REGIONALS - (Saanich Commonwealth Pool)

VANCOUVER ISLAND
REGIONAL CHAMPIONSHIP
2014
MEET PACKAGE
Ray Newman Championship Swim Meet
SAANICH COMMONWEALTH PLACE
4636 Elk Lake Dr., Saanich, BC
DATES: Saturday, August 2 – Monday, August 4, 2014
COURSE: 25 metres, 8 lanes, starting blocks and Omega Electronic Timing System
MEET MANAGER: Brian Webster ([email protected])
MEET REFEREE: Kevin Bourgeois (email: [email protected])
MEET ENTRIES: Linda Voss (email: [email protected])
CLERK OF THE COURSE: Karen Johnson (email: [email protected])
VI REGION CLUBS: Campbell River Salmon Kings – CAM
Courtenay Blue Devils – COU
Cowichan Valley Breakers – CVB
Juan De Fuca Royals – JUA
Nanaimo White Rapids – NAN
Oak Bay Orcas – OAK
Pender Island Otters – PDI
Powell River Aquatic Club – POW
Salt Spring Stingrays – SSS
Sidney Piranhas – SID
Victoria Hammerheads - VHH
2014 VANCOUVER ISLAND REGIONAL CHAMPIONSHIP MEET PACKAGE
SCHEDULE:
Saturday August 2, 2014
11:30 a.m.
12:00 p.m.
12:15 p.m.
12:15 p.m.
12:30 p.m.
1:00 p.m.
Group 1 warm-up (schedule to follow)
Group 2 warm-up
Officials meeting
Scratches due to Clerk of the Course
Coaches meeting
Preliminary heats begin
Break (30 minutes)
Finals warm-up
Consolations and finals
Sunday August 3, 2014
7:00 a.m.
7:30 a.m.
7:45 a.m.
7:45 a.m.
8:00 a.m.
8:15 a.m.
8:30 a.m.
Group 1 warm-up (schedule to follow)
Group 2 warm-up
Officials meeting
Scratches due to Clerk of the Course
Coaches meeting
“O Canada”
Preliminary heats begin
Break (one hour) – VI Region AGM
Finals warm-up
Consolations, finals and relays
Monday August 4, 2014
7:00 a.m.
7:30 a.m.
7:45 a.m.
7:45 a.m.
8:00 a.m.
8:30 a.m.
Group 2 warm-up (schedule to follow)
Group 1 warm-up
Officials meeting
Scratches due to Clerk of the Course
Coaches meeting
Preliminary heats begin
Break (30 minutes) – regional cheers
Finals warm-up
Consolations, finals and relays
LUNCH BREAK:
There will be a break after preliminary heats each day.
On Sunday between preliminaries and finals we will hold our AGM and elections for
2014/15. Each club shall have one vote. All parents of all clubs are welcome to attend.
On Monday, regional cheers and acknowledgement of graduates will take place prior
to the start of consolations and finals. Coaches please have all graduates assemble at
the bulkhead after regional cheers.
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HEATS AND FINALS FOR RELAYS:
Heats for relay events that have more than one heat will be swum at the end of
preliminaries before the break. Finals for those events and all relay events with only
one heat will be swum as finals at the completion of individual finals.
There will be no consolation finals for relay events.
MEET ENTRIES:
All meet entries must be emailed to: [email protected]
Each swimmer may enter a maximum of 4 individual events plus 2 relays.
Relays must be entered in Hytek file with individual entries.
Please email your entries by midnight on Monday July 28, 2014 and include the
following three Hy-Tek files:
1.
2.
3.
Club meet entries
Club roster
Proof of Time
Please also include a contact name and phone number for any entry questions.
INDIVIDUAL ENTRIES:
** DECK ENTRIES ARE NOT ALLOWED
All BCSSA rules are in effect.
Scratches from preliminary events must be reported to the Clerk of the Course no later than 15 minutes
before the coaches meeting each day.
Scratches from individual finals must be reported to the Clerk of the Course no later than thirty (30)
minutes after the completion of the individual heat.
“O” Cat swimmers may be combined with “S” swimmers for preliminaries, but will swim finals separately.
Entries must be submitted with valid times. NTs are acceptable if the swimmer has never swum the event.
The Regional Registrar / Meet Manager will verify the validity of all swimmers competing at the Vancouver
Island Regional Championship.
RELAY ENTRIES:
** DECK ENTRIES ARE NOT ALLOWED
All BCSSA rules are in effect.
All relays must be entered in the following manner with the same deadline as individual entries:
1. The relay team must be entered in Team Manager and sent in with your entries using an A, B, C
delineation for a multiple number of teams in the same division of boys or girls. You must enter
swimmers’ names into your Team Manager entries.
2. We will fill in relay cards for you per your Hytek entries and they will be available at the Clerk of the
Course during the meet.
Please remember that each swimmer can swim in a maximum of 2 Relays.
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 Team Composition:
o A club relay team shall consist of 4 swimmers. The composition may change between Regional
and Provincial Championships, provided that all swimmers meet the registration criteria of the
BCSSA.
o For each relay team, one swimmer must be from the division that the relay is entered in. All other
swimmers may be brought up from lower divisions.
o “O” Cat swimmers may not enter “S” relay events, and “S” swimmers may not swim in “O” Cat
relay events.
o At least one swimmer selected to the relay team must have competed in an individual event in
that division at a sanctioned BCSSA meet during the 2014 competitive season.
o The actual team members with up to two alternates (2) shall be named on the relay card
provided by the Clerk of the Course. Once the relay is checked in at marshaling, there will be no
changes allowed to the four (4) designated swimmers. Failure to report the correct names shall
result in disqualification.

