Running a Swim Meet in Gippsland District 21

This paper is to serve as a guide only to Clubs wishing to run a Swim Meeting in the G.S.I. Summer Season.  From acquiring a swim meet in the Fixture Guide, to filing the 'Financial Statement' with the G.S.I. after the meet, this will offer a step by step procedure for Clubs and Committees who are new to Swim Meet organisation.  Please do not hesitate to contact a member of the G.S.I. Committee for further clarification or details.

1.      Acquiring a Swim Meet   The Programme Secretary accepts submissions from Clubs regarding preferred dates and types of meets for the coming season by the end of November each year.  The Programme and Selection Committee (5 elected members & the Programme Secretary) meet to plan the coming season assigning meets to host clubs and attempting to incorporate into the Programme suggestions put by clubs.  The Draft Fixture Guide and Programme is presented at the February Meeting of the GSI and the acceptance process commences.  

2.       Before your Swim Meet
¨       Organise pool hire from pool management
¨       Apply for necessary food permits from the local Council if you intend to sell food.
¨       Host Clubs often run raffles on the day; this will need to be organized
¨       Collect the Event Board and necessary timing equipment from the Club holding the previous meet (usually at the end of that meet)

3.      On the Day

Pool Set up
¨       Starting Blocks
¨       Lane Ropes
¨       Backstroke Flags (5m from each end)
¨       False start rope (1.5m from the start end)
¨       Chairs for 3 time keepers per lane & 1 for Chief time keeper
¨       Shelter for Timekeepers
¨       Powered, sheltered area for Recorders/Compilers with trestle table and 4 chairs with a view of the finishing end of the poo
¨       Sheltered area with 1 table and chair for Announcer
¨       1 large table or 2 tables and 2 chairs for marshalls, shelter if required
¨       1 small table and 2 chairs and shelter for starter (if available)

Host Club Provides
¨       Someone at a table near the entrance to collect $5 fee and tick swimmers on the program provided by Recorder
        Pairs: $2.00/Relays $3.00 (cheques collected from clubs based on pre-entry)
        Free entry to the pool is given to Officials - Referees, Starters, Marshalls, Announcer, Recorders, Chief Time Keeper - usually dressed in          official uniform -        and a designated head coach from each swimming club
¨       Raffle ticket sellers
¨       If the Pool Management does not collect an entry fee, Clubs may do so to help to cover pool hire
¨       Event Board minder to change numbers
¨       Runners to collect Warning and DQ forms from Referees
¨       One member to assist in Recording
¨       Someone to tape up results in a prominent place
¨       Snacks and drinks for officials:  referees, time keepers, starter, announcer,  recorders, marshal, event board  - and helpers to deliver these to officials at appropriate intervals - a trolley with wheels can be handy for this
¨       Lunch for approximately (30 - 35) Officials
¨       JTL Swim meet Checklist

 G.S.I. Provides
    ¨       Stop watches for 24 time keepers
    ¨       Starting device
    ¨       Recording equipment 
    ¨       Each club provides a number of officials based on number of swimmers entered
    ¨       Programmes for the day's events for officials.
    ¨       Ribbons or medals for winners - Club will be billed for these at a later date

 4.      Catering

Where the Pool Management allows, Host Clubs are encouraged to sell food to swimmers and families as a means of fund raising at their swim meet, and also to provide a healthy alternative to kiosk food.   Menus may depend on the local council's food handling regulations, but good sellers at meets have been: sandwiches, pasta in tomato based sauce, jelly cups, fruit salad , juice boxes, cakes, popcorn, BBQ, baked potatoes.   You are limited only by your imagination, your energy level - and the local food handling regulations.   The prices are up to your Club to decide.  Some clubs sell small tickets worth $.50 outside their canteen and all food prices are in multiples of 50.  Tickets are used to purchase food. Food handlers are not dealing with money as well as food, and even children can quite successfully help in the kitchen.

 5.      Financial Statement

A Financial Statement form (F17)  is provided by the G.S.I.  Secretary  to each Host Club prior to their swim meet.  This form details income and expenditure for the meet and is to be sent to the District Treasurer within four weeks of running the meet   The Treasurer will send an account to clubs to cover the cost of ribbons issued at GSI meets.

GSI Treasurer will invoice Host Club for entries based on Program.  Clubs will retain $4.00 from each $5. entry fee paid.