YMCA Central Section Swim Meet
Sunday, February 5th, 2017
Eden Prairie Community Center
16700 Valley View Road
Eden Prairie, MN 55346
Meet Handbook
MEET HOST AND CONTACTS
The Southdale Sharks is proud to welcome you to the 2017 Central Section Swim
Meet.
Sharks Head Coach / Entries
[email protected]
Paul Vowles
Meet Coordinator
[email protected]
Katie Schletty
Intrum Southdale Aquatics Manager
[email protected]
Linda Lutgen
Volunteer Coordinator
Katie Schletty
Administrative Official
Jeff Rhodes
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Meet Handbook
VENUE
Eden Prairie Community Center Pool is a 25-yard, 8-lane pool with 30-inch starting
blocks into 7 feet of water. The secondary pool is a 25-yard, 8-lane 4-foot deep
warm-up/cool down pool. There is Colorado Timing System electronic timing and
scoring with backup timers. The scoreboard is a full color LED matrix display with
displaylink software. Starting blocks have adjustable track start foot rests. There is
balcony spectator seating (350 capacity).
This is a private club.​ Workout facilities are only available to our YMCA members
with fee. Member for the day is $10 for full use of work out center and
non-specialty fitness classes (Zumba, BodyPump, etc.) Please see their front desk.
PARKING:
Parking for this event will be in the North lot (right side of the road) for all coaches,
swimmers and families. South lot will be used for EPCC members.
Please enter through the aquatics door that is to the left of the main entrance.
There will be signs directing you to this entrance.
Crash/Camping Area: Crash/Camping Area:
A crash area for swimmers and families will be available in the gymnasium. General
areas will be designated for each team. NO CAMPING will be allowed in the pool
gallery, foyer, lobby, hallways, or stairways per the facility fire code. Pool viewing in the
gallery is very limited. Long-term seating will not be available. We ask that you please
watch your swimmer then please move for the next family to watch their swimmer.
Pool Deck Access:
Only swimmers, coaches, and volunteers will be allowed on the pool deck.
Spectators will not be allowed on the pool deck. Security will monitor all deck
access points to restrict spectators and to assist with any emergencies.
Coaches and volunteers will only be allowed deck access with the presentation of a
meet deck pass. Coaches, officials, and volunteers are requested to wear clean
shoes on the deck.
No food will be allowed on the pool deck, only beverages. G
​ lass containers are
strictly prohibited.
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Meet Handbook
EVENTS AND MEET ENTRY PROCEDURE
Events:
All events are timed finals.
We will be using the 2016-17 MN YMCA Swim League 114 Event schedule. This file
will be supplied to each team by the meet host.
Each swimmer may enter a maximum of 3 individual events and 2 relay events.
Scratches and relay substitutions will be permitted during the meet, however no
new individual or relay event entries will be allowed the day of the meet.
Timing:
We will be using a Colorado electronic timing system with the latest version of Meet
Manager. The timing system is equipped with horn and strobe start, and touchpads
with backup buttons for finishes. Stopwatch timers will be used as a tertiary
system. No electronic timing will be available for 25 yard events, those will be
stopwatch times only.
Eligibility:
Athletes must have participated in a minimum of 3 closed YMCA swim meets in the
current season (after September 14, 2016) and be a member of the Y in good
standing. There are no time standard requirements for this meet.
Entries:
Coaches must submit entries in .sd3 file format for Meet Manager. A PDF of your
Meet Entry Report must also be sent with the entry file. All entries must be emailed
no later than noon Friday January 27​th​ ​to p
​ [email protected]​. ​ You will
receive an email reply as confirmation that we have received the meet file. Once
entries are submitted, no modifications or late entries will be allowed except for
extreme circumstances.
Psych Sheets, Meet Entry Reports & Entry Confirmation:
Psych Sheets & Meet Entry Reports will be emailed out on Monday January 30​th​ .
Coaches will have 24 hours to review entries. ​All teams must email acceptance of
their entries or changes to [email protected] by noon W
​ ednesday, February 1​st
Only minor changes may be accepted. No changes will be accepted after noon on
Thursday, February 2​nd​ .