Only swimmers whose names appear on the meet entry form shall swim in relays. If a swimmer is in a
relay(s) only, the name shall appear with the notation “Relay Only”.

Swimmers who do not participate at this Regional Championship Meet are eligible to participate on a club
relay at BCSSA Provincials, as long as they have competed in at least one (1) individual event at a scheduled
BCSSA club hosted meet prior to this Regional Championship Meet.

It is NOT permissible for a swimmer to change teams between the preliminary heat and the final in the same
event.
PREREQUISITES:
As per BCSSA Rules, all entrants must have competed in at least one (1) individual event at a scheduled BCSSA
Club Hosted Meet since 1 May, 2014. All swim meets on the 2014 BCSSA VI Region schedule, prior to this
Regional Championship, are BCSSA Club Hosted meets. The swimmer does not have to have swum the same
event they are entering at Regionals.
ENTRY FEES:
·
$7.00 per individual event
·
$10.00 per relay team
·
In addition, each swimmer must pay a $5.00 High Performance Fee, which is charged by Saanich
Commonwealth Place. This is payable with your meet fees.
Each club must pay its meet fees with a cheque payable to the “BCSSA Vancouver Island Region” by 10:00 am
Monday. Please submit your cheque to the Clerk of the Course. There will be no refunds for missed or scratched
events.
MEET MANAGEMENT:
Hy-Tek Team and Meet Manager will be used. Entries must be submitted in the format requested. A heat sheet
will be available online to download. A “Definitive” Event Heat Sheet, incorporating scratches, will be provided
to each club (one only) and to officials after the deadline for scratches and prior to the start of the meet. A
“Definitive” Event Heat Sheet will also be produced for relays and finals. The “Definitive” Event Heat Sheet will
be posted in at least two locations at the pool facility.
There will be full Marshalling for Div 1-3 heats and all relays.
This is a cardless meet; however there will be relay cards for relays.
There will be no “personal calls” from the Clerk of the Course.
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Div 4-8 Swimmers will be required to report to the Marshalling Area to sign in for their heats. They will be
responsible to be behind the blocks prior to the start of their race.
There will be full marshalling for all events in consolations and finals.
Alternates: For finals, swimmers and alternates are responsible for reporting to the Clerk of the Course in time
for their race. The Clerk will announce the availability of a “check in” at least twice, with at least two minutes
between each announcement. It is the responsibility of each competitor to be close enough to hear the
announcements.
For finals, once the Clerk has completed the required calls and a swimmer has not checked in, it can be
concluded that that swimmer does not intend to compete in that event. Should this occur, the Clerk will call the
designated alternate, allowing one (1) minute for her/him to report. Once the alternate(s) have been called, the
listed qualifier and any previously called alternate are irrevocably scratched from that event.
WARM UPS:
Each club will be assigned one lane for the full 30 minutes available for warm ups.
SATURDAY
SUNDAY
MONDAY
Group 1 11:30 - 12:00 p.m.
Group 1 7:00 – 7:30 a.m.
Group 2 7:00 – 7:30 a.m.
Group 2 12:00 - 12:30 p.m.
Group 2 7:30– 8:00 a.m.
Group 1 7:30– 8:00 a.m.
** Lane assignments will be sent out with warm up groups.
2014 VI REGION RESPONSIBILITIES:
1.
Regional Director: BRIAN WEBSTER
a.
Acquires regional supplies: medals, ribbons, record plaques and Provincial caps and t-shirts;
b.
Ensures that our VI Region Provincial Meet responsibilities are filled;
c.
Ensures that the VI Regional Provincial Championship meet entries advancer file is delivered on time to
the BCSSA Office; and
d.
Ensures that VI Coaches form the VI Regional Relays in accordance with “Swimming and Overall Meet
Rules in the 2014 Provincial Championship Meet Package”.
2.
Regional Director of Officials: KEVIN BOURGEOIS
a.
Designates or serves as Meet Referee;
b.
Arranges for Provincial sign-up for officials;
c.
Encourages all qualified deck officials to undertake shifts at the Regional Championship; and
d.
