This page 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 packing up 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 fee (AGM Budget) and tick swimmers on the program provided by Recorder
- 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 (10-12) Officials
G.S.I. Provides
- Stop watches/timing device 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.
5. Financial Statement
Any Club which loses money hosting a GSI meet may claim a rebate from GSI (By Law F9)
GSI Treasurer will invoice Host Club for entries based on Program. Clubs will retain a percentage of amount charged determined at the AGM.
6. Packing up the Timing Equipment
The host club of the next GSI meet should support the current host club in packing up the GSI equipment and then organise for it to be towed to their pool. (By Law I14)