Awards:
Ribbons will be awarded for first through sixteenth place based on the Official
Preliminary Meet Results. We will make every effort to label and distribute ribbons
by the end of the meet. If ribbons are not completed, they will be couriered to the
attending teams the week after the event. Meet results are not final until the coach
review process is complete (see “Final Results” below). If the final meet results are
different from the preliminary results, new ribbons ​will not be awarded.
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Meet Handbook
TENTATIVE MEET SCHEDULE
Please keep in mind that warm-up sessions may change due to the number of entries
per team. A final copy of the schedule will be provided the day of the meet.
5:30am………………………....………Facility opens to YMCA staff and set-up volunteers
6:00am…………………………...…………Facility opens to meet participants and families
6:10am–7:00am………..………………………………………..…..……Warm Up Main Pool
● Lanes – New Hope
● Lanes – Emma B Howe
● Lanes – Southdale
6:10am-7:00am……………………………..……...………………..……Warm Up Pool Two
● Lanes – St. Cloud
● Lanes - Ridgedale
● Lanes – Southdale
● ******​The warm-up pool​ will be available for lap swimming ONLY throughout the
meet. No diving, playing or horseplay will be allowed. ​No athlete will be allowed
to enter the warm-up pool without a coach’s supervision. Deck Marshalls will
enforce these rules.
6:45am…………………………....…………...…..Head Coaches meet in Hospitality Room
6:45am….………………………..……....……………..……..Officials meet at Scoring
Table
6:45am...…………………………………………..…………..Timers meet at Starting Blocks
6:45am……………….…….Scoring Table Volunteers and Runners report to scoring
table
******​All second half volunteers​ will report to the appropriate meeting locations during
the first heat of the 500’s. (Approximately 11:30am)
7:00am………………….………......……..Welcome Announcement and National Anthem
7:10am………………….………………...………………………………………..Meet Begins
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Meet Handbook
COACH CREDENTIALS & RESPONSIBILITIES
Deck Passes:
As this is a large and important meet, coaches and volunteers will be required to display
their deck passes at all times during the meet. Anyone without a deck pass will not be
allowed onto the deck or asked to leave the deck.
Check-In:
Coaches please report to the hospitality room to collect coach’s packets and deck
passes, as well as scratch cards. Packets can be picked up starting at 6:00am.
Scratch Cards:
The USA-S scratch procedures (USA Rule 207.12.6) will be followed, as modified for
this meet and set forth below:
Scratch cards will be available during coach’s check-in in the coach’s packet and
thereafter from the scoring table. A separate scratch card must be used for each event,
although more than one swimmer from the same team in a particular event can be
entered on the same scratch card. Once a scratch card is submitted to the scoring
table, the swimmer is declared scratched and may not compete in that event.
PROTESTS
The USA-S protest procedures (Rule 102.1) will be utilized, as modified for this meet
and set forth below:
All protests must be made using the protest form and delivered to the meet referee.
Protest forms can be obtained from the scoring table during the meet. All protests must
be made to the meet referee using the Protest Form within 30 minutes after the results
of the race which the alleged infraction occurred are (time stamp) posted. Protests
against the judgment decisions of starters, stroke, turn, place, and relay take-off judges
can only be considered by the referee and the referee’s decisions will be final. Any
questions concerning judgments by deck officials should be first addressed to the
particular deck referee, and then to the meet referee, as appropriate. The results of any
protested race will not be announced, no awards will be by given, and any points will not
be allocated until the protest is resolved or withdrawn, in writing.
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Meet Handbook
Results:
Updated ​Preliminary Meet Results​ will be posted through the facility during the meet.
Preliminary Meet Results​ will be emailed to team representatives within 24 hours of the
conclusion of the meet. Coaches will have 24 hours to review the results. By the end of
that period, coaches must submit (via email) either acceptance of the results or protests
regarding time and final place discrepancies. Disqualification protests will not be
considered. If a protest is submitted, it will be reviewed by the meet Administrative
Official, and if warranted, the results will be changed. All coaches will be informed of
any challenges and changes. New awards will not be issued.
Final Meet Results​ will be sent to all coaches and the State Chairman once all teams
have accepted the results, or all challenges have been reviewed and, if necessary,
corrected. Once Final Results are published and submitted to the State Chairman, the
meet will be considered closed.
