Gala Guide

Backstroke ledge

A horizontal bar which sits against the timing pad and gives swimmers something to support their feet on for backstroke starts. Swimmers must still have their toes in contact with the timing pad. Use of these ledges is optional when they are offered. They won’t be available at all levels of Meet.

Closing date

An important one! The date by which our open meets team needs your entry. We need this time interval to process everything, check queries, send summary forms and calculate and submit payment. (very occasionally we may be able to take an entry sent to us after the closing date. 

Disqualification (DQ)

When a swimmer during a race does, or doesn’t do, something specified in FINA rules, as observed by an Official. No time will be recorded in the results. Coaches are able to find out, if necessary, what the error was.

Did Not Finish (DNF)

DNF - a code on the results when a swimmer did not complete a race.

Did Not Start (DNS)

A code on the results when a swimmer did not start a race.

Event

A race - a specific distance / stroke - eg. the 200m backstroke.

Freestyle

An event where each swimmer is free to choose the stroke of their choice. As the fastest stroke is front-crawl this is the stroke normally chosen.

Heat Declared Winners (HDW)

All swimmers swim in order according to their entry times, slowest first to fastest last. This is irrespective of age. The top places in each age band are then announced when all swimmers have swum that particular event.

Heats

Where an event has more than 6 - 10 swimmers, the competitors are divided into heats. Following which HDWs are announced or finals are swum.

Individual Medley (IM)

A race comprising all four strokes in a set order - butterfly, backstroke, breaststroke, front-crawl. Under the FINA programme IM races are 100m/200m/400m.

Short Course (SC) and Long Course (LC)

Short Course pool is 25m. A Long Course pool is 50m. Some competitions will be SC and some LC. If you enter a LC competition you will need LC times. These can be worked out by converting SC times using a time converter tool. The tool you need to use is here: http://www.pullbuoy.co.uk/times. Once on this use “ASA tables”. You can also convert LC times to SC.  

Medley Relay

Where four swimmers are selected to swim a set distance divided by four and all four strokes are swum by one of the four swimmers in the following order: backstroke, breaststroke, butterfly and front-crawl (this differs from the Individual Medley order of Butterfly, Backstroke, Breaststroke and Front-Crawl).

Meet fee

When the club enters a meet we have to buy poolside passes for coaches and team managers and also cover coaching expenses such as travel. So in addition to the fee per event, swimmers pay a small admin fee to us which contributes to this expense. 

Officials

These are the people wearing white that you see poolside at galas and meets. They are all qualified (or training) and registered officials who are there to make sure that swimmers abide by the official rules. Open meets are dependent on having a certain number of officials to comply with their license so if you want to support the club’s activities this is a great way to get involved

One Start Rule

Under FINA and ASA Technical Rules swimmers are not allowed to move from the starter saying 'take your marks' to 'go'. The referee allows the race to proceed and afterwards the offending swimmer is announced as a DQ.

Over the Top Starts

At the end of a race the swimmers remain in the water while the lead referee starts the next race. This assists in quickening and streamlining the pace of the meet. Obviously this is not used for backstroke events!

Personal Best (PB)

This is the fastest time a swimmer records for a particular stroke and distance.

Qualification Time (QT)

Often the conditions of a meet will require you to have swum a minimum (and occasionally maximum) time at a licensed meet in order to qualify

Starts and false starts

At the start of the race the referee blows a whistle three times followed by one long blow. This tells the swimmers to mount the starting blocks/enter the water for backstroke. The starter then starts the race. The race is only stopped if the false start is as a result of an electronic error.

Team Manager (TM)

A trained volunteer from the Club, who remains poolside with the swimmers during a gala or a meet session. They help to organise and keep an eye on the swimmers. Swimmers are expected to listen to and respect their team managers.

Touchpad / Timing Pad

Part of the electronic timing equipment. Touchpads are placed at the end of the pool and are sensitive to a hand/foot touch at the turns and finish. They act as a stopwatch.

What are the types of gala that RSC is involved with?

We have a yearly calendar with galas for all levels of swimmers from new to County level and above. You can view it here and on the RSC noticeboard.

Can I enter a gala on my own?

In theory yes, and some older and more experienced swimmers do if they are seeking a time for a particular race before a particular deadline, but be aware there won’t be an RSC Coach or a Team Manager poolside to support swimmers unless it’s on the RSC calendar, and if more than a few swimmers attend the Club often has to be involved. So we would not advise doing this or if you do please let the club know.

What galas can I enter?

