ࡱ>   !"#$%&'()*Root Entry @MatOSTMMMN0MNDP0;MIXXILIII`=/IM^LT Model Meet Information Letter The following is a model to help with choices or options for writing Meet Information Letters. An asterisk * indicates some of the options available under each category, and is in green. None of these options are required, it is up to the Meet Management as to the use of these options, or others that may better fit the parameters of your meet. Parenthesis ( ) indicate the specifics you fill in for your meet, and are in blue. NOTES are for the edification of meet management in the writing of the letter, and are in red. It is recommended that all meet letters be given to the Head Referee who has agreed to the Referee assignment before sending the meet information letter and sanction request to the Florida Swimming office for sanction or approval. The referee may be able to make suggestions or identify possible clarifications needed to eliminate potential problems. ************************************************************************************************* (Name of Meet) Sanctioned By: Florida Swimming of USA Swimming #___________ Hosted By: (Name of Host Swim Team) Type of Meet: * 25 Yard/25 Meter/50 Meter Course * Timed Finals (Age Group(s), Senior) * Prelims, Finals (Bonus, Consolation, Championship, Age Group(s), Senior) *Consolation Finals will be followed by Championship Finals for Age Group(s), Senior *Championship Finals will be followed by Consolation Finals for Age Group(s), Senior *The (state event(s)) will be swum as a timed final event in prelims. *All relays will be conducted as timed final events and swum in preliminaries *Meet management may opt to use fly-over starts at this competition. NOTE: If this option is used, it is recommended that it be used consistently throughout the meet, and the referee meets with the coaches to outline exactly how it will be implemented. Dates & Times: (Day, date[s], year, time[s] for warm-up and competition) Location: (Name of facility, address, city, state, zip, directions) Pool Specifications: Water depth at the competition starting end is a minimum of ____ feet, ____inches. * Indoor/Outdoor * Long course meters/Short course meters/Short course yards * Number of lanes in pool * Number of courses to be used for the meet, prelims and/or finals * Non-turbulent lane lines * Type of starting blocks * Available warm-up/wane-down available during meet * Any unusual physical situations Timing Equipment: * Hand held watches * Colorado/Daktronics Automatic Timing, pads & buttons * Computer scoring * Type of Score Board Warm-up: (Day[s], date[s], time[s] of warm-up) *Warm up/down available during meet (how many lanes, where, etc.) Eligibility: * Open to all currently registered USA Swimming swimmers * Open to all currently registered USA Swimming swimmers who meet the qualifying time standards * Open to all currently registered USA Swimming swimmers who have not met the JO qualifying time standard * Open to currently registered USA Swimming swimmers who are members of invited teams Entry Limit: * 3 individual events per day NOTE: maximum events allowed in a prelim/final session. * 5 individual events per day NOTE: maximum events allowed in a timed final session. * (____) individual events for each day. * (____) individual event for the meet. * Plus Relays * Entries that exceed the entry limit(s) will automatically be dropped when they exceed the limit for the meet and or day * The total number of entries will be limited to ( ) swimmers. The following criteria will be used in limiting the meet size: NOTE: list as you desire, as long as the criteria are clear. *Each team may enter a maximum of ( ) relays teams per relay event, designated as A, B, C. *No limit on relay teams, please designate as A, B, C, etc. Seeding: * Use 25 Yard Short Course times. Conversions, using the formula in the current Florida Swimming Handbook may be used, for entry and seeding purposes. * Use 25 Meter Short Course Times. Conversions, using the formula in the current Florida Swimming Handbook may be used for entry and seeding purposes. * Use 50 Meter Long Course times. Conversions, using the formula in the current Florida Swimming Handbook may be used for entry and seeding purposes. Scratch Penalty: NOTE: Teams may alter these scratch rules to design their meet to desired standards, but changes should be very specific and understandable. * No penalty for scratches on the block. * No penalty for scratching on the block with the exception of deck seeded events. Any swimmer entered in a deck seeded event that has checked in for the event must swim the event unless he/she notifies the clerk of course before the seeding has begun that he/she wishes to scratch. Failure to do so will result in the swimmer being barred from his/her next