Ensures that all clubs fill lane timing chairs.
3.
Meet Manager (prior to competition): BRIAN WEBSTER
a.
Ensures that Regional Championship Meet is properly organized at the pool facility;
b.
Ensures that the pool facility and surrounding areas are available for the competitors and spectators,
including signing the rental agreements where applicable;
c.
Provides the 2014 VI Regionals budget to the Regional Executive;
d.
Establishes timing systems, recording systems and provides all associated support materials and
equipment;
e.
Creates the 2014 Meet Package for the VI Regional Championships;
f.
Ensures office equipment is available – photocopier(s), computers, tables, chairs and office supplies;
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g.
Appoints a Deck Food Manager;
h.
Ensures there are marshalling area tents and benches, as required;
i.
Ensures there are tables and chairs for officials and coaches;
j.
Ensures there is seating for spectators;
k.
Ensures there is a sound system, announcer(s) and anthem singers;
l.
Provides agreements and designated space and services for any vendors who may provide services for
the meet, swimmers or spectators, on behalf of the VI Region;
m. Ensures that all meet entries are collected and included in the meet by the Clerk of the Course and
validated by the Regional Registrar;
n.
Produces event heat sheets prior to the events;
o.
Assigns club responsibilities by delegating areas of responsibility to each club based on their areas of
strength and volunteer manpower;
p.
Oversees volunteer assignments and ensures that numbers of volunteers needed are provided for each
area; and
q.
Ensures that the set-up and take-down is properly supervised.
4.
Meet Manager / Director of Competition (during competition): BRIAN WEBSTER
a.
Carries out Meet Manager duties during the competition;
b.
With the Meet Referee, ensures that the competition event is safe, fair and proceeds in accordance
with the BCSSA Rules and Regulations;
c.
Chairs the Jury of Appeal; and
d.
Disseminates all meet information.
5.
Regional Registrar: JO-ANNE KOSSEY
a.
Ensures that all Regional Championship swimmers are eligible to swim at the Regional Championship;
b.
Registers all provincial qualifiers for the Provincial Championship in conjunction with the Regional
Director and to ensure that the entries are sent to BCSSA Office by the deadline; and
c.
Checks eligibility of VI Regional Relay members in accordance with “Swimming and Overall Meet Rules”
for the 2014 Provincial Championship.
6.
Regional Treasurer: ISABELLE JAHNKE
a.
Reviews the 2014 Regional Championship budget;
b.
Collects all regional entry fees from clubs; and
c.
Collects and remunerates costs incurred at Regionals.
7.
Meet Referee: KEVIN BOURGEOIS
a.
Coordinates the assignment of deck officials for the meet;
b.
Establishes a rotation of deck officials; and
c.
Supervises the disqualifications and the protest process to ensure a fair event.
8.
All VI Region Club Presidents or Representatives:
a.
Submits their club meet entries by the deadline midnight – Monday July 28, 2014 outlined in 2014 VI
Regional Championship Meet Package;
b.
Fills their assigned club duties and submits the completed sign-up lists to the Meet Manager by 12:00
Noon on Friday, Aug 1; and
c.
Distributes a completed club volunteer list to their members prior to Regionals.
2014 VI REGIONAL CLUB RESPONSIBILITIES:
 Awards (Ribbons & Medals) – Mon AM (CAM, COU, POW); PM (3 SID)
 Medal Presenters (finals only) – Sat (CVB, SSS) Sun (JUA, CVB, POW ) Mon (SID,NAN)
 Marshalling – Head OAK; SID NAN- See schedule
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 Timing Console /Computer Input/Crash Desk - OAK ( 3 ) CVB (1)
 Runners, Photocopying and Posting Results – OAK (1) NAN (1)
 Deck Food Manager (Supplies, Storage & Planning)- SID
 Deck Food (Prep & Distribute)– All clubs – see schedule
 Site Clean-up and Garbage collection- All clubs
 Set-up and Tear Down- OAK
 Timers– All Clubs (schedule will be sent prior to the meet and posted)
 Security/Door Management (3 persons per shift) – All clubs – 10 shifts -see schedule
o schedule will be sent prior to the meet and posted;
o includes safety marshals for warm-ups plus monitoring swimmer, coach and spectator traffic.
DECK FOOD:




