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Process for entering galas

The Club apply the following process for gala entries:

  • The Head and Squad Coaches decide which events the club and individual squads should be attending.
  • Once coaches have decided if the event appropriate for their squad(s), the Competition Secretary will tell your Squad Rep and the website manager will publish details on the website. 
  • Your Squad Rep will then announce the gala to their squad.
  • Your Squad Coach will advise on which events are appropriate for swimmers.
  • The gala information should then be reviewed in full, including entry restrictions, such as qualifying times and age limits.
  • The gala entry form will be published on our e-commerce platform There will usually be a direct link to the gala entry form on the gala announcement page.
  • There are more detailed instructions on How to complete a gala entry page.
  • You may need to convert personal best between Short Course (SC, 25m) and Long Course (LC, 50m) times using an online converter. The Championship Secretary needs to enter these times into the gala organisers entry system in the same format as the event.
  • Payment is taken at the time of booking.
  • The list of submitted entries is published to the website for checking. Your Squad Rep will advise when this needs to be verified by.
  • The closing date for our entry form needs to be in advance of the organisers’, to allow us time to collate and submit them via their entry system.
  • Once the submitted entries have been checked, the Competition Secretary will enter them onto the organiser’s entry system. This is a manual process.
  • Entries may not be accepted by the competition organiser for all of the events entered. This may be for a number of reasons, such as not meeting upper or lower qualifying times, age restrictions. Occasionally, if an event is oversubscribed, it may be necessary for the organiser to expand qualifying times and criteria to bring the event duration within required limits.
  • The organiser will inform us of non-accepted entries by sending us a rejections list. Occasionally, if rejections cause to reduce swimmers to only one event, they may permit a full cancellation.
  • The accepted and rejected swims will be published on the club web site. The Squad Reps will publish this information to the squad.
  • If any refunds are due from rejections or cancellations, these will be refunded back to the payment card as soon as is practicably possible. Refunds are at the discretion of the event organiser.

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