Connecticut Swimming

Bid Procedures for Hosting a CSI Long Course Meet

How to Become a Meet Host and Bid Procedures

Connecticut Swimming offers 2 competitive season calendars. Short Course season generally runs October through March and Long Course season generally runs April through July. For each season, USA Swimming clubs are welcome and encouraged to submit a bid declaration for a meet(s) that will appear on the CSI meet calendar. Short Course (SC) season bidding generally opens in May/June and Long Course (LC) in January/February. CSI Program Operations maintains formal bidding procedures, which USA Swimming clubs agree to abide by. Bid Procedures for the 2018 LC schedule are posted below. Bid Procedures for the 2018-2019 Short Course season will be posted in May/June.

2018 Long Course Bid Information

Welcome to the 2018 LC Bid Declarations page for CSI regularly-scheduled meets and Regional Championships. Using the Connecticut FAST application Swim Meet Bids, clubs will post their bids "virtually" to a password protected online calendar, and in real-time, view all bid declarations. Bidding clubs may move, edit or remove their bids until the deadline. After the deadline, clubs may view all bids in a calendar format, but may not edit their bids.

HOUSE OF DELEGATES REQUIREMENT: In order for a CSI member Club to be awarded a 2018 LC sanctioned or approved meet, a representative of the Club must have attended the September 23, 2017, House of Delegates meeting and appear on the official sign-in sheet.

DATES and DEADLINES:

Bids Open: Thursday, January 25, 2018
CSI Regional Championships Bids Close: Monday, February 5, 2018
List of Regional Declarations sent to bidders: Tuesday, February 6, 2018
Regional Championships Bid Withdrawal by: Thursday, February 8, 2018
Regional Championship Bid Award date: Monday, February 12, 2018
Regularly-Scheduled Meet Bids Close: Wednesday, February 14, 2018
Meet Acceptance Form Deadline: Monday, February 26, 2018
Meet Announcement Deadline for all meets including Regionals: Monday, February 26, 2018

NEW TO THE 2018 LC BID PROCEDURES:

  • Session reports are no longer required. Instead, upload your meet's schedule as outlined below.
  • Required is a PDF document listing the proposed host's meet schedule by age group including warm-up and start times, and any unusual changes to the meet format. Example
  • Meet announcement and meet event files are due Monday, February 26, 2018, which is twelve days after the bid declaration deadline.

Using these procedures clubs may bid on the following:

SANCTIONS and APPROVALS: Using this procedure, clubs will bid on regularly-scheduled sanctioned and approved meets. This option will appear as a selection in the bid details.

SANCTION APPEAL PROCESS

BLACKOUT DATES:  Regional Championships, July 6-8, 2018

CONFLICTS: Using the FAST virtual bid tool, bidders may view all submitted bids. Bidders are strongly encouraged to resolve any pool conflicts and/or re-arrange bids so that the CSI calendar best meets the needs of CSI clubs and athletes. After the bidding closes, the Program Operations Chair will review the bids and resolve any remaining conflicts or address any scheduling concerns.

CONNECTICUT-ONLY DEADLINE: All meets held with June and/or July dates will have a Connecticut-only deadline or be closed to out-of-state clubs.

IMPORTANT: Clubs may NOT accept entries and/or distribute meet event files until receiving approval and notification from Program Operations. Furthermore, host clubs must accept entries following the procedure stated in the meet announcement. Host clubs may be asked to present Program Operations with date/times entries were received. If in violation of this directive, Program Operations reserves the right to rescind a host's sanction.

BEFORE YOU START: To submit a "virtual" bid, bidders will need the following information:

  1. FAST Administration page password.
  2. Officials registered with your club. Please check FAST- Officials to make sure a.) your officials are registered for 2018, b.) your officials are listed with the correct certification, and club.) your officials are listed with the correct (your) club. Any errors or omissions should be reported to the CSI Officials Chair. After the bid deadline, changes to an official's club affiliation and/or certification will not be accepted.
  3. Letter of Intention from "guest" officials.  If your club bids on a meet without a referee and/or starter, you are required to supply Program Operations will a letter of intent from your guest official(s). This may be done by the guest official sending the letter of intent directly to Suzannah Rogers, Program Operations Co-Chair.
  4. Meet Schedule document in PDF for each meet session.

The following information is required to submit a bid:

  1. meet classification (sanctioned or approved)
  2. meet dates
  3. meet location (pool)
  4. meet type (invitational, distance, etc.)
  5. meet format (timed finals, prelim/finals)
  6. age groups
  7. meet schedule document (PDF) Example
  8. time standards
  9. time trials
  10. pool course
  11. closed or open meets
  12. awards
  13. splash fees (entry fees)
  14. officials

Except for changes to how bids are submitted online, all other bid policies and procedures apply for both regularly scheduled meets and championship meets.

