10th & 11th January 2015 @ Hengrove Park Leisure Centre License No 1SW150024 NEW YEAR LONG COURSE OPEN MEET PROMOTERS’ CONDITIONS 1. The Meet will be held under ASA Laws and ASA Technical Rules, and has been licensed Level 1 (Licence No 1SW150024 ) by the ASA for entry into National Competitions and Championships. 2. All entries must be made on the understanding that the promoters’ conditions are accepted. 3. Qualifying times will be applied to all events. Entries should be made by Hy-Tek file and reach the Meet Secretary on or before midnight on Friday 5th December 2014 – no late entries will be accepted. 4. All competitors must be members of an affiliated club, registered with the ASA, and may compete in the name of one club only. It is important that swimmers enter under the exact name by which they are known to by the ASA, so that our computer software identifies the correct swimmers. 5. Teams are required to provide one licensed official for every 10 swimmers entered. Any team that is unable to meet this requirement should email the meet secretary (details below) as soon as possible so we can ensure the meet is adequately staffed. 6. In the case of oversubscription, the promoters reserve the right to limit entries in order that the meet can be run within the allotted time frame and that all licensing requirements are met. In events with limited entries, priority will be given to swimmers entering the meet from International, Scotland, Northern Ireland and/or Channel Island teams, and to any United Bristol Swimming Club swimmer who can guarantee a volunteer to work for the entire weekend. If we are short of officials, priority will also be given to any swimmer that can guarantee a licensed official to work in all sessions attended by that swimmer – in addition to their team requirement (see condition 5). Cut off times may also be introduced in order to ‘cap’ the number of over subscribed entries – in this instance an even spread of all age groups will be ensured. A list of rejected swimmers and refund cheque will be sent. 7. Incorrect or incomplete entries will be rejected and entry fees will not be refunded. There will be no refunds for withdrawals after the closing date, except in the case of:  A swimmer being selected to represent their country on that day  The production of a doctor’s note confirming the athlete is unfit to compete. 8. There will be finals for all 50m, 100m and 200m events as well as day skins (see condition 9) events in the 50m Freestyle. The top 10 fastest swimmers for each event will be selected for finals. 400m events will be UBSC New Year Open Meet Pack Jan-15 HDW. Medals will be awarded for the top 3 swimmers in each event from the heat swims. Medals will also be given out to the top 3 from each final (excluding the 50m Freestyle Skins). 9. The ‘day skins’ event will run as follows:  Session 2 – heats, final 1 (10 fastest swimmers from heats) and final 2 (8 fastest swimmers from final 1)  Session 3 – final 3 (6 fastest swimmers from final 2), final 4 (4 fastest swimmers from final 3) and final 5 (2 fastest swimmers from final 4) 10. The meet is designated as 9 years and over and will be age as at 11th January 2015. There are separate qualifying times for age groups as follows: 9, 10, 11, 12, 13, 14, 15, 16, 17 years and over. The finals will consist of the fastest overall 10 swimmers from the heats; there will also be medals for the fastest three swimmers in the following combined age groups 9/10, 11/12, 13/14, 15/16, 17/over within each of the age groups from the heat swims. 11. Entry times shall be those for 50m pool times, converted if necessary. All times submitted must be truthful and correct as define by the ASA Code of Conduct. Entry times may be checked against ASA rankings. 12. Over the top starts may be used at the promoter’s discretion. 13. Entry fees are £6.00 per 50m, 100m and 200m event and £7.00 for 400m events, and include the levy per accepted entry made by the ASA for licensed events. Coach passes (maximum 3 per club) are £15.00 each and include programme. Coach accreditation will not be available on the day and entry to poolside will not be allowed without a valid pass. Entry fees should be paid on one consolidated cheque, made payable to United Bristol Swimming Club. 14. Entries and results for this Meet will be held on computer. As required by the Data Protection Act 1998 submission of entries implies consent to the holding of personal information on computer. These details may be made public before, during or after the Meet. 15. There will be no entry cards for this Meet. Swimmers must register in the foyer at least 30 minutes before the start of the relevant session. Swimmers withdrawing from an event without prior notification after they have registered may be deemed to have withdrawn from the rest of the Meet. Swimmers who register late will be allocated any vacant lanes in the slowest heat. If no such lanes are available, the swimmer will not be allowed to swim. 16. Entries will be seeded into heats based on entry times, the slowest heats will be swum first. 17. Swimmers must report to the competitor stewards’ eight heats prior to their own. 18. Only coaches’ in possession of a coaches’ pass are allowed on poolside. Wet swimmers are not allowed in the spectator areas. There will be a swim down pool available throughout the meet. 19. Swimmers will have 15 minutes from the announcement of the finalists to notify the promoters if they wish to pull out of a final, otherwise they will incur a £50 fine. 20. In line with child protection policies, any persons wishing to use video or photographic equipment (including mobile phones with photographic facility) are required to sign the authorisation book available at the entry desk and must display a camera pass. Any person not complying will be asked to leave the pool complex. UBSC New Year Open Meet Pack Jan-15 21. The promoters do not accept any liability for any loss or damage to personal belongings. 22. The promoters reserve the right to alter these conditions if necessary, any alterations being announced during the Meet. Any matter not covered by these conditions shall be at the promoters’ discretion if not covered by ASA Laws or Technical Rules. A copy of the Hy-Tek entry file can be obtained by emailing [email protected] or from unitedbristolsc.com Completed entry files should also be sent to this address. Cheques should be sent along with entry summary sheet to: Jon Falco, 2 The Gardens, Staple Hill, Bristol, BS16 4QX. UBSC New Year Open Meet Pack Jan-15