Awards:
Ribbons will be awarded for first through sixteenth place based on the Official
Preliminary Meet Results. We will make every effort to label and distribute ribbons by
the end of the meet. If ribbons are not completed, they will be couriered to the attending
teams the week after the event. Meet results are not final until the coach review process
is complete (see “Final Results” below). If the Final Results are different from the
Preliminary Results, new ribbons ​will not be awarded.
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Meet Handbook
GENERAL INFORMATION
Volunteers:
As Section host, Southdale will be providing volunteers for key positions at this meet.
However, there is a need for other teams to provide volunteers for positions as timers,
officials, runners, and security. Volunteer job position needs are located in Appendix A.
First half volunteers will be asked to report to the appropriate meetings listed in the
tentative schedule. Second half volunteers will report to the appropriate meeting
locations during the first heat of the 500’s. We ask that volunteers wear YMCA or their
team clothing if they own it.
Officials:
To properly conduct a meet of this magnitude, the availability of a large number of
officials to staff the deck is necessary. There is a need for both YMCA Level I and
YMCA Level II officials. All officials attending the meet are strongly encouraged to sign
up to work at this meet.
In order to bring a high degree of consistency to the officiating, if officials are willing to
help for the duration of the meet it is appreciated and encouraged. Officials working
both halves of the meet will receive lunch in the hospitality room during the break.
Please report the names of any officials willing to help to ​Katie Schletty @ Katie.Schletty
@ymcamn.org by February 1st.
Warm-up Pool:
The warm-up pool will be available for lap swimming ONLY throughout the meet. No
diving or horseplay will be allowed. ​No athlete will be allowed to enter the warm-up pool
without a coach’s supervision. Deck Marshals will enforce these rules.
Vendors/Concessions:
● Rah! Sports will be available for swim suit and equipment sales in the facility
● Northwest Designs will have customizable YMCA Sectional Meet Apparel
available
● We Got Game will have space available for displays
● Concessions will be available for sale in the main lobby. No food will be allowed
on deck
Smoking, Alcohol & Drugs:
There shall be absolutely no smoking, alcohol, or drugs in or around the swimming
complex.
Crash/Camping Area:
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Meet Handbook
A crash area for swimmers and families will be available in the gymnasium. Coolers are
allowed in the gymnasium. NO CAMPING will be allowed in the pool gallery, foyer,
lobby, hallways, or stairways per the facility fire code.
IMPORTANT DATES
Friday, January 27​th​ Entries must be emailed no later than NOON to
[email protected]
Monday, January 30​th​ Psych Sheets & Meet Entry Reports will be emailed out in the
evening.
Wednesday, February 1st​ ​ All teams must email acceptance of their entries or
changes to ​[email protected]​ by 12:00pm.
**All Volunteers must be reported to Katie Schletty@​[email protected]​ **
Wednesday, February 1st​ ​ Teams must email names of volunteers and officials
Thursday, February 2​nd​ Final psych sheets will be sent out
Sunday, February 5​th​ Meet Day. Doors open for participants at 6:00am
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Meet Handbook
Appendix A – Volunteer Needs
Position
Officials
Specific
Lane 1
Lane 1
Lane 2
Lane 2
Lane 3
Lane 3
Lane 4
Lane 4
Lane 5
Lane 5
Lane 6
Lane 6
Lane 7
Lane 7
Lane 8
Lane 8
Clerk of Course
Volunteer Check-in
Ribbons
Locker Room Security
Pool Deck Marshal
Pool Deck Security
RD
SD
EBH
STC
NH
SD
SD
EBH
STC
STC
STC
RD
RD
RD
SD
SD
SD
SD
EBH
EBH
EBH
NH
NH
NH
SD
EBH
NH
NH
STC
STC
STC
RD
RD
RD
SD
SD
SD
SD
EBH
EBH
EBH
NH
NH
NH
SD
RD
STC
RD
STC
EBH
RD
SD
EBH
STC
RD
SD
SD
Girls
Boys
Crash Space Security/Event
Caller
RD
SD
EBH
STC
NH
Any Team
Head Timer
Timers
2nd Half (After 500s)
Referee
Level 2
Level 1 Officials
Announcer
1st Half
SD
SD
SD
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Meet Handbook
Bleacher/Viewing Area
Security
Program Sales
Hospitality Room
SD
SD
SD
Runners
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STC
SD
EBH
RD