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UPDATE SEPTEMBER 2006

SAVING THE ENTRY SEC FROM AN EARLY GRAVE!

• If you know what you are going to swim, it is a huge help if you can get gala entries in before the closing date; don’t wait until the last minute.
• Entries must be on paper (preferably the official entry form, which can be downloaded from the website) with fees. If a written entry does not reach me, you will not be entered into the meet.
• Include your full name and date of birth on the entry form.
• Entries will not be accepted after the closing date displayed on the notice board.
• If you are entering more than one meet, please include separate cheques for each. This makes an enormous difference when the totals have to be worked out and monies submitted to the Treasurer.
• Written withdrawals must be notified to me as soon as possible beforehand in order that the organisers can be notified, otherwise Ann or whoever is poolside must be informed before the start of the gala. You will lose your entry fees and may be fined if you fail to do so.
• If you think this sounds stroppy, please notify me in writing in order that your name can be included on the list of ‘people volunteering to do the entries for the next meet’

1. Check the Notice Board. 

Notices about future galas are posted on the notice board most weeks so watch out for new information.  The events secretary is the person who does this.

You will need to check the Gala Notice carefully to see whether it could apply to you.  

2. Understanding a Gala Notice 

Some galas are for the top swimmers only.  Some are for younger swimmers.  Others are restricted to swimmers that have not achieved a certain time in a particular event.  So you will need to check the gala notice carefully.  If you want to check details when you are at home, event programmes can usually be found on www.swimscotland.co.uk. 

The things to check for on the gala notice are:

• The date of the competition - can you make it?
• Check the age groups - is it age on the day or age at the end of the year? This will determine which events you can enter. 
• What events are there for your age group? 
• Is there one or more events (combination of stroke and distance) that you wish to try?
• Check the schedule of events - to see whether any of them are very close together - you don't want to tire yourself out before your main event. 
• Check when the finals are going to be held. Some are at the end of the session, some are at the end of the day.  Some events do not have finals and the fastest swimmer in the heats wins the medal - these are called 'heat declared winner' or 'HDW'.
• Galas are organised into sessions with a warm up at the start before the races so check the time of the warm-up
• Check how much each event costs to enter.
• Do you have a Personal Best time for your chosen event(s) that you can put on the entry form? If not, check to see when you can do a time trial - these are often arranged on a Friday night sometime before the closing date. If you can't make it then arrange another time with your coach. 
• The closing date for entries will be written on the gala notice.  This is the date by which entries must be returned, with money, to the PCSC events secretary.

3. Graded Meets

There are graded events where you are only allowed to enter if you have never swum faster than the entry times, giving inexperienced swimmers the chance to compete and win medals.  These restricted events are usually called 'Graded Meets'. If you swim faster than the cut-off time on the day you will be awarded a 'Too Fast' ribbon or certificate. People swimming too fast in heats will not go though to finals, those achieving the time in a final will not receive a medal.  Of course the idea is to go as fast as you can, rather than to win a medal and some swimmers struggle to understand that a ribbon is better than a medal in these cases.  

4. Qualifying Times 

Some bigger competitions require the swimmers to be up to a certain standard. To enter events at these meets you have to hold a time faster than those quoted on the gala notice. This applies to National Championships and District Championship events.

5. SASA Membership

If you have not paid your SASA subscription you cannot enter. You need to put your SASA membership number on your entry form. If you have paid your membership but have not received your number yet (it can take a couple of months) do not worry, you can still enter galas.  

6. What events to enter

This is sometimes a tricky decision for even the most experienced swimmer, but especially so for your first galas.  The events that you should enter depend on some of the following:

• Can you manage the distance?
• Can you do the stroke well enough to avoid disqualification?
• Do you have the qualification times (if any) or are you too fast (in a graded meet)?
• Are there particular events for which you need to improve or gain an accredited time? (Accredited times are required for entry to National Championships where you will need to prove that you have achieved the qualifying time.  Certain events are not accredited - e.g. club championships)
• You might not want to swim too many events because you'll risk tiring yourself out and not swim well in later events or finals.
• If in doubt about what events to swim ask your coach.

7. Fill an entry form

Either pick up an entry form from the club notice board or print one off here. Fill out your details on the top part, not forgetting your SASA number and D.O.B. Then enter the Gala name and date. Below, enter event number(s), name and session. Write the total cost of your entry at the bottom of the form, enclose the fee and hand it to the events secretary. 

8.Entry Form to Events Sec

Please hand your entries and money in as early as possible so that the events secretary does not have a huge pile to do in a short time before they have to be sent to the gala organiser.

The cut-off date for entries is always written on the gala notice.  It is usually a couple of weeks ahead of the official closing date - so don't mix them up!  The closing dates are usually in the calendar on the website in yellow.

Make sure you take a note of the events you have entered. 

9. Did you qualify?

You do not automatically qualify for an event just because you entered for it.  The organisers may receive too many applications and have to reject the slower ones.  Check the notice board in the week before the event to check which events you have been accepted for.  A list confirming which events you have been accepted for will usually be posted on the notice board by the events secretary.  If in doubt check with the events secretary.

For major champs, confirmation showing who has been accepted for which event can be found on www.swimscotland.co.uk. 

10. Getting to the event

You should get to the event with time to get changed and ready by the start of the warm-up for the sessions you have entered.  Make sure your driver leaves plenty of time to reduce the stress on you - you need to save your energy for worrying about being late!   If you need hints and tips about how to get to the event, just ask some of the old-timers who have been to Dundee, Arbroath, Tollcross, Inverness, Aberdeen, Dunfermline etc.etc.etc.etc.

Remember to pack food, tracksuit or sweat-top, spare towel, spare goggles, spare trunks, water bottle and any medication (such as inhalers) that you may need.  Make sure that your goggles are the ones you usually swim with and that they won't fall off when you dive in.  You'd be surprised how many young swimmers race with goggles around their necks.

11. Before the races

When you get to the pool you should report to the coach who is looking after the PCSC swimmers so that they know you are there and they don't need to withdraw you from the race. Then you should get changed, then join the team until the warm-up starts.  The warm-up is usually split - either girls / boys, or by age group. Just do a good steady warm up.  Diving is only allowed in certain lanes at certain times, so listen to announcements and watch other swimmers. When your warm up is over, go back to the team area, dry off and put on warm clothes.

From now on you should stay with the team and do as the coach instructs you - otherwise you may miss your race if you are playing around or chatting up another swimmer. 

12. Marshalling

Marshalling is where you join the queue before your race so that they know that all of the swimmers are there, that they are on the starting blocks in the right order, and that nobody has dropped out.  The person looking after the PCSC swimmers will tell you when to marshall (usually 3-4 races before yours), and will make sure that you go to the right place.  They will make sure that you know where to leave your sweatshirt so that you don't lose it.

13. Racing

Follow the instructions of the marshalls, then go for it!