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Fees

Fees

Welcome to the Virginia Gators of Charlottesville Swim Club, a year round competitive swim team serving the Charlottesville area since 1999. We accept new swimmers throughout the year, and encourage you to become part of the team. It is our goal to offer age specific training for all of our athletes in order to challenge and develop each individual to the best of their abilities.

Online Registration and Account Management

We offer online registration and electronic payment processing. The process is simple for both new and returning members. You will have access to your own account that will enable you to easily declare for swim meets, sign-up for jobs, see your billing detail, see your children's swim times histories, maintain your own contact information, and more. 

Payment Options

The Gators offer both Lump Sum and Monthly Payment options. The Lump Sum option offers a significant discount off the monthly rate. With our Monthly Payment option, fees will be paid upfront for the first three months and then additional months will be billed on the first of each month until the swimmer chooses to suspend their membership. Written notice to suspend membership must be emailed to CvilleGators@gmail.com by the 20th of each month or the member will be obligated to pay the following month. In addition to Program Fees, there is a $120 annual per swimmer registration fee to cover USA Swimming membership, insurance and other administrative expenses. Additional fees such as meet entry fees, lodging, transportation and other meet costs are billed separately. It is the responsibility of each family to understand the meet fees for each particular meet prior to registering for that meet.

Pay Fees Online

With the exception of Lump-Sum payments, which may be paid by check, all fees must be paid by credit card or ACH from a bank account. There are no additional finance charges for payment made by credit card or ACH. Program fees are billed on the 1st of each month and are due no later than the 20th day of that month. If you wish to change your payment method to ACH, you can log into your account and make the changes after you have registered. On the first of each month your total outstanding balance will either be charged to your credit card or through ACH payment. 

Discounts Available

The Gators appreciate the expense that youth sports entails. Accordingly, we offer the following family discounts: 10% discount on all program fees for families with 2 registered swimmers, 20% discount for 3 swimmers, and 25% discount for 4 or more swimmers. A 5% Military discount is offered to active members of the military and their families. 

Program Commitment

Registered members are committed to on-time payment of the entire amount of their lump sum or monthly installment payment plan, annual registration fees, meet and other fees accrued, along with satisfying the annual fundraising and volunteer requirements. The Lump Sum option will be offered on a prorated basis for new members joining the team before January 1.  After January 1, all memberships will be on the monthly payment plan.

Virginia Gators of Charlottesville Swim Club Annual Registration Fee

The Virginia Gators of Charlottesville Annual Registration Fee of $50 is required for every new or returning swimmer. The registration fee covers the cost of a team t-shirt, and a team swim cap for each swimmer and other administrative costs. This fee is non-refundable.

USA Swimming Annual Registration Fee

USA Swimming is the governing body of competitive aquatics in the United States. This organization provides our rules and regulations, officials, insurance in case of injury during swim team practice and during swim meets, swimmers’ times database, tips and training advice, the ability to enter the USA Swimming-sanctioned events, and SPLASH Magazine. All transfer or returning members of the Virginia Gators of Charlottesville Swim Club must pay the annual USA Swimming fee of $70 at registration. This fee is non-refundable.

Coaches’ Fees

Coaches’ travel and other expenses for on-deck coaching at swim meets is shared by the swimmers in attendance at those meets. The following coaches’ fees are charged for each day a swimmer is entered in a meet: $10/in-state meets, $15/out-of-state meets, and $20/championships meets.

Meet/Event Fees and Virginia Swimming Surcharge

The meet host typically charges fees for individual swimmer entries (each individual race), and for their participation on relays (1/4 of total relay cost).  This is done to offset the cost of running a meet and cover the Virginia Swimming surcharge. These fees differ by meet and can be found in the meet invitation.  In general you will see the following fees in meet information supplied by the host: Individual swimmer entry fees typically range from $2.50-$6.50/event and relay fees/swimmers average $5.00-$12.00.  These fees are finalized, and paid in advance, at the entry deadline posted by the host club, therefore, these fees are not refundable if a swimmer registers and then decides not to attend, even for illness or injury.

Fundraising Commitment

Program fees do not cover all of the expenses of operating our own facility and offering the finest coaching in Central Virginia. In addition, we are committed to developing a new facility for the Gator program. We do not require families to fundraise but do hold an Annual 50/50 raffle as the primary way to our fundraising goals. Families that would rather not participate in the 50/50 Raffle can still help the Gators by (a)making, or soliciting, donations, or, (b) securing business sponsorships, We also earn donations from Kroger Cares, AmazonSmile, and SwimOutlet.com purchases. More information about these, and other, programs can be found under the "Support & Giving" tab on our website. Please feel free to contact us with questions or fundraising ideas!

Volunteer Commitment

As a parent-run club, we rely on family service/volunteer hours to run the club. Each family with a swimmer in any Gator Program is required to provide a minimum of 3 service hours per quarter. This requirement can be satisfied by timing at meets, officiating, working event parties, public relations, marketing activities or chairing a committee. Members who do not fulfill their volunteer obligation will be billed $50 per service hour unfilled. Whether you are a veteran swim team family or new to the sport, there is a place for you! Click HERE or visit the “Volunteer” tab on our website to get started.

Program Changes or Withdrawals

The coaching staff may choose to move a swimmer to a different level program based on his/her swimming ability.  The swimmer will receive two trial weeks in the new level program without any change to fees.  If the swimmer chooses to continue at the new level, a modification will be made to the registration agreement, adjusting the fees for the new level program. 

To suspend membership of a Monthly Plan, participants must provide written notification to CvilleGators@gmail.com by the 20th of the current month otherwise participant will be charged for upcoming month. Lump Sum payments will not be refunded or prorated unless the athlete is too injured or ill to train or the family moves out of the Charlottesville area in mid-season.

Delinquent Accounts

Program fees are billed monthly and are due no later than the 20th day of the following month. Nonpayment of monthly dues for more than two months will be considered a suspension of membership and the right to swim will be withdrawn until payment is current. Payment is due in full no later than the 20th day of the month following receipt of the bill. Fees not paid by the 20th day of the following month will be subject to a $25.00 late fee. Any swimmer whose fees are more than two months in arrears will not be allowed to participate in the program until accounts are made current.

 
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