SCOTTSDALE SWIM TEAM
500 Walnut Avenue
Walnut Creek, CA 94598
(925) 932-4941
Dear Swim Team Director,
I am very excited to present you with information for our 38th Annual Scottsdale
Invitational. We are very pleased that you have decided to participate and appreciate your
team’s commitment to our tradition of celebrating recreational swimming. Swimmers of all
ability levels are eligible and encouraged to compete in this meet.
Due to positive feedback from last year, the Scottsdale Invitational will again be a one-day
meet. We have changed the start time to 8:30 a.m. In addition, we have decided to run the
meet as a typical meet moving from youngest to oldest in each event. In other words,
unlike in years past, we will no longer have the morning and afternoon session divided by
age groups. These modifications have resulted in a change in the meet schedule so
please review the attached 2011 Scottsdale Invitational Order of Events sheet.
Entries are due by 12:00 p.m. (noon) Sunday, July 31st prior to the meet. With
printing deadlines we regret that we cannot extend the deadline beyond 12:00 noon on
Sunday, July 31st. Entries not received by the deadline will not be included in the meet.
The meet will be on Saturday, August 6, 2011 at Clarke Memorial Swim Center located at
Heather Farm Park, starting at 8:30 a.m. The address is 1750 Heather Drive, Walnut
Creek, 94598.
Entries: Due by 12:00p.m. July 31st, to Michelle LeGate at: [email protected]
Hy-Tek files to Beth Garland at [email protected] and [email protected]
Attached is the Hy-Tek “Events File” that you can import into Team Manager to build your
entries. The Events File has been modified to allow swimmers to enter 5 individual
events instead of 4. Please modify the Events File I sent last month to reflect this
change or delete the original Events File I sent and replace it with the attached file. If
you have any problems accessing the updated Events File please contact Beth Garland at
[email protected].
Entries must include the following:






Information sheet (Attached)
Hy-Tek “Events File”, Team Roster and pdf of Team Entries (provided to both
Michelle LeGate and Beth Garland)
2011 Fee Sheet (Attached)
Certificate of Insurance
Parental Consent Release and Waiver of Liability and Assumption of Risk
Agreement Form completed for each swimmer participating in the meet
(Attached)
Check made payable to Scottsdale swim Team:
All forms and Completed Waivers for each swimmer along with the
check must be dropped off or received via mail by 12:00 p.m. (noon),
Sunday, July 31st. Mail or deliver all documents to Michelle LeGate at
325 Eton Court, Walnut Creek, CA 94598.
Please e-mail a pdf of your team’s entries, data entries file (.sd3) and
roster (from Team Manager or Team Unify, please specify which
program roster is coming from) to Beth Garland at
[email protected]
Meet Information:
The meet will include all County events; current County Meet and USA rules will govern the
meet. Each swimmer may enter 5 individual events and 2 relays. Entry times must be the
swimmers’ best time as of the entry due date. Six and Under relays are not mixed; 15-18’s
swim 100 yard individual events. Please refer to the attached “Order of Events” to
determine the order of strokes. We will be using Hy-Tek software; if you have any
questions please contact Beth Garland at [email protected].
Scottsdale Invitational
August 6, 2011
Walnut Creek, California
2
Late Entries:
Unfortunately, due to pre-seeding, we cannot guarantee that we will accept late entries. If
a swimmer missed the registration deadline, we will make every attempt to enter him/her
as a complimentary swimmer on the day of the meet. A swimmer that misses the
registration deadline will not be able to swim in the heat best suited to his/her times or be
listed in the program. Swimmers who register late are required to pay a flat add fee of $26
to Scottsdale Swim Team prior to entering an event regardless of how many events they
enter. This $26 flat fee entitles the entrant to swim up to 5 individual events. A
complimentary swimmer is not eligible to win a ribbon or medal.
Timers:
Assignment of your team’s timer responsibilities will be prorated based on the number of
swimmers and will be forwarded to you after all entries are processed. Your team is
responsible for timer assignments. You may use as many people as you wish to fill the
positions. Although we will provide watches, we ask that all teams bring their own
watches with them as well as backup. Timers should report to the timing area at 8:00
a.m. on Saturday, August 6th for instructions. If you have any questions regarding timers,
please e-mail Michelle LeGate at [email protected].
Stroke and Turn:
Each team is required to provide one qualified stroke and turn official to work at the meet.
Please be sure to indicate the name and contact information of your Stroke and Turn
Official on the Information Sheet. We will contact them directly for scheduling prior to the
meet. Please be sure that this person agrees to work at the meet so that they are not
surprised when we contact them for scheduling. This has been a problem in the past.
If you have any questions regarding Stroke and Turn please e-mail Michelle LeGate at
[email protected].
