‘Paid-at-point-of-entry’ Gala Entry Process:

In brief the process is outlined below. We know this is what many of you do already, so it should not be unfamiliar.

 

 

1. Coach enters details into Hytek for specific Gala.

 

2. Coach runs eligibility report in Hytek and emails Gala eligibility report to parents with associated costs.

 

3. Parent chooses which events to enter from the eligibility report and makes online payment for the Gala to the BSC Competition Account for those events.

 

4. Parent confirms to coach and Comp Sec which of the list of eligible events will be entered by their child and confirms that online payment has been made for those events.

 

 

Please note, if you don’t confirm to the Coach and Competition Secretary which events you are doing plus confirm that you have paid for those events (Step (4) – see below screen shots of a typical reply), then you won’t be entered. It sounds a bit harsh…but unfortunately the club can’t function if we enter people for events and then subsequently don’t get the payment. ‘No pay no swim’.

What you should receive from your Coach, and what to write in your reply to the Coach and Competition Secretary

You should receive an email which contains:

 

Notification of the event, the date by which you as a parent need to reply to confirm your participation, plus any recommendations from the Coach on what events he/she sees as the main targets for the squad

 

The Hytek Meet Entry Fees report which shows for each swimmer the number of Individual Events (IE) that the swimmer could enter as well as the cost per IE and the total cost per swimmer if they chose to do all the IEs that are available to them (based on the Gala eligibility criteria)

 

The Hytek Individual Meet Entries Report which shows for each swimmer which events they are eligible for.

 

Please then reply to the Coach and the Competition Secretary to:

Confirm which events your child/children will be swimming in

Confirm that you have just paid online to the BSC Competitions Account the amount due for the given individual events (IE) that your child/children are swimming in (Note: relays are paid for by the club, so no need to pay for any relays that your child/children have been entered in)

In order to make the process run smoothly, it is important that when you declare that you are entering, and have paid online, you have indeed already paid online. The Competition Secretary will be able to go into the online accounts and check that the payment was received, but it makes things work much faster if the Club can take your reply in the email as confirmation that payment has been made.

 

BSC Competitions Account

For online payment please use:

Account name: ST PAUL’S BARNES SC COMPETITION ACCOUNT

Account number: 01554476

Sort code: 40-05-31

 

Please use a reference when paying as indicated above in the example, so that it is clear for which child and Gala the payment is being made. In the course of the next few weeks it is likely that the Club account name will change to reflect the change in the name of the Club. This will be announced in a later communication.

 

Refunds

 As many of you know, but many of you possibly don’t, some galas work on the basis of first come first served, but others work on the basis of taking the top N fastest qualifying times for each event. This means that after declaring to the club that you are entering an event, paying online, and confirming your payment to the Coach and Competition Secretary (as described above), the club hosting the gala may subsequently inform us that your swimmer has been “scratched” from some events (if they weren’t in the top set of qualifiers who entered for the given event). In this case the Competition Secretary will contact you to arrange for you to be refunded the appropriate fraction of the amount that you paid (depending on how many events were scratched).

 

Competition Secretary

The current competition secretary is:

Mark Thomson

SPBSC Competition Secretary

8 Baronsmead Rd

Barnes

SW13 9RR

Email: competitions.bsc@gmail.com

Phone: 07805092202