Connecticut Swimming

Bid Procedures for Hosting a Short 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 season bidding generally opens in May/June and Long Course in January. CSI Program Operations maintains formal bidding procedures that USA Swimming clubs agree to abide by. Bid Procedures for the 2017-2018 Short Course schedule are posted below. Bid Procedures for the 2018 Long Course season will be posted in December 2017.

2017-2018 Short Course Bid Information and Procedures

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Welcome to the 2017-2018 SC 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.

Bidders are strongly encouraged to resolve pool conflicts and/or re-arrange bids so that the CSI calendar best meets the needs of the clubs and athletes.

REMINDERS:

  • Meet host clubs must have had a representative at the May 16, 2017 House of Delegates meeting.
  • Regularly scheduled meets must be run with a lead Administrative Official assigned.  NEW: Regional Championships will require an Administrative Referee to be assigned.
  • The Meet Fee Policy was revised in 2015 and is in effect.
  • Sanction Deposits are $300 per meet except Distance and 9/Under Meets. Deposits are fully refundable if deadlines are met. Fines are in effect for missed deadlines. There are no exceptions to the deadlines.

SANCTIONS and APPROVALS: Using this procedure, clubs will bid on regularly-scheduled sanctioned and/or approved meets. This option will appear as a selection item when submitting a bid.

SANCTION APPEAL PROCESS More information may be found on the Eastern Zone website.

BLACKOUT DATES: The following dates are reserved for CSI championship meets and events.

November 5, 2017:  CSI Annual Awards Banquet
March 2-4, 2018:  Regional Championships  

DATES and DEADLINES:

Wednesday, July 19: Regional Championship Bid Deadline
Monday, July 31: Regularly Scheduled Meet Bid Deadline
Friday, September 8: Meet Announcement deadline for 2017 meets.
Friday, September 8: Meet Acceptance Form and Sanction Deposit deadline for all meets.
Friday, October 13: Meet Announcement deadline for 2018 meets.
Friday, October 13: Regional Championships meet announcement information deadline.

DEADLINE: Bidding will open in June, 2017 and close in July, 2017. Bidders are strongly encouraged to resolve any pool conflicts and/or re-arrange bids so that the CSI calendar best meets the needs of the 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.

BEFORE YOU START: Bidders will need the following information to submit a "virtual" bid:

  1. FAST administration page password.
  2. Officials registered with your club.  Please check FAST- Officials to make sure a.) your officials are registered for 2017, b.) your officials are listed with the correct certification, and c.) your officials are listed with the correct (your) club.  Any errors or omissions should be reported to Nancy Wargo, Officials Chair. Changes to officials’ club affiliation and/or certification will not be accepted after the bid deadline.
  3. Letter of Intention from "guest" officials. If your club is without a referee and/or starter for the meet you intend to host, you are required to supply Program Operations will a letter of intent from a guest official(s). This may be done by the guest official sending the letter of intent directly to Jim Robison, Program Operations Chair by the bid deadline.

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 session schedule
8. time standards
9. time trials
10. pool course
11. closed (CT only) or open meet
12. awards
13. splash fees (entry fees)
14. officials

 

Regional Championships:

On-line bid submittals are due Wednesday, July 19, 2017. Bidding clubs will receive, via email attachment, a list of all bid declarations by Friday, July 21, 2017.  Please read:

Regularly-Scheduled Meets:

Deadline is Monday, July 31, 2017. Bidding clubs will see all submitted bids in real time on the "Meet Bid Link" on their club administration page in Connecticut FAST. After bids close, the final bids maybe viewed but not changed. To submit a bid, clubs must login to Connecticut FAST administration page and click on "Swim Meet Bids"

Directions for Regional Championship bids:

  • Please remember there are two separate bid procedures for Regional Championships and regularly-scheduled meets.
  • Read the Scheduling Procedures before submitting a bid.
  • Every field must be completed on the on-line submittal form.
  • If you would like to change your bid submittal or made an error, please email office@ctswim.org.
  • The confirmation page is your "receipt". For your records, print the confirmation page for each meet.

Directions for Regularly-Scheduled (non-championship) Meets:

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 official 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.

Scheduling Procedures for a Regularly-Scheduled Meet

CSI clubs that wish to host a 2017-2018 short course 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" application. Clubs will be required to finalize their declaration by 11:59 PM, Monday, July 31, 2017.

The meet ratio requirement of CSI Age Group Qualifiers to Invitationals is no longer in effect. Hosts awarded a bid may run any meet format, cut protocol, events, number of meets, etc. Hosts may name a meet as they wish. Sanctioned meets must be open to all CSI member athletes and CSI member clubs. All USA Swimming and Connecticut Swimming rules, policies, and procedures must be adhered to.

NEW:  Submitting Proposed Meet Schedule (instead of a session report) is required. The proposed schedule should list your meet's sessions, time schedule, and age groups. Session Reports for the 2017-2018 short-course season bid (regardless of actual course) is OPTIONAL.  They will be required with your meet announcement.

Declarations of Intention for meets must include the proposed dates of the meet(s), 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 and will have until the deadline to move, delete, or edit their bid declarations.

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 CSI Program Operations, 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: Monday, July 31, 2017.