You can only enter galas where you meet the conditions. When the club emails you about a gala we add notes to guide you as to which meets would be good for you to enter depending on your experience and times. We mostly do Level 3 meets, and some Level 4 meets, but we also have Level 2 meets, and key Level 1 meets on our calendar for our fast competitive swimmers.

• Level 1 Meets are long course (50m pools) and cover National and Regional Championships. Their purpose is to enable swimmers to achieve qualifying times for entry into National Regional Championships as only Long Course times are accepted (no conversions).

• Level 2 Meets are short course (25m) only and cover National, Regional and County Championships. Their purpose is to enable swimmers to achieve qualifying times for entry into National, Regional and County Championships in short course.

• Level 3 Meets are long and short course events. Their purpose is to enable swimmers to achieve times for entry into Regional and County Championships and other Meets at Level 1 or Level 2.

• Level 4 Meets are entry-level events in pools 25m or greater. Club Championships are an example. They are for inexperienced swimmers seeking to compete outside their club environment. If times are good swimmers progress to Level 3 Meets.

What happens if I have to withdraw from a gala/race, will I get a refund?

This comes down to the time you withdraw, the reason you withdraw, and what is stated in the gala meet conditions. Sometimes you will not get a refund whenever you withdraw. Even if you withdraw for medical reasons, for which you will need a doctor's note.   

If you have to withdraw, in the first instance contact the club gala secretary via email secretary@roystonswimmingclub.co.uk .  

It's likely that if the race entries have already been published, the club will still get charged so we will pass this on to you. If you leave it too late to let us know, often we can no longer get a refund so email us as soon as you know.  

If you are already at the gala and need to withdraw on the day. Let the Team Manager know as soon as possible using the club gala phone number provided for that specific gala. This will be in the email you will have received detailing the staffing and arrangements for the gala.

Open Meets

These are swimming competitions in which individuals enter through the club’s entry process. These competitions are licensed - which means that times achieved at these meets will appear on swimmers Rankings on the Swim England database.

There is an entry fee charged per event. This is likely to range from £6 to £10, although can be more for 800m/1500m events. Different meets are aimed at different levels of swimmers, and most will have upper and / or lower limit times to ensure they get the right range of swimmer ability attending. You can find the list of open meets the club is planning to attend on the competition calendar, along with guidance as to who should be going to each meet, by squad. Swimmers should generally discuss with their lead coach which events to enter, PRIOR to submitting their entry.

The best way to do this is to print off the schedule for the meet - highlight the races/events you have qualified for - and circle the races/events you would like to enter. The coach can then discuss and advise. This advice will depend on many factors (time of the season, what your short and long term goals are, what qualifying competitions are coming up, etc), therefore this advice and discussion with the swimmer is not only imperative but also educational for the swimmer.

For open meets, ages can either be as of 31st of December of the year of competition OR Age as of the date the Open meet finishes. The details of this will be in the conditions and entry forms for each competition.

Open meet levels

Open meets may be one of four levels:

LEVEL 4

Generally a single-club competition, or an inter-club competition of no more than 8 invited clubs. Results can be used for entry to the Hampshire County Championships and other licensed meets.

Our WCPSC Grand Prix Series is a Level 4 competition. This comprises several sessions running from winter through to summer aimed at our development squads. Swimmers from other squads will be invited to enter some events as time trials. This is down to the coaching team’s discretion and the additional time available at the event.

LEVEL 3

A multi-club meet with upper limit and (sometimes) lower limit entry times. Upper limit times are the times that swimmers cannot be faster than to enter the meet. Lower limit times are the times that swimmers cannot be slower than to enter the meet. Can be Short or Long course.

LEVEL 2

A higher level of competition, held Short Course (in a 25m pool) for which minimum entry times are required (i.e. swimmers need to be faster than the minimum entry times to enter the meet).

LEVEL 1

The highest level of open Meet you can compete in domestically. These meets are swam Long Course (in a 50m pool). Results can be used for entry to all of the National Championships. Again these meets have minimum entry times (i.e. swimmers need to be faster than the minimum qualifying time to enter) and rules regarding entering with official licensed times are enforced strictly.

Championship Meets

Championship meets are the target competitions for the different levels of swimmers. These Championships can only be entered if the relevant qualifying times/criteria have been achieved in a designated time period. These are the meets that most competitive swimmers will be working towards qualifying for and, once qualified, competing well in.

Hertfordshire County Championships "Counties"

These are the championships for all of the swimmers in the county of Hertfordshire.

• Take place in late January/early February each year.

• Held over 3 weekends, split according to age groups. 

• Minimum qualifying times for the competition based on age groups.

• The age groups for these Championships are: 10/11 years, 12 years, 13 years, 14 years, 15 years, 16 years and 17/Over.