Regional Championships:

On-line bid submittals are due Monday, February 5, 2018. Program Operations expects to announce Regional Championship awards prior the closing date of virtual bidding for regularly-scheduled meets. Please read:

Regularly-Scheduled Meets:

Bid declaration deadline is Wednesday, February 14, 2018. Bidding clubs will see all submitted bids in real time using the Virtual Bids Tool on their Connecticut FAST club administration page. After bids close, the final bids may be viewed but not changed. Please read:

Instructions for Regional Championship bids:

  1. Please remember there are separate bid procedures for Regional Championships and regularly-scheduled meets.
  2. Read the Scheduling Procedures before submitting a bid.
  3. Every field must be completed on the on-line submittal form.
  4. If you would like to change your bid submittal or made an error, please email office@ctswim.org. Please, do not submit another bid until you have contacted the office.
  5. The confirmation page is your receipt. For your records, print the submittal page and confirmation page for each meet.

Instructions for Virtual Bid Tool:

Note about the pools: Pool information is pre-loaded into FAST. If a pool is missing, please email office@ctswim.org with the name of the pool, location, course(s), and number of lanes. After you select the course for your meet, the list of pools will refresh and contain only pools with the specified course.

  1. Log into Connecticut FAST administration page using your club's password. This is the same password that is used for Online Entries.
  2. Click on Swim Meet Bids
  3. Click on a calendar for the month in which you are bidding. Then select the day. A New Swim Meet Bid form will open. You must complete all the fields. If you plan to use officials from another club to round out your officials list, be sure to select that option. When you are done click Submit New Meet Bid.
  4. To View your bid: Click on Details on the Calendar page.
  5. To Move your bid: Click on Edit on the Calendar page and change the dates. You will not have to re-enter any details.
  6. To Delete your bid: Click on Delete on the Calendar page.
  7. You may edit, move, delete and add as many bids as you like until the deadline. After the deadline, you may only view the calendar and bid details.
  8. You may View other clubs' bids, but you may not edit, move or delete another clubs' bids.
  9. You may select officials from another club, but you must have one officials from your club and you must supply a letter of intent from "guest" officials to Program Operations.
  10. After bids close, Program Operations will review the list and look for pool conflicts, etc. You should be available to answer any questions from Program Operations.
  11. Bids that are rejected by Program Operations, after the closing date, will display in red as "rejected". Rejections will be due to pool conflicts, requests from bidder to remove a bid, lack of letter of intent from an official, etc.

Scheduling Procedures for a Regularly-Scheduled Meet

CSI clubs that wish to host a 2018 LC meet shall be required to declare their intention to sponsor a meet by completing a Declaration of Intention (bid) using Connecticut FAST "Swim Meet Bids" tool. Clubs will be required to finalize their declaration by Wednesday, February 14, 2018.

NOTE: Due to the lack of long course venues, clubs procuring a facility after the bid deadlines may request meet sponsorship. CSI Program Operations will consider requests on an individual basis with consideration given to the current long course schedule.

IMPORTANT: Clubs may NOT accept entries and/or distribute meet event files until receiving approval and notification from Program Operations. Furthermore, host clubs must accept entries following the procedure stated in the meet announcement. Host clubs may be asked to present Program Operations with date/times entries were received. If in violation of this directive, Program Operations reserves the right to rescind a host's sanction.

Program Operations will not consider applications for sanctions/approvals for meets conducted on the weekend of Regional Championships July 6-8, 2018, if the intended entrants are eligible to participate in Regional Championships, without specific authorization by the Board of Directors or its Executive Committee.

Declarations of Intention for meets must include the proposed dates of the meet(s), schedule, and a description of the meet format, splash fees, awards, entry times, etc.

Clubs who submit a Declaration will view in real-time a list of all bids, which includes type of meet proposed, and the pools and dates requested.

Venues: Limited venue information is listed on the LC Pool Availability and Facility Description.

Hosts are encouraged to host a Friday or Friday Evening session. A Friday evening session is required for hosts holding a meet at Wesleyan University.

Officials: All bidding clubs are required to have a certified Stroke and Turn Official, Starter, Administrative Official, and Referee registered with their club no later than the bid deadline. For clubs unable to meet this requirement for a Referee, Starter, and/or Administrative Official (All bid forms also must include at least one certified Stroke and Turn Official, registered with the host club, in order to bid.), the requirement can be met by acquiring a letter of intent, sent to Suzannah Rogers, Program Operations Co-Chair, demonstrating the commitment of the Referee, Starter, and/or Administrative Official to work the bid meets. Note that a second Referee may be used to satisfy the requirement for an Administrative Official. Please send this letter not later than Wednesday, February 14, 2018.