Date and Pool Conflicts: If there is more than one club bidding for a particular pool on a particular date, preference will be given 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. All bid declarations also must include at least one certified Stroke and Turn Official (also registered with the host club). Bids not meeting the minimum of at least 1 Stroke and Turn official will be rejected. Clubs using guest officials will receive lower priority or exclusion in any case where Program Operations makes a determination regarding a meet award.

A lottery system will be used if there is more than one club with a full complement of officials bidding for a particular pool on a particular date. Any club with officials who receives a date by lottery will be ineligible for a second meet by lottery until all clubs with officials have received their first meet. Clubs with guest officials may also receive pools and dates by lottery; but, club(s) with a full complement of officials bidding, that club(s) will be given priority.

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 Monday, July 31, 2017. 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 Announcements, session reports, and meet event files are due in the CSI office by Friday, September 8, 2017 for meets scheduled in 2017, and by Friday, October 13, 2017 for meets scheduled in 2018. IMPORTANT: If any club is late in submitting its announcement and meet files, it will be subject to partial forfeiture ($150) of its meet sanction fee deposit.

Meet Acceptance Form and Sanction Deposit for ALL meets (2017 or 2018) will be due in the CSI office by Friday, September 8, 2017. The Meet Acceptance and Sanction Deposit Form and Sanction Deposit Policy are available online. (Logging into club's FAST Administration page is required.) Sanction deposits of $300 per meet, excluding Distance Meets and 9/Under Meets, may be paid with Visa or MC or check payable to CT Swimming. Payment information is posted on the Meet Acceptance Form.

If you have any questions, please contact Jim Robison, Program Operations Chair.

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

Regional Championship Scheduling Procedures

CSI clubs that wish to host a 2018 SC 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 Wednesday, July 19, 2017. Declarations will be submitted on-line at ctswim.org. Declarations will be date and time stamped by the CSI server.

Clubs who return a Declaration will receive a list of all bidders, no later than Friday, July 21, 2017. Clubs may withdraw their bids no later than Tuesday, July 25, 2017.

Format: CSI will be conducting up to six (6) Regional Championship meets on March 2-4, 2018.

Declarations of Intention for meets must include: 1.) All officials registered with bidding club; 2.) Experience running championship meets; 3.) Club biography outlining 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 the following Officials with current certifications:

  • Meet Referee
  • Administrative REFEREE (This is different than an Administrative Official)
  • Starter
  • Stroke & Turn Official. Bids will be rejected from clubs with no certified Stroke and Turn official registered with their club.
  • For clubs unable to meet the above Official Requirements, this requirement may be met by acquiring a letter of intent from a certified Referee, Administrative Referee and/or Starter, sent to CSI Program Operations, demonstrating the commitment of both the guest starter and/or guest referee to work the ENTIRE Regional Championship. Clubs submitting  letter(s) of intent and using guest officials may receive lower priority or exclusion in any case where The Regional Selection Committee makes a determination regarding a meet award. Please send letters of intent to Jim Robison, Program Operations Chair not later than Wednesday, July 19, 2017.

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, 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 the declarations. Program Operations will put forth its recommendation to the CSI Board of Directors for approval. Scheduled bid award date is Friday, July 28, 2017. (The Program Operations Division and the Board of Directors reserve the right to make final Regional Championship awards later than scheduled, if necessary.)

Program Operations reserves the right to assign athletes to the awarded venues based on the number of lanes available at the selected facilities in order to prevent overcrowding during warm-up and to attempt to balance the session timelines among bidders/venues. Hosts will receive the entry fees from athletes entered and assigned to their venues.  No revenue or cost sharing between hosts will be provided.

Other 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 all sanction requirements are met. The standard CSI short course surcharge and fine policy applies to Regional Championships. All meet reports, surcharge payment, and settlement of awards and caps are due in the CSI office as soon as possible after the close of the meet, in order for the times from the meets to be considered for entry into CSI championship meets.
  • If applicable, meet hosts apply for Outreach funding.
  • Meet hosts are responsible for securing a facility and paying 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 1-6 medals and event winner caps. Hosts will inventory awards they distribute and submit payment to CSI for used awards. Unused awards must inventoried and returned to Sue Husta, Awards Chair. Clubs will be billed for awards that are not returned by May 1. Costs are approximately $2.00 per medal and $2.50 per event winner cap. CSI will provide club scoring trophies. Settlement of awards and caps is due in the CSI office 14 days after the meet.
  • 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.
  • Age Group qualifying times must be included in the Regional Championship meet database and printed meet program.
  • The meet database backup file including team 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 clubs must provide concessions for athletes and spectators.
  • 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 Friday, September 8, 2017.  The Meet Acceptance Form and Sanction Deposit Policy are available online. (Meet Acceptance form requires logging into club's FAST administration page.) Sanction deposits of $300 may be paid with credit card or check payable to CT Swimming. Payment information is posted on the Meet Acceptance Form. Before making the $300 sanction deposit, read about Sanction Deposits and Meet Cancellations.
  • If you have any questions, please contact Jim Robison, Program Operations Vice-Chair.
  • Host information for the Regional Championship meet announcement will be due in the CSI office by Friday, October 13, 2017. If any club is late it will be subject to partial forfeiture ($150) of its meet sanction fee deposit.

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

Deadline: Wednesday, July 19, 11:59 PM

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