Meet Entry Help Page

 

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1) Meet entries are positive-registration. If you want to participate, register online by the deadline. If you do not want to enter, do nothing. Default is un-entered. This does not mean we don’t encourage meets or believe them to be important; in fact, they are second only to practice in terms of the importance to the swimmer’s improvement and satisfaction in the sport.
 
2) Please be certain to register for the correct meet and day(s)/session(s) (and see #8 below for the fall-back). We often have multiple meets up simultaneously, and it is easy to inadvertently enter the wrong meet. As well, if there is more than one day or if there are two sessions on a given day, be certain you have selected the correct days/sessions and noted any availability restrictions in the note box. If there is no note to the contrary, I will assume your athlete is available for both days and enter accordingly.
 
3) If event selection is possible, complete this aspect if you choose. The coaches will make the final determination on event selection. However, if you have a specific event you would like to swim, note that in the comments box so that we can try to accommodate your request. Also, if you have compelling reasons for requesting a particular event, e.g., seeking PNS cut or TR, please advise us accordingly. (See article on event-selection procedure; it is posted on the parent-education section of the website.)
 
4) Specific procedure for online meet entries is as follows:
  1. Select one of the following three options for starting the procedure:
    (1) On the home page, scroll down to the bottom-right box, “Upcoming Events”; click on “Attend this Event.” 
    (2) On the “Meets & Events” page, click on “Attend this Event” under the event you want to enter. 
    (3) Wait to receive an email link that will take you directly to the meet-entry webpage.
  2. Click the member name you want to enter.
  3. Select the drop-down to enter the athlete "Yes, please sign [swimmer] up for this event."
  4. Include any athlete availability restrictions in the “notes” box; if your swimmer cannot be present for certain sessions or for periods of certain sessions, please specify those sessions or those periods in the box. This prevents our entering your swimmer in sessions/events for which he/she cannot be present and allows us to plan for relays.
  5. Request events (optional) if there are certain events your athlete particularly wants to swim. For meets that do not offer event selection, use the “notes” box to request events. If there is a compelling reason for entering the athlete in the event requested, please include that in the “notes” box so that coaches can weigh that against other event-selection criteria when they determine the final event line-up. (Your requesting events that fall on only one particular day does not suffice as an indicator of athlete availability because the coaches cannot infer whether those requests were made because of the intrinsic nature of the events or because of the sessions in which they are scheduled. Our default mode is to enter the athlete in all sessions for which he or she qualifies and will be available. Please list availability restrictions in the “notes” box if you prefer only specific sessions or periods of specific sessions.)
  6. Click “submit” at the bottom of the page. 
  7. Families with more than one swimmer must complete the above steps for each athlete.
  8. Look for the initial meet entries, which will be emailed for your perusal. Notify Neil of discrepancies immediately. Final meet entries will be emailed within a few days.
  9. Once the entries have been sent to the meet host, you will be billed for your entry in the meet (individual and relay events) regardless of whether your swimmer participates. (The only exception to this is if we have made a mistake in the entry. Entry mistakes, yours or ours, can be prevented by your careful screening of the initial meet entries.) The meet-entry charges will appear on your next monthly email invoice and will be due by the 5th of the following month along with your swim team dues.

5) Per event fees are listed on the online event selection; the meet prices shown on the hard copies and in the meet-information email are for the maximum number of events per session. If your athlete swims fewer, you will be billed accordingly. Relays are $8/relay, $2/swimmer.

6) If you are using an outreach voucher for a particular meet, please include a note to that effect in the online “Note’s” box and submit the voucher in the meet registration box by the entry deadline so we can include that with our team entry. Vouchers received after the entry has been sent cannot be used; you will be responsible for paying those meet entry fees.
 
7) If you miss the entry deadline, please email and telephone me ASAP, including which days your swimmer would like to compete. If you reach me before the entry has been sent, there is a high probability we can squeeze you in; if you reach me after the entry has been sent, your chances plummet.
 
8) Please watch carefully for and read closely the preliminary entries when I email them out (usually within a day or two of the entry deadline). Check to ensure that your swimmer is in the correct sessions. This is our primary check and balance for ensuring accuracy in the entries. Once the entry has been sent, it is very difficult to change.
 
9) Once you are entered, unless the mistake is ours, you will be responsible for the cost of those events regardless of whether or not you actually attend. We strongly encourage those entered to attend because your absence detracts from the team spirit, open lanes detract from the competition, and no-shows often force cancellation of relays.
 
10) If you must cancel before the registration deadline, please go back online to unregister the athlete. If it is after the deadline, please email and phone Coach Neil ASAP.