individual event in which he/she is entered on that day or the next day of the meet, whichever is first. * Prelims: No penalty for scratching on the block in prelims with the exception of deck seeded events. Any swimmer entered in a deck seeded event that has checked in for the event must swim the event unless he/she notifies the clerk of course before the seeding has begun that he/she wishes to scratch. Failure to do so will result in the swimmer being barred from his/her next individual event in which he/she is entered on that day or the next day of the meet, whichever is first. * Finals: Any swimmer who competes in a preliminary heat and qualifies as one of the finalists, as originally seeded, must swim in that events final; or must notify the clerk of course that he/she intends to scratch from that final's event, within 30 minutes of the announcement of the qualifiers. Swimmers may reverse their intention to scratch and choose to be seeded for finals if they do so within 30 minutes of their last prelim event of the day. Any swimmer seeded in a final who fails to swim that event will be barred from (state penalty here) unless excused by the meet referee because of illness or injury. A swimmer not originally qualified for finals who is seeded into a final due to the scratch of another swimmer will not be penalized for failing to swim in that final. *Scratches must be done individually; team scratches will not be accepted. *Alternates wishing to swim in an open lane in finals must be standing at the starter's stand, ready to step on the blocks for his/her swim, when the swimmers are called to the blocks. Only the starter will call for the alternate, not the announcer. Entries: *Entries must be submitted on the enclosed entry form, which will serve as proof of entry. All current USA Swimming registration numbers, including relay only swimmers, must be listed on the entry form, and the form must be signed by a current USA Swimming Member. The Master Entry Form must accompany the proof of entries. *Hy-Tek Disk with a signed hard copy printout is acceptable as proof of entry in place of the enclosed entry forms. A Master Entry Form must be included. NOTE: Check with the computer operator for any details that would be required if submitting by disk that would be helpful to include in this information. *Entries must be in USA Swimming SDIF format or Hy-Tek CL2 format. A signed hard copy printout is acceptable as proof of entry in place of the enclosed entry forms. Free text e-mail entries will not be accepted. Disk or e-mailed entries must be accompanied by a backup hard copy of the entry. List all attending coaches, contact phone numbers, and RELAY ONLY swimmers in the body of the e-mail. Corrupted, unreadable, or incorrectly formatted files must be corrected within 24 hours. Errors in entries submitted electronically are the responsibility of the applicant. Electronic mail confirmation will be sent upon receipt of file. If using the enclosed Entry Form, the form will serve as proof of entry. The legal name and current USA Swimming Registration Number for each swimmer must be listed on the Entry Form, including relay-only swimmers. The Master Entry Form must accompany the proof of entries and a current USA Swimming Member must sign the form. Deck Entries *Deck entries may be accepted by the Meet Referee or his/her designee, up to (specific time, such as 45 minutes) before the start of the session under the following conditions: * Swimmers must meet all other standard requirements of the meet. * Entry & meet fees must be paid at time of entry * A swimmer may not scratch an event to deck enter an event. * A swimmer may only deck enter an event that has an existing empty lane, no new heats will be established. NOTE: This next option is designed to allow swimmers entered in the meet by the entry deadline to have priority in deck entries, while allowing deck entries for others who were not entered by the entry deadline on a secondary basis if lanes are available. *For a period ending forty-five (45) minutes before the start of the session, deck entries from swimmers who entered into the meet by the entry deadline, but not entered into an individual event or events will be permitted.For a one half hour period, starting (45) minutes before the start of the session, swimmers not entered in the meet may be deck entered. Fifteen (15) minutes before the start of the session, the entries for the session will be closed. * Swimmers must meet all other standard requirements of the meet. * Entry & meet fees must be paid at time of entry * A swimmer may not scratch an event to deck enter an event. * A swimmer may only deck enter an event that has an existing empty lane, no new heats will be established. Entry Fee: NOTE: Use the fee structure of Florida