Scottsdale Invitational
August 6, 2011
Walnut Creek, California
3
Starts/Rules:
Current USA rules, including “whistle start” and “no recall” rules, will govern strokes, turns,
starts, finishes, etc., with compliance enforced by the referees, starters and stroke and turn
judges. We will be doing fly-over starts for 7-8 individual medley and 9-10 and up
freestyle, breaststroke, butterfly and individual medley.
Fees/Refunds:
Splash and entry fees are the same as last year. Splash/Insurance fees are $6/swimmer,
Individual Entry fees are $4.00/event and Relay fees are $12/relay. Any swimmer added
after the entry date of 12:00p.m. Sunday, July 31st will be required to pay a flat $26 add fee.
This fee entitles the entrant to swim up to 5 individual events. All late entries are required
to pay the flat $26 add fee, regardless of the number of events they are swimming and/or
whether or not anyone from that entrant’s team is participating in the meet. Please be
advised that there are no refunds.
Seeding:
Entries are pre-seeded based on entry times. Coaches are asked to verify the accuracy of
the times before they are submitted. The meet will have two divisions for individual
events, however in the spirit of competition, this will be a flighted meet. Based on results
at the meet, a computerized split will be made with half of the swimmers placed in Division
I and half in Division II. Relays are not divided. You may enter as many relay teams as you
wish in each age group.
Awards:
Awards for each of the two divisions will be identical. Medals will be given to the first three
places in each division for individual events and to the first three relay places. Ribbons will
be awarded to places four through eight for individual events and four through six for
relays. Places are determined on a “timed final” basis. In the case of a tie, each swimmer
will receive an identical award. Meet record ribbons will be awarded in each event. Heat
winner ribbons will be awarded to 10 & Under swimmers in individual events.
Scottsdale Invitational
August 6, 2011
Walnut Creek, California
4
Safety:
Coaches and team directors are responsible for explaining safety regulations to all
swimmers. Any behavior deemed to be unsafe or inappropriate by a Marshall, Referee or
Meet Director will not be tolerated and may result in ejection from the premises and/or
from participation in the meet. There will be assigned Marshalls working at the meet
checking team areas and monitoring on deck behavior. NO ALCOHOL IS PERMITTED ON
THE PREMISES. Any alcohol possession may result in your team being removed from the
meet.
Coaches Hospitality:
Each team will receive up to four programs and free lunch tickets for the coaches. These
can be picked up Saturday morning at the Coaches Hospitality table beginning at 7:00a.m.
We encourage all coaches to stop by our Coaches Hospitality table throughout the day for
delicious snacks and drinks.
Apparel
We have a fun and stylish logo this year with some very popular shirt styles and
sweatshirts. Please let your team know that we are offering Scottsdale Invitational apparel
on a pre-order basis only this year. There will not be a vendor selling invitational apparel
at the meet. We are offering apparel as pre-sale through Alpine Awards in Concord. The
apparel can be ordered on the website, the link for ordering is
http://scottsdale.alpineawards.com/ The deadline for ordering online is Sunday, July
17th. Please forward the link above to your team so they can get their individual orders in
before the deadline. The order for your team will be ready for delivery prior to the start of
the meet. We will be selling a limited amount of items at the meet but to guarantee the size
and style you want is not sold out we recommend you pre-order.
Advertising:
Advertising space is available in the invitational program for both your team as well as
individual members of your team. It is a great opportunity to promote a local business,
recruit for fall swim clinics, wish your team good luck or thank your coaches for a great
season. The cost for an ad is $50/quarter page; $75/half page; and $100 for a full page. We
are also offering color 17.5 X 19.5 Lane Sponsor Banners for $250. These banners are
colorful and are visible from all areas of the pool deck and are a great way to support your
team. I have attached the Invitational Advertising Form. If you have any questions please
contact Michelle LeGate at [email protected].
Scottsdale Invitational
August 6, 2011
Walnut Creek, California
5
Vendors:
If you have any members of your team that are interested in being a vendor at our meet we
are offering space for vendors on a first come first serve basis. We are charging a flat fee of
$75 for a vendor to set up on deck during our invitational. The $75 fee covers the cost of
the space and the vendor keeps all the profits made during the meet. In the past, we have
had jewelry, tattoos, photography, beading and more. Please have the vendor contact
Michelle LeGate at [email protected] if they are interested in being a vendor at our
invitational.
Parents/Coaches Relays:
We will run a Parent/Coaches Relay after the completion of the meet and we encourage
your team to participate in this fun tradition. Often, this is the most exciting part as the
kids love to see their parents and coaches in the pool! Registration for this event will be
informal with on deck sign-up for coaches at Coaches Hospitality and for parents on the
results board. Please listen for announcements regarding details throughout the meet.
Thank you again for your participation. The Scottsdale Invitational is a tradition that was
started 37 years ago and we appreciate your support. Please do not hesitate to contact me
if you have any questions.
Michelle LeGate, Co-Invitational Director
(925) 300-3919 or [email protected]
Scottsdale Invitational
August 6, 2011
Walnut Creek, California
6