Date and Pool Conflicts: If there is more than one club bidding for a particular pool on a particular date, preference will be given first to CSI clubs and then to a club who has included on its bid form a list of its club’s officials, at least one of whom is a referee and one of whom is a starter, who have committed to work at that particular meet.

A lottery system will be used if there is more than one club with each of the required affiliated (not guest) officials bidding for a particular pool on a particular date. Any club with such officials who receives a date by lottery will be ineligible for a second meet by lottery until all clubs with the required affiliated officials have received their first meet. Clubs using 1 or more guest official may also receive pools and dates by lottery; but, if there is a club(s) with required affiliated officials bidding, that club(s) will be given priority.

For ALL Meets/Facilities awarded by this lottery a CT ONLY deadline will be in effect. After which, entries from non-CSI member clubs may be accepted. The CT Only deadline shall be clearly stated in the meet announcement.

Jointly Hosted Meet: If the meet is jointly hosted by two (or more) clubs, only the club which the online bid was made will receive the benefit of the splash fee waiver. The club must demonstrate in writing that various meet functions are shared between two clubs to constitute jointly hosted meet. Please send this letter to Program Operations Vice-Chair by Wednesday, February 14, 2018. Upon receipt of the document, the officials from the club in alliance will be considered equal to the bidding club. Only one (1) bid may be submitted per meet per joint host. Meet hosts may not run joint meets solely to improve odds of winning a lottery.

Meet Acceptance Form, Sanction Deposit for ALL meets will be due in the CSI office by Monday, February 26, 2018. The Meet Acceptance Form and Sanction Deposit Policy are available online. Sanction deposits are $300 per meet (excluding Distance Meets, 8/U meets, and 9/U meets), and may be paid with Visa or MC or check payable to CT Swimming. Payment information is posted on the Meet Acceptance Form.

Meet Announcements will be due in the CSI office by Monday, February 26, 2018. Late submissions will be subject to forfeitures under the Sanction Fee Policy.

Deadline for submitting bid declarations is Wednesday, February 14, 2018.

If you have any questions, please contact Suzannah Rogers, Program Operations Co-Chair

Technical questions regarding the website and/or online submittal should be directed to Nan Cooper, office@ctswim.org.


Regional Championships Scheduling Procedures

CSI clubs that wish to host a 2018 LC Regional Championship meet shall be required to declare their intention to sponsor a meet by completing an online Declaration of Intention. Clubs will be required to return their declaration by Monday, February 5, 2018.

Clubs who return a Declaration will receive a list of all bidders, no later than Tuesday, February 6, 2018. Clubs may withdraw their bids no later than Thursday, February 8, 2018.

Format: CSI will be conducting a maximum of seven (7) Regional Championship meets on July 6-8, 2018. One (1) Friday Evening distance meet for 13/18 will be held at Wesleyan University. A maximum of three (3) 13/18 meets will be held. Three (3) 12/U meets will be held. One morning meet and one afternoon meet will be held at Wesleyan University, the age group of which will be determined by the Regional Selection Committee based on the bids received. Bids will be considered for other acceptable venues, with indoor facilities having priority. However, if bids for indoor facilities cannot accommodate all 12/U AND all 13/18 meets, the Regional Selection Committee will select which age group will be awarded to outdoor venues.

The 12/U entries will be divided by club based on the available lane/deck space at each venue and the 13/18 entries will be divided by club based on the available lane/deck space at each venue, but there will be no revenue, or cost equalization between meet hosts. If any timeline warrants action, Program Operations, with input from the meet host, reserves the right to make adjustments to the meet and/or reassign clubs to ensure a quality meet.

All Regional events, including the distance events are subject to the current LCM surcharge fee.

Declarations of Intention for meets must include: 1.) All officials registered with bidding club, 2.) Experience running meets 3.) Club biography outlining the club's qualifications for running a championship meet. Specifics regarding the Meet Director’s prior experience and the proposed facility including number of lanes, deck occupancy, locker facilities and parking should be included.

Official Requirement: Upon submitting a bid, clubs are required to have a currently certified Referee, Starter, Administrative Official, and Stroke and Turn Official registered with their club on the date the bid is submitted. Bids will be rejected from clubs with no certified Stroke and Turn official. For clubs unable to meet the Official Requirement, this requirement may be met by acquiring a letter of intent from a certified Referee, Starter, and/or Administrative Official sent to CSI Program Operations, demonstrating the commitment of the guest Referee, Starter, and/or Administrative Official to work the Regional Championship. Note that a second Referee may be used to satisfy the requirement for an Administrative Official. Please send letters of intent to Suzannah Rogers, Program Operations Co-Chair, not later than Monday, February 5, 2018.

