Club Distance Gala
Rules and Conditions
Rev 2016
Effective 1 Jan 2016
Leyland Barracudas ASC Distance GalaRules and Conditions Rev: 2016
Introduction.
These rules apply to the annual Distance Gala. They are based on the general mini-gala rules first published 1 November 1999 and amended March 2008 and 1st April 2012. As far as practical these rules are intended to mirror those at open meets that swimmers will attend.
1. General Conditions
1.1. The competition secretary shall be responsible for agreeing the date of the gala with the club’s Chief Coach as soon as possible following publication of Micro and Senior League Match dates and dates for open competitions that will be supported by the club. This date will be presented to the club’s management committee for final ratification.
1.2. The proposed date of the gala will be published in the club diary following ratification by the committee.
1.3. A call for entries notice shall be posted, by the competition secretary, on the club’s notice board and website between 4 and 6 weeks prior to the gala.
2. Entry Conditions
2.1. The gala shall be open to any member of the club who will be aged 9 years or over at 31st December of the year of the gala. Age limits shall be applied to individual events, according to the published programme of events. For the purpose of gala entry a member of club is defined as: 2.1.1. Any person who has paid their due membership fees, subject to rule 2.1.2, and whose name is entered on the list retained by the Membership Secretary on the closing date for entry. This list is to be made available for inspection on the days that the competition is held.
2.1.2. Any person who has more than 1 month’s outstanding membership fees shall not be eligible to enter unless those outstanding fees are settled by the entry closing date. The only exception to this rule shall be where there is a prior agreement between the member and the club’s executive management committee concerning repayment of the debt.
2.2. Any person who has an outstanding fine imposed at a previous gala shall be refused entry unless the outstanding fine is settled before the closing data for entries.
2.3. A swimmer will be refused entry to an event if they have not passed the assessment for the relevant stroke.
2.4. The closing date for entries shall be at 18:00 a maximum 21 days prior to the gala, i.e. if the gala is to be swum on April 3rd, then the earliest closing date will be March 13th.
2.4.1. Gala entries may be handed to any of the following: Competition Secretary; any Committee Member or any Coach;
2.4.2. The entry must be on an official entry form (including electronic entry via the club website) and accompanied by full entry fee. Once an entry has been received no refunds will be given unless entry is refused under rule 2.2.
2.4.3. Late entries will not be accepted under any circumstances. No member of the committee or coaching staff shall have the power to accept late entries.
2.4.4. A programme of entries will be posted prior to the gala. It is the responsibility of the entrant to validate events/times entered. Mistakes can not be corrected after the closing time for withdrawals.
3. Running of the Gala
3.1. The promoter of the Gala shall be Leyland Barracudas ASC and their sole agent shall be the Competition Secretary.
3.2. The Gala shall be swum according to ASA Laws except where a local rule overrides these. 3.3. Seeding of heats will take place immediately after the closing time for withdrawals.
3.4. Competitors must report to the Chief Marshall before the start of their first event.
3.5. All events will be swum on the basis of heat declared winner, where the fastest swimmer from all the heats swum in an event shall be declared the winner.
3.6. Where two or more swimmers in the same heat are awarded the same time the judges finish positions shall be used to determine overall place;
3.7. Where two or more swimmers from different heats are awarded the same time they shall share the joint highest available overall place. Note: only the highest placed swimmer under rule 3.6 (above) shall be taken into account with swimmers from other heats.
3.8. All disqualifications will be noted by the Referee on the appropriate form. This form must be collected by the swimmer from the Competition Secretary. A copy of the form will then be passed to the Coaches Committee for discussion and this information will then be passed to the appropriate teacher/coach.
3.9. Medals will be awarded to the top 3 placed swimmers in each event and age group.Where there are joint positions, as defined under rule 3.7, the next place following the joint placings shall be correct for the number of swimmers already placed.
3.10. All protest and complaints must be made and dealt with according to the current ASA Laws.
4. Withdrawals
4.1. Withdrawal from one or more events must be made through the Competition Secretary and in accordance with the rules laid out below.
4.1.1. Withdrawals will be accepted up to one hour before the published warm up time
4.1.2. Withdrawal may be made in person, via text or via telephone but must be direct to the Competition Secretary. Members of the Committee or Coaching staff shall not be authorised to accept withdrawals
4.2. Failure to correctly withdraw from any individual event or events in the gala will result in automatic withdrawal from all subsequent events in the gala and a fine of £25.00.
4.3. During the gala a swimmer may only withdraw from subsequent events with the agreement of the Competition Secretary. This agreement shall only be given where a swimmer is injured or has been taken ill during the gala.
4.4. Late arrival will not be regarded as an un-notified withdrawal until the first heat of the swimmer’s first event has started. After this point the swimmer will not be able to swim any subsequent events in the gala and will be considered to have failed to correctly withdraw.
5. Swimmers’Conduct On Poolside
5.1. All swimmers must act in accordance with the following code of conduct. Failure to do so may, at the discretion of the Chief Marshall, lead to exclusion from the rest of the gala.
5.2. Swimmers must follow any instructions given to them by the poolside Marshalls
5.3. Swimmers must ensure that they remain quiet for the start of each race
5.4. Swimmers must remain on poolside until the end of the gala except where given express permission by the Chief Marshall. The Gala is not deemed to have ended until all medal presentations are completed.
5.5. Swimmers must wear a suitable T-Shirt when taking part in medal presentations.
5.6. Swimmers must not enter the small pool at any time during the gala
5.7. Swimmers may not use any of the communication functions of any electronic devices whilst on poolside. These devices may only be used to play games or listen to music (via headphones) and phones must be set to silent.
5.8. Swimmers may take snack and drinks on poolside but must ensure that all rubbish is placed in litter bins or removed at the end of the gala.
6. Officials and Helpers
6.1. All gala officials and helpers will be provided with an accreditation badge which must be worn on poolside for the duration of the gala. Only persons wearing such accreditation shall be allowed poolside. Accreditation shall be collected from the results room prior to entry to the poolside
6.2. All poolside helpers must have a valid club DBS as defined within the club’s Child Protection Policy
6.3. All gala officials that are club members must have a valid club DBS as defined within the club’s Child Protection Policy
6.4. All gala officials that are not club members must carry a valid ASA Officials Registration card at all times when poolside.
6.5. Officials and helpers shall report to the results room 15 minutes before warm-up for allocation of duties.
7. Spectators
7.1. There shall be a spectator fee charged for each session of the gala. This fee will be advertised on the notice calling for entries. The fee shall apply to all adults and children over the age of 12. 7.2. Spectators will be issued with a coloured wrist band that must be worn throughout the gala. 7.3. Spectators must not go poolside under any circumstances.
7.4. Spectators must not enter the results room without express permission.
7.5. Spectators may raises any issues to the Competition Secretary via the results room but must not directly approach any gala official.
7.6. Spectators must not use any form of video or still photographic recording equipment during the gala unless they have signed and agreed to the photography policy.
7.7. Spectators must ensure that they remain quiet for the start of each race