• Swimmers will be able to qualify for this event with times achieved in licensed level 1, 2, 3 and 4 meets. These times must be achieved since a specified date.

• There will be CONSIDERATION qualifying times for this competition. A pre-determined number of swimmers meeting these times in each event will then qualify.

• There are Finals for some of the age groups/events at County Championships.

• There are also team relay events at Counties. Relay swimmers will be selected by the club’s coaching team and the swimmers/parents will be notified prior to the meet.

• All ages are as of 31st December of the year of the competition.

East Regional Championships "Regionals"

These are the Championships for all of the swimmers in  all the Counties in the whole East Region of England.

• Take place in April / May each year. All sessions are swum as Long Course.

• Held over three weekends, split into 15/Over Championships and 14/Under Championships. 

• Qualifying times for the competition based on age groups: 11/12 years, 13 years, 14 years, 15 years, 16 years, 17/Over.

• Swimmers qualify for this event with times achieved in licensed level 1, 2, 3 meets. These times must be achieved between 2 specific dates.

• There are only qualifying times for this competition. A pre-determined number of swimmers meeting these times in each event will then qualify. 

• There are Finals for most events.

• There are also some team relay events. Relay swimmers will be selected by the club’s coaching team and the swimmers/parents will be notified prior to the meet.

• All ages are as of 31st December of the year of the competition.

East Regional Open / Junior Championships "Winter Regionals"

There is also another Regional Championships event in early November - this is the Winter Regional Championships which are typically Short Course, and have Open and Junior events only. Typically the older swimmers take part in this competition due to the qualifying times being aimed at Seniors.

• Held in Luton

• All ages are as of 31st December of the year of the competition.

National Championships

Swim England Winter National Championships

• Typically in early to mid December, and Short Course.

• Open and Junior Age categories. 

British Championships and Olympic / World / Commonwealth Games trials

• Held in March/April each year for 4-8 days. These Championships are similar to the Winter Nationals in that they have Open and Junior Qualifying times.

• These championships double as the qualifying trials for the major games of the year - which are either the Olympics, World Championships or Commonwealth Games. In addition these are also the trials for Great Britain Junior Team events also (European Juniors, European Youth Olympics, World Juniors and Commonwealth Youth Games, etc).

• There are typically Open and Junior Finals at these championships. 

British Summer Championships

• The Top 24 British Swimmers (top 18 swimmers in distance events) in each event in each age group qualify for the British Summer Championships.

• These championships are held at the end of July with the following age groups: 12/13 (girls), 13/14 years (boys), 14 years (girls), 15 years, 16 years, 17/18 years and 19/Over.

• The qualifying period for these championships varies every year, but is typically between March and May of the year of competition, in which swimmers have to post Level 1 licensed times.

Home Nations Summer Championships (English, Scottish, Welsh)

• Following the Top 24 British Swimmers ranked, the NEXT number of qualifiers from each home nation English (20 swimmers) Scottish (numbers vary) and Welsh (20 swimmers) qualify for the respective home nations national summer meet.

• These championships are held in England - Early August, Scotland - Early July. Wales - Early August with age groups ranging from 12 years to 19/Over.

• The qualifying period for these championships varies every year, but is typically between March and May of the year of competition, in which swimmers have to post Level 1 licensed times.

• To ensure you are eligible for the correct home nation - you have to provide the relevant information to Swim England, Scottish Swimming or Swim Wales by April of the year of competition. If you do not declare yourself, your “home nation” will be that of your ranked swimming club - In the case of Royston - England.  

• If your swimmer has Scottish or Welsh heritage and can prove this under the individual Home Nation Meet Conditions (parent or sometimes grandparent birth certificate is needed) your swimmer can be eligible for a different home nation to where the local club is.  So an RSC swimmer can join Swim Scotland or Swim Wales, pay the joining fees and choose to be ranked as Scottish, for example. If fast enough, and has swam in the qualifying window, can also be included on the relevant Home Nations Summer Championships invite list as per above.   Swimmers still need to be in the fastest swimmers in the relevant nation.  More info is here (SS) https://www.scottishswimming.com/clubs/membership/scottish-non-residents OR  here (SW) https://www.swimwales.org/wp-content/uploads/2022/11/Swim-Wales-Rules-revised-January_2022.pdf 

Other Nations National Swimming

If your swimmers has other heritage, i.e Irish, they may be able to undertake other competitions for that nation.  Different rules apply.  An Irish passport is usually needed for Ireland.  But it's worth checking your country of origin's relevant swimming body, if this applies to you.