Selection Criteria: In selecting Regional Meet hosts the following will be taken into consideration; regional need, the Bidding club’s meet management experience, bidding club’s prior experience hosting Regionals, the quality of the facility including number of lanes, deck space, locker rooms and parking. If there are more clubs bidding for Regionals than Regional meets available (currently 6), all of the above will be taken into consideration by the “Regional Bid Committee” and the Regional Bid Committee will select Regional meet hosts.

Regional Bid Committee: Program Operations Vice Chair, Technical Planning Chair, Age Group Chair, Program Development Vice Chair. If any of the above Committee Members are a member of or directly associated with a bidding club, that person may participate in the meeting and discussion, but must abstain from voting.

The Regional Bid Committee will review all of the declarations. Program Operations will put forth its recommendation to the CSI Board of Directors for approval. Scheduled bid award date will be no later than Monday, February 12, 2018. (The Program Operations Division and the Board of Directors reserve the right to make final Regional Championship awards later than scheduled if necessary.)

Jointly Hosted Meet: If the meet is jointly hosted by two (or more) clubs, only the club submitting online bid will receive the benefit of the splash fee waiver. The Club must demonstrate in writing that various meet functions are shared between two clubs to constitute jointly hosted meet. Please send this letter to Program Operations Vice-Chair by Monday, February 5, 2018. Upon receipt of the document, the officials from the club in alliance will be considered equal to the bidding club. Only one (1) bid may be submitted per meet per joint host. Meet hosts may not run joint meets solely to improve odds of winning a lottery.

Other Regional Championships requirements:

Below is a list of requirements. This list is not all-inclusive. Hosts should refer to CSI Policies and Procedures and the Meet Managers Guide.

  • Sanction Deposit, Surcharge, and Meet Reports: Sanction deposit of $300 will be collected and refunded in full if sanction requirements are met. The standard CSI long course surcharge policy applies and all meet reports are due in the CSI office 14 days after the meet. Meet hosts must apply for Outreach funding if applicable.
  • Meet hosts are responsible for all facility rental fees except for Friday evening session, which will include distance events.
  • Meet hosts responsible for securing a facility will pay all expenses and fees.
  • Meet hosts are responsible for procuring and paying rental fees for any equipment that is necessary to run a championship meet. This includes a complete timing system with touch pads.
  • CSI will order and purchase 1-8 medals and event winner caps. Hosts will inventory awards they receive and distribute. Unused awards must be inventoried and returned to CSI. CSI may invoice host clubs for unused unreturned awards.
  • Meet database, Age Group Championship qualifying times, meet program, etc. are the responsibility of the host club.
  • Host club and officials working the meet shall adhere to CSI Warm-Up Procedures and procedures stated in the meet announcement.
  • Age Group qualifying times must be included in the Regional Championship meet database and printed meet program, results, etc.
  • The meet database backup file including club scoring must be submitted to the CSI Office no later than Sunday evening following the conclusion of the Regional Championships.
  • T-shirt vendor arrangements will be made by CSI.
  • Other vendor arrangements are between host club and facility.
  • Host club may only solicit volunteer timers and officials from participating clubs. Other required positions must be filled by host club.
  • Host clubs must provide concessions for athletes and spectators except where the facility runs concessions.
  • Host clubs must provide a separate hospitality area for coaches/officials with food/beverages adequate for the meet length.
  • Timers must be provided adequate beverages.
  • Other requirements are listed in the CSI Policies and Procedures and the Meet Managers Guide.

Meet Acceptance Form and Sanction Deposit will be due in the CSI office by Monday, February 26, 2018. The Meet Acceptance Form and Sanction Deposit Policy are available online. Sanction deposits of $300 may be paid with Visa or MC or check payable to CT Swimming. Payment information is posted on the Meet Acceptance Form.

Meet host information for the championship announcement will be due in the CSI office by Monday, February 26, 2018. Late submissions will be subject to forfeitures under the Sanction Fee Policy

If you have any questions, please contact Suzannah Rogers, Program Operations Co-Chair.

Technical questions regarding the website and/or online submittal should be directed to Nan Cooper, office@ctswim.org.

Deadline for submitting bid declarations is Monday, February 5, 2018.

On-line Submittal: I have read the Scheduling Procedures and would like to submit a bid.


Pool Availability and Descriptions

Wesleyan University Pool

  • Wesleyan University has scheduled its pool rentals independently of CSI.  Please contact the facility directly.

For all other venues, please contact the facility directly.