Swimming or less, currently as follows: * Timed Final Meet: $1.50 per individual event; $3.00 per Relay * Prelim/Final Meet: $2.50 per individual event; $5.00 per Relay * Up to $5.00 facility fee per swimmer for a timed final meet * Up to $7.50 facility fee per swimmer in a prelim/final meet * Deck Entry: Up to $5.00 per individual event NOTE: If allowed in this meet. * Entry fees must accompany entries. Entries will not be accepted without payment. Entry Deadline: All entries must be received by (Time, Day, Date, and Year) NOTE - This may not exceed more than 10 days before the first day of the meet.) *No phone or fax entries accepted, we recommend Express Mail or other rapid mail service. Mail Entries to: (Team or Person receiving the entries.) (Street Address) (City, State, Zip) (Phone number) *Make check payable to (_________________) Officials: Meet Referee: Starter: Head Stroke & Turn: Marshal: Meet Manager: NOTE: All of these people should be confirmed as being available and willing to work. They must all be current USA Non-Athletic Members, and the Referee, Starter, and Head Stroke & Turn must be currently certified officials of Florida Swimming. The Marshal must be available throughout all warm up and competition to monitor the competitors and enforce safety procedures. Scoring: NOTE: Must abide by Rule 102.7 in the USA Swimming Rules & Regulations, and the details should be outlined in this paragraph. Awards: NOTE: A host team normally decides what awards will be presented, and should be detailed in this paragraph. Team Representative: Prior to the start of the meet, the name of one person other than the coach, who will check with the referee about any matter pertaining to the meet, may be given to the referee. For each team, the coach and that person only will be recognized. Identification: Coaches and Officials shall wear their USA Swimming registration card in a conspicuous location at all times while on deck during a swim meet. For Information: NOTE: This should be the meet manager: name, telephone, fax, email; how teams get needed information concerning any aspect of the meet. Rules: Current USA Swimming Rules & Regulations will govern. NOTE: Any alteration of rules listed in USA Swimming Rules & Regulations must be outlined under this Rules paragraph. Referees are obligated to run a meet strictly based on the information in this letter. An approved alteration currently permitted is: *Declared false starts and deliberate delays of meet will not be permitted in this meet and will be treated the same as a "failure to swim" (same as rule 207.5.9D for National Championship meets). WARM-UP SCHEDULE NO EQUIPMENT PERMITTED SWIMMERS MUST ENTER THE WATER FEET FIRST WITH AT LEAST ONE HAND IN CONTACT WITH THE POOL DECK EXCEPT WHEN EXECUTING A CONTROLLED RACING START, SUPERVISED BY A COACH. * The referee/marshal may alter warm-up procedures to meet the needs of the swimmers. General Warm Up (8:00 - 8:30) Controlled Warm Up (8:30 - 9:00) Lane(s) Lane(s) 1 - 8 Circle swimming only 1 Pace 50s - push off 2 Racing Starts - one way only 3 Circle swimming only 4 Circle swimming only 5 Circle swimming only 6 Racing Starts - one way only 7 Racing Starts - one way only 8 Pace 50s - push off NOTE: The above warm up schedule is simply an example - host teams must specify the details of their warm-Up Schedule Order of Events (example) (Day & Date) Warm up - (Time), Competition - (Time) Girls Boys Age Event 1 2 10u 50 Breaststroke 3 4 11-12 50 Breaststroke 5 6 13-14 400 IM# 7 8 Senior 400 IM# 9 10 10u 50 Freestyle 11 12 11-12 50 Freestyle 13 14 10u 200 Medley Relay 15 16 11-12 200 Medley Relay 17 18 Senior 400 Medley Relay 19 20 13-14 1500 Freestyle## 21 22 Senior 1500 Freestyle## *# Events 5 - 8 (400 IM) will be deck seeded and combined by gender regardless of age, but scored separately. * Swimmers must check in by 8:30 am to swim. * Swimmers must check in by 8:30 am to be seeded. Swimmers failing to check in may swim in open lanes if available, no new heats will be established. Open lanes will be filled in the order requested until filled, or by draw if there is a conflict as to what swimmer gets an open lane. *There will be a 10 minute break between event 18 and the beginning of the 1500s. *## Events 19 - 22 (1500 Freestyle) will be deck seeded and combined by gender regardless of age, but scored separately. * Only the fastest 16 girls and fastest 16 boys, regardless of age will be seeded, and will be swum fastest to slowest alternating girls and boys. Additional heats will be swum if time permits. * Swimmers must check in by 10:00 am to swim. * Swimmers must check in by 10:00 am to be seeded. Swimmers failing to check in may swim in open lanes if available, no new heats will be established. 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