This is the text from the Information Package that was e-mail to all 38 potential teams.
Thank you for participating in the largest Cary Invitational Swim Meet since it began 29 years ago! There are 38 potential teams and over 1,500 swimmers for this year’s meet. As one of the original participants, Scottish Hills Recreational Club (SHRC) is excited to once again host the City Meet for the eighth time in the past twelve seasons. Over the years as the area has grown, so has the popularity of the City Meet. This year’s Meet Chair from SHRC is Kristen Weeks.
This year’s meet will be similar to previous Cary Invitational Swim Meets. We will be using the same electronic timing system provided by Cary Swim Club that has been so successful in recent years.
Warm-ups for the morning session will begin at 7:00am. The meet will start at approximately 8:00am with opening announcements. The first event should begin at approximately 8:15am. Swimmers age 10 and under will swim from approximately 8:15am to 2:00pm. The older swimmers, age 11 and up, will begin warm-ups shortly after the early session ends, approx. 1:30pm. The afternoon session will begin approximately 2:30pm and end about 7:00pm, weather permitting.
Points will be awarded for the top 16 places for individual & relay events. ONLY one relay team for each event per club may score. Point scorers will receive medals or ribbons. Awards will be made for the top three overall point scorers in each boys and girls age group. Trophies will be awarded for the top five teams as well as a special Team Spirit award. All other clubs will receive a participant trophy. Results will be posted in the tennis court area on the tennis wall.
Bob Figuers, USA Swimming Certified Referee will be the Meet Referee and oversee the stroke & turn judges and starters. Tarheel Swimming Association (TSA) rules will apply for this meet.
Encourage your parents to bring their own chairs. Bleachers will be set up and some deck chairs will be available, but in limited quantities. Clubs must provide no more than 3 chairs for their coaches.
Your team’s tent location will be shown at the pre-meet meeting on July 10th at SHRC. Please set your tent up on July 16th and remove it on July 17th after the meet has completed. Please keep this area clean. If your swim team has “any one single tent” over 700 sq. ft., you need to contact the Cary Fire Department at 469-4056 to apply for a tent permit.
NO glass, alcohol, pets, firearms, or fireworks are allowed anywhere on the property of SHRC. NO other concessions are permitted besides the ones provided by SHRC the day of the meet. Smoking is not permitted on the pool deck or in the pool shelters. SHRC assumes NO responsibility for lost or stolen items or damaged tents. Please be vigilant and courteous.
Important Dates:
• Registration information due back to SHRC by Wednesday, June 30th at 5:00pm.
• Pre-Meet Orientation Meeting at SHRC - date to be determined by team availability.
• Rain date is Sunday, July 18th, same time(s). See Page 4 for more details.
Registration: Swimmers age 7 and older may register for up to 3 individual events; swimmers age 6 and under may register for up to 2 individual events (freestyle and/or backstroke).
Each club is limited to no more than 2 teams per relay event. Registration fees are $3 for each individual event and $7 for each relay team. Please provide one check per team made payable to SHRC at the time you submit your registration information. Registration is due at SHRC by 5:00pm Wednesday, June 30th. We will be using Hy-Tek Meet Manager software for the meet. Our Registration Coordinator is Bob McGoogan. Registration data must be entered into Hy-Tek Meet Manager Software. Also, please provide a printed report of your registration data. Registration instructions will be sent out in the coming weeks.
Pre-Meet Orientation: Each club is expected to send a representative to this meeting, to be held at SHRC, 1423 Tarbert Drive, Cary, and date to be determined by Team availability. You will receive tent location information and Volunteer assignments, plus other information.
Meet Volunteers: Each team will be expected to provide a variety of volunteers or the meet will not take place. Team Volunteer assignments will be given out at the pre-meet meeting. Meet Volunteers include Timers, Stroke & Turn Judges, Starters, Runners, Kid Pushers, etc. If your club is providing Timers, please bring at least three watches. Volunteers will receive one complimentary lunch ticket.
Advertising: Teams and individuals may place ads in the Heat Sheets. Ads must be prepaid and are DUE with registration. Contact CCMadvertising@scottishhills.org for template and prices for placing an ad or if you have any questions.
Tents: Tents will be erected in the large grassy area adjacent to the pool. Your tent location will be disclosed at the pre-meet meeting. Your tent should be erected on July 16th and removed on July 17th after the conclusion of the meet.
Parking: Parking will be restricted to one side of most neighborhood streets. Traffic cones and signs will be in place designating NO Parking areas. Parking will be available at Annie Jones Park across the street from the pool. Only cars with parking passes will be allowed in the SHRC parking lot. Each club will be given ONE parking pass. There will be a drop off area approximately fifty yards up Tarbert Drive across from the Annie Jones Park tennis courts for swimmers and their gear. This leads directly to the team tent area. We encourage car-pooling.
Concessions: Bring your appetite! ALL Concessions will be located on the Tennis Courts this year and there will be a variety of things to eat for breakfast and lunch including bagels, coffee, drinks, snacks, fruit, grilled chicken, pasta salad, pizza, Italian sausage, hamburgers, hotdogs, and barbecue, Chick-Fil-A®, Rita’s Ice and much more. 29th Anniversary Cary City Swim Meet T-Shirts will be available for sale for $10. Souvenir Heat Sheets will be on sale for $5. Kastaway Swimwear will be on hand and will have suits and accessories for sale.
Rain date: Sunday, July 18th, same time(s) will be used as a rain date. Condition 1: Meet cannot begin on Saturday, or Condition 2: Meet is interrupted. See Inclement Weather Policy below.
Inclement Weather Policy: Our policy for 2010 is based upon the Tarheel Swimming
Association rules regarding inclement weather and meet cancellations. If the meet is stopped due to the weather, it will be declared over if all breaststroke events have been completed on Saturday, or if on Sunday after all backstroke events have been completed. The winner is determined by the points accumulated at the end of the last completed stroke (all ages & genders). If all breaststroke events have not been completed on Saturday, the meet will resume on Sunday with the event that was to be swum when the event was halted.
Refund Policy: We have implemented a refund policy in an effort to return funds to swim clubs for heats that have to be cancelled due to weather conditions. As we have certain costs that will be incurred whether the meet runs in its entirety or is shortened due to unforeseen conditions, the refund for these heats will not be “dollar-for-dollar” but will reflect a genuine attempt to be fair to all concerned.
Thank you for your assistance in making this years’ Cary Invitational Swim Meet a success. Many of our local swimmers view this meet as the premier meet of the summer. We look forward to perfect weather, good sportsmanship and great fun in a safe environment for swimmers and spectators alike. Encourage your team to have a positive attitude. If you have any questions, please contact the 2010 Cary Invitational Swim Meet Chair: Kristen Weeks at 651-0295 or e-mail her via ccm@scottishhills.org.