Deck food will be provided for meet volunteers.
At least one (1) individual must be on location who has a “Food Safe” certificate.
Clubs have been assigned shifts (see below). Please ensure you are there on time.
The Regional Treasurer will collect $125.00 from each club for Deck Food. Clubs with a BCSSA Registration
of 30 athletes or fewer will pay $50.00.
DECK FOOD SCHEDULE – preparation & distribution, Club assignments:
Saturday Heats
IM - NAN ( 2 ) CVB ( 2 )
Saturday Finals
IM - NAN ( 2 ) SSS ( 1 ) JUA ( 1 )
Sunday Heats
50 Free - SSS ( 3 ) CAM ( 2 ) VHH ( 1 )
50 / 100 Fly - COU ( 2 ) CVB ( 2 )
50 / 100 Back - NAN ( 4 )
Sunday Finals
50 Free , 50 / 100 Fly – SID ( 2 ) SSS ( 2 )
50 / 100 Back - OAK ( 4 )
Medley Relay - CAM( 2 ) POW ( 1 ) JUA ( 1 )
Monday Heats
50 Fly, 50 / 100 Breast – POW ( 1 ) SSS ( 2 ) COU ( 1 )
100 Free – NAN ( 2 ) SID ( 2 )
Monday Finals
50 Fly, 50 / 100 Breast – CAM ( 2 ) OAK ( 1 ) JUA ( 1 )
100 Free – SID ( 2 ) CVB ( 2 )
Free Relay – OAK ( 4 )
AWARDS:
Individual Events: 1st to 3rd medals
4th to 16th ribbons
Relays: 1st and 2nd medals
3rd to 8th ribbons
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Records: VI Record Breaker plaques
Team Awards: Ray Newman Aggregate Trophy
(to the club earning the largest number of points in all events)
Regional Director’s Award
(to the club earning the largest number of points per participant in individual
events only)
HEAT SHEETS & RESULTS:




Heat sheets will be available to download.
Results will be posted in the spectator area.
Coach and/or club reps can pick up club awards at the end of the meet in the records room. No awards will
be released before that time.
Ray Newman Aggregate Trophy and Regional Director’s Award will be awarded at the conclusion of finals
on Monday.
REGIONAL CHAMPIONSHIP (PROVINCIAL QUALIFIERS) SHIRTS:



Please have a club representative take orders for Regional Shirts and caps (order form will be distributed to
all clubs) and deliver the order sheet to Alan Jackson SID immediately upon completion of the meet,
complete with cheque payable to “Vancouver Island Region BCSSA” for all shirts ordered. Shirts will not be
ordered for your club if your cheque has not been received.
Only Provincial qualifiers, attending alternates and coaches are eligible for shirts.
Regional Shirts will not be distributed to clubs until they have submitted their volunteer sign-up sheets for
the 2014 BCSSA Provincials in Kamloops.
PROVINCIALS SCRATCH MEETING:

All coaches are required to meet with the Regional Director and Regional Registrar at the end of the meet
on Monday to finalize the Provincial entries and scratches.
ANNUAL GENERAL MEETING:



Our Regional Annual General Meeting will be held during the Sunday break.
Each attending club has one vote.
All Club members are invited to attend.
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Events Schedule
Saturday Preliminary Heats (same Event Numbers for Preliminaries & Finals)
Girls
101
103
105
107
109
111
113
115
117
119
Div 1
Div 2
Div 3
“O” Cat 1
Div 4
Div 5
Div 6
“O” Cat 2
Div 7
Div 8
100 IM
100 IM
100 IM
100 IM
200 IM
200 IM
200 IM
200 IM
200 IM
200 IM
Boys
102
104
106
108
110
112
114
116
118
120
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Sunday Preliminary Heats (same Event Numbers for Preliminaries & Finals)
Girls
121
123
125
127
129
131
133
135
137
139
201
203
205
207
209
211
213
215
217
219
221
223
225
227
229
231
233
235
237
239
141
143
145
147
149
151
153
155
157
159
Div 1
Div 2
Div 3
“O” Cat 1
Div 4
Div 5
Div 6
“O” Cat 2
Div 7
Div 8
Div 1
Div 2
Div 3
“O” Cat 1
Div 4
Div 5
Div 6
“O” Cat 2
Div 7
Div 8
Div 1
Div 2
Div 3
“O” Cat 1
Div 4
Div 5
Div 6
“O” Cat 2
Div 7
Div 8
Div 1
Div 2
Div 3
“O” Cat 1
Div 4
Div 5
Div 6
“O” Cat 2
Div 7
Div 8
50 Free
50 Free
50 Free
50 Free
50 Free
50 Free
50 Free
50 Free
50 Free
50 Free
50 Fly
50 Fly
50 Fly
50 Fly
50 Fly
100 Fly
100 Fly
100 Fly
100 Fly
100 Fly
50 Back
50 Back
50 Back
50 Back
50 Back
100 Back
100 Back
100 Back
100 Back
100 Back
4x50 Medley Relay
4x50 Medley Relay
4x50 Medley Relay
4x50 Medley Relay
4x50 Medley Relay
4x50 Medley Relay
4x50 Medley Relay
4x50 Medley Relay
4x50 Medley Relay
4x50 Medley Relay
Boys
122
124
126
128
130
132
134
136
138
140
202
204
206
208
210
212
214
216
218
220
222
224
226
228
230
232
234
236
238
240
142
144
146
148
150
152
154
156
158
160
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Monday Preliminary Heats (same Event Numbers for Preliminaries & Finals)
Girls
301
303
305
307
309
311
313
315
317
319
321
323
325
327
329
331
333
335
337
339
341
343
345
347
349
241
243
245
247
249
251
253
255
257
259
Div 5
Div 6
“O” Cat 2
Div 7
Div 8
Div 1
Div 2
Div 3
“O” Cat 1
Div 4
Div 5
Div 6
“O” Cat 2
Div 7
Div 8
Div 1
Div 2
Div 3
“O” Cat 1
Div 4
Div 5
Div 6
“O” Cat 2
Div 7
Div 8
Div 1
Div 2
Div 3
“O” Cat 1
Div 4
Div 5
Div 6
“O” Cat 2
Div 7
Div 8
50 Fly
50 Fly
50 Fly
50 Fly
50 Fly
50 Breast
50 Breast
50 Breast
50 Breast
100 Breast
100 Breast
100 Breast
100 Breast
100 Breast
100 Breast
100 Free
100 Free
100 Free
100 Free
100 Free
100 Free
100 Free
100 Free
100 Free
100 Free
4x50 Free Relay
4x50 Free Relay
4x50 Free Relay
4x50 Free Relay
4x50 Free Relay
4x50 Free Relay
4x50 Free Relay
4x50 Free Relay
4x50 Free Relay
4x50 Free Relay
Boys
302
304
306
308
310
312
314
316
318
320
322
324
326
328
330
332
334
336
338
340
342
344
346
348
350
242
244
246
248
250
252
254
256
258
260
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BCSSA Vancouver Island Regional Championships
SCRATCH SHEET
Club______________________________ Coach_________________________________
Swimmer
Event #
Event Name
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