session 4 Event 17 Girls 9 and over 100 fly Event 18 Boys 11 and over 200 fly Event 19 Girls 9 and over 100 backstroke Event 20 Boys 9 and over 200 breaststroke Event 21 Girls 9 and over 100 breaststroke Event 22 Boys 9 and over 200 freestyle Sunday 15th April 2018 SOUTH EAST WALES REGION NO TIME GALA ENTRY FORM Name in full:..... Age(31/12/18): Date of Birth: D D/ M M/ Y YY Y Male / Female Address:... Post Code: Tel No:... Club Name:. Swim Wales Membership Number: 6
Please enter the appropriate event numbers in the boxes below. Please enter an estimated time in the 100m 200m 400m 800m 1500m appropriate boxes. Butterfly XXXXXXXXX XXXXXXXXX XXXXXXXXX Backstroke Breaststroke XXXXXXXXX XXXXXXXXX XXXXXXXXX XXXXXXXXX XXXXXXXXX XXXXXXXXX Freestyle XXXXXXXXX XXXXXXXXX Individual Medley XXXXXXXXX The entry fees for the No Time Gala will be 5.00 per event. ( 6.00 for paper entries) I declare that the above information is correct and agree to abide by the Meet conditions. I accept there will be no refund of entry fees, unless the gala is oversubscribed. I also confirm that the above competitor has/has not(please delete as appropriate) achieved the ASA Competitive Start Award Signature of Competitor/Parent:.. Date:. Signature of Coach:. Closing Date: FRIDAY 16 th March 2018 7
SOUTH EAST WALES REGION NO TIME GALA INDIVIDUAL COACH/TEAM MANAGER/CHAPERONE PASS PLEASE COMPLETE THIS FORM IN BLOCK CAPITALS FULL NAME:... NAME OF CLUB:.. POSITION e.g. Club Coach.. ADDRESS:....POST CODE:. TEL NO:...... EMAIL:. SWIM WALES MEMBERSHIP NUMBER:. CRB/DBS NUMBER:.. DATE OF ISSUE:.... DAY/DAYS REQUIRED...... MEALS REQUIRED/ DAYS...DIETRY REQUIREMENTS... (eg. Coeliac) maybe available PLEASE NOTE: Only members affiliated to Swim Wales will be eligible for a coach s pass. All processed through your CLUB Closing Date: FRIDAY 16 th MARCH 2018 ONLY APPLICATIONS WITH A PHOTOGRAPH WILL BE ACCEPTED. (unless a photograph is already on file) PLEASE NOTE PASSES ARE PERSON SPECIFIC AND ARE NOT INTERCHANGEABLE. NO PASSES WILL BE AVAILABLE ON THE DAY. PASSES MUST BE PURCHASED BEFOREHAND. THERE WILL BE NO ACCESS TO THE CHANGING VILLAGE OR POOLSIDE WITHOUT A PASS THE SWIM WALES HEAD COACHES PASS WILL ALLOW FREE ENTRY TO THIS MEET FOR THE NAMED HEAD COACH ONLY 8
SOUTH EAST WALES REGION NO TIME GALA Closing date for entries: FRIDAY 16 th March 2018 Payment Summary Sheet Please return this form together with: 1. Entry Forms if not submitting electronically 2. Cheque made payable to Swim Wales S. E. Wales Region 3. Coach/Chaperone Accreditation Forms Club Name Address Post Code Email Position in Club Tel No Summary Number Total Individual Entries @ 5.00 Total Poolside Passes per day @ 6.00 Total Head Coach Passes per day * FREE Total Cheque Enclosed made payable to Swim Wales South East Region Paper entries are 6 per event. * Conditions apply It is requested that a single cheque for the complete club entry is submitted. I confirm all swimmers are current members of Swim Wales and have paid the appropriate membership fee. I declare that only our team members who have reached the standard of the ASA Competitive Start Award will be permitted to start from the poolside. Those who have not will start in the water. I confirm all the Meet Conditions have been brought to the attention of swimmers, parents/guardians and coaches including the rules regarding photography. I agree to abide by the conditions laid down by the South East Wales No Time Gala Management Committee for this event. Signature... Date:... Return to: Steve Hathway,108 Queens Drive, Llantwit Fardre, CF38 2PA - E Mail: sewregion@yahoo.co.uk Tel: 01443 205198 9