ENTERING MEETS, MEET ENTRY FEES AND COSTS, MEET ENTRY FEE DEPOSITS
FAQs and CLUB POLICY
How do we sign up for a Meet?
When a Swim Meet or competition appropriate to a swimmer and/or his group is approaching, the coach will post the meet information on the homepage of the CDSC website under “Events”, such as date and place, the deadline for confirming attendance via the website, and the Meet Package once available.
Once a parent has confirmed their swimmer's attendance at the Meet by “Confirming” via the website, the parent is responsible for any and all meet entry fees, as well as any travel and management costs related to the swimmer and that Meet.
What and how much are Meet Entry Fees?
When our Club enters a swimmer in a Swim Meet, we pay to the host of the Meet a meet entry fee for each swimmer.
The amount of the meet entry fee varies, and may be a fixed amount for the whole Meet, or may be calculated per individual event entered. In addition to the meet entry fees the meet host will also add a surcharge which usually ranges between $4 - $10 per swimmer. The surcharge covers the fees paid by the host to Swim BC or an equivalent organization, plus any facility surcharges that may apply. The entry fees for each Meet are set out in the Meet Package for the Meet, which is posted on our website prior to the Meet.
In addition to the entry fees for individual events, our Club pays to the host of the Meet entry fees per Club relay team entered in the Meet.
How are the Meet Fees Charged?
The Club will charge the swimmer’s credit card on account for the meet entry fees (including the individual entry fees, any surcharge, and a share of relay entry fees) plus a $2 per meet handling charge prior to the Meet.
The relay entry fees charged will be a prorated share of the relay entry fees paid by the Club at each Meet the swimmer signs up for and/or attends, whether or not the swimmer swam on a relay or relays at the Meet.
How will I know how much I have been charged for Meet Entry Fees?
To see all amounts charged to your credit card on file, click on “My Account” and “My Invoice/Payments” on the drop down menu on the right side of the homepage on our website.
How are travel expenses and management fees for “away” meets paid?
Travel expenses and management fees for away meets (outside the Lower Mainland Region) are paid by charging the credit card on the swimmer’s account prior to departure, and on a meet by meet basis.
What extra costs are involved in going to an “away” meet?
In addition to meet entry fees, when a swimmer attends an away meet and travels with the team, the swimmer must pay for travel costs and management fees.
An estimate of the travel costs and management fees will be provided by the coach prior to the Meet, and must be paid in full by the deadline established by the coach and prior to travel commencing. An initial deposit may be required at the time of online sign up for the Meet.
The deposit and final payment will be charged to the credit card on the swimmer’s account.
What is included in travel costs?
Travel costs payable by the swimmer travelling with the team include the swimmer’s airfare, ferry or other transportation expenses (as applicable), plus a pro-rata share of the hotel, ground transportation, management costs, food and any other travel-related costs incurred by the team.
What are management fees?
Management fees are payable by swimmers attending any Meets outside the Lower Mainland Region, whether or not the swimmer will be travelling with the team, and must be paid in full by the deadline established by the coach, and before attending the Meet.
The management fees payable include, as applicable, a pro-rata share of:
- the per diem allowances paid to the coaches attending the Meet (between $25 and $50 per day per coach, depending on the location and nature of the Meet);
- the airfare or other transportation expenses of the coaches and chaperones attending the Meet;
- the hotel or other accommodation expenses of the coaches and chaperones attending the Meet;
- the per diem allowances paid to the chaperones attending the Meet; and
- any other reasonable meet-related expenses incurred by the coaches and chaperones.
The management fees will be charged to the credit card on account prior to the Meet.
What happens if my swimmer is entered and then becomes sick or injured?
In most cases, if a swimmer becomes ill or is injured after having been entered in a Meet, the meet host will refund the meet entry fees, but only if a signed letter from the swimmer’s doctor is provided to the meet host before, during, or immediately following the Meet. If the Club receives the refund of the meet entry fees, the amount of the refund will be credited to the swimmer’s credit card. The coach must be notified as soon as possible if a swimmer is unable to attend for these reasons.
If a swimmer is unable to attend an away meet due to sickness or injury after having confirmed participation in the Meet, the swimmer and parents remain liable to the Club for any costs that are non-refundable, including the swimmer’s airfare if applicable, as well as the swimmer’s pro-rata share of the ground transportation costs and management fees.
What are travel subsidies?
When available, the Club may provide travel subsidies to eligible swimmers travelling to a championship (AA and above) away meet with the team, to help defray the cost of team travelling.