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. 2 of 12 2014 VANCOUVER ISLAND REGIONAL CHAMPIONSHIP MEET PACKAGE 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. 3 of 12 2014 VANCOUVER ISLAND REGIONAL CHAMPIONSHIP MEET PACKAGE 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. 4 of 12 2014 VANCOUVER ISLAND REGIONAL CHAMPIONSHIP MEET PACKAGE 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; 5 of 12 2014 VANCOUVER ISLAND REGIONAL CHAMPIONSHIP MEET PACKAGE 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 6 of 12 2014 VANCOUVER ISLAND REGIONAL CHAMPIONSHIP MEET PACKAGE 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 7 of 12 2014 VANCOUVER ISLAND REGIONAL CHAMPIONSHIP MEET PACKAGE 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. 8 of 12 2014 VANCOUVER ISLAND REGIONAL CHAMPIONSHIP MEET PACKAGE 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 9 of 12 2014 VANCOUVER ISLAND REGIONAL CHAMPIONSHIP MEET PACKAGE 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 10 of 12 2014 VANCOUVER ISLAND REGIONAL CHAMPIONSHIP MEET PACKAGE 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 11 of 12 2014 VANCOUVER ISLAND REGIONAL CHAMPIONSHIP MEET PACKAGE BCSSA Vancouver Island Regional Championships SCRATCH SHEET Club______________________________ Coach_________________________________ Swimmer Event # Event Name 12 of 12
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