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Meet Bid Forms

 

SC and LC Meet Bid Form   .pdf

SC and LC Championship Meet Request to Host Form         

Championship meet bids for 2021 - 2023 short course are due April 1, 2020
Championship meet bids for 2021 - 2023 long course are due September 1, 2020   

Meet Bid Procedure

1700 -  MEET SCHEDULE

1710 - Bid Process

Meets other than dual meets, time trials and Kentucky Swimming Championship Meets are scheduled within Kentucky Swimming on a bid basis to avoid conflicts in scheduling and to provide a progression of competitive events at all levels of ability during each season. Only clubs that are current USA Swimming and Kentucky Swimming members in good standing may qualify for bidding toward the proposed meet schedule. 

Step 1

Meet bids to be considered shall be registered with the Kentucky Swimming Office via email or hard copy no later than April 1st and October 1st for the next long course season.  Bid proposals shall include all information specified on the meet bid form.  Meet Bids received after the cutoff date shall be subject to a $50.00 fine.  See 2230 Late submission for meet bid.

The host club may request the fines be waived for bids which were not submitted and or received within the allotted time period to submit such bids.  It is up to the host club to present evidence regarding the extenuating circumstances for the late meet bid.  The BOD (majority vote) shall determine if the fine(s) shall be enforced or waived based upon the host club explanation of their request to waiver fine(s).

Following are a few examples of extenuating circumstances in which fine(s) would generally be granted a waiver: new site/pool/team, a team adding a meet due to being dropped from another. This list is not inclusive and host clubs have the right to request fines be waived as their situation dictates. Closed Invitational Meets shall include a list of the proposed clubs being invited (invitees) upon the met bid request.

Step 2 

The Kentucky Swimming office shall identify all potential conflicts & alert the clubs in conflict promptly.

Clubs can

1.       Choose to come to an agreement amongst themselves.

2.       Allow conflict to go to the “continuing conflict” stage. Clubs in “continuing conflict” shall be referred to the program development committee.

-        Clubs shall be considered in “continuing conflict” two weeks post the meet bid date unless the Office of Kentucky Swimming is advised otherwise.

-        If there is no “continuing conflict” proceed to step 6.

-        Meet date changes from a host club that progress into a “continuing conflict” stage shall also progress onto the next step.  Preferential treatment shall be given towards the host club that turned their bid in on time.

-        Continuing conflict - a conflict between two clubs over a potential meet date that cannot be resolved between the clubs.

Step 3

Program Development Committee shall identify “continuing conflicts” and evaluate meets based on number of years the meet has run, type of meet, the number of meets the host clubs will host in a season, geographical relevance, past clubs attending said meet and all other information in meet bid request.  The Committee shall also take into account new sites within clubs, i.e. teams expanding into new pools, and new teams starting up.  It is the purpose of this evaluation process to encourage competitive competition throughout the LSC and all decisions from this body shall be evaluated through this thought process.  After the evaluation process, the committee shall make a recommendation to the KYLSC Board of Directors. 

Closed Invitationals with no past club conflict (inviting teams from meets on that weekend) are exempt from “continuing conflict” status.   

Step 4

KYLSC Board of Directors will decide how to resolve the conflict.   

Step 5

BOD decision can be appealed to Southern Zone Board of Review.

Step 6

If no “continuing conflicts” this step begins after step 2.  Technical Planning and the KY Swimming office shall create meet schedule.  Technical Planning may “suggest” to different clubs to add events or change certain formatting within said meet schedule, in line with Program Development Committee Proposal (TBA).

1720 - Schedule Development through Technical Planning Committee 

Preparation for the scheduling of Kentucky Swimming meets will be performed by the Technical Planning Committee.  Tentative dates open for hosting meets, within the upcoming fall/winter short course and the spring/summer long course seasons, must be sent out to all qualifying Kentucky Swimming clubs by March 1st.  Bids for available dates by the teams must be back to the Chair of the Technical Planning Committee on or before April 1st.  A tentative schedule for the following short and long course seasons will then be presented to the spring House of Delegates meeting for its approval including possible amendments.

 1730 - Time Trials 

Time trials may be held at any meet, when deemed appropriate and sanctioned properly. Time trials may also be held at a Time Trial Meet under a separate sanction.

All Time Trials shall follow appropriate USA Swimming Rules.