Gala Entry Procedures

Parents and swimmers are requested to please follow the gala entry procedures:

CGA Galas & National Events – Fully competitive swimmers
The CGA Handbook (included in Waterborn Registration fee) lists the season’s meets and galas. This information is also placed in the monthly edition of the Waterborn newsletter.

Entry Procedure

• Coaches are given a spreadsheet by Waterborn Gala Admin with names of all eligible swimmers for that specific level and the events on offer for that particular meet.
• Gala entries are completed by the respective coach. Once completed, Waterborn Gala Admin enters swimmers in an entry file on Team Manager.
• The list of entries is then sent to parents as confirmation of entry. 
Should you wish to make changes, the swimmer’s coach must be consulted prior to Gala Admin being advised.

Important Note

• Time is of the essence. The time between receiving the entry file and the closing date for entries is usually only a few days. All changes are to be emailed back to Waterborn Gala Admin by the Sunday midday prior to the gala. 
This applies to CGA Galas only. The closing date for National events is about 
4 weeks prior to the event.
• Parents are to ensure that they check their son / daughters’ entries received and per email correspond with Waterborn Gala Admin on any gala entry queries.
• Should no written correspondence be received from the parents by the stipulated closing date, their child will be entered into the gala. Gala entry fees will now apply. Notification of the allocated Team Manager & full gala information (i.e. starting times etc) will be emailed to you in the covering note with the gala entries.
• The completed Entry file is then sent to CGA. Rules and responsibilities of Parents / Swimmers to check the calendar of upcoming events regularly. 
Should you not receive confirmation of gala entries approx. a week before the event, please contact Waterborn Gala Admin.
• To advise Waterborn Gala Admin at least 2 weeks prior to an event if the swimmer is unable to participate. Subject to emergencies.
• Verbal entries / changes / withdrawals are very difficult to monitor and are therefore not accepted. Only changes in writing will be accepted.

Relay Teams – CGA Galas and National Level Galas

• Relays at galas are selected by the coach on duty at that specific event or day of that relay event. The decision is final.
• The onus is on you as swimmers and parents to please check with the Waterborn Team Manager on duty whether your child has been selected for the relay that day.
• If your child has been chosen, please ensure that they are then there to partake in the relay. Tournament rules only allow names to be changed up to a certain stage. Thereafter if one of the selected swimmers is not present, Waterborn cannot swim the chosen relay team. It is obviously very disappointing for the remainder of the Waterborn relay team who have spent considerable time waiting to swim and now cannot partake. In addition, Waterborn covers the cost of the relay entry fees on behalf of swimmers. Waterborn do not receive a refund if the relay does not partake in the meet.
• Please ensure that if your child is chosen to swim a Waterborn relay and you have confirmed their participation with the Waterborn Team Manager, that your child is then present to partake.

Out of Province Events (Easterns, NTS, KZN etc)

Entry Procedure

• The clubs are usually not advised of these events.
• To ensure the correct information and files are received from the hosting province, a swimmer wishing to participate in an out of Province event, must notify Waterborn Gala Admin at least 2 weeks prior to the closing date of the event.
• A list of events and entry form will be sent to the interested swimmer/s.
• Once returned, Waterborn Gala Admin enters swimmers in an entry file on Team Manager.
• Waterborn Gala Admin will request a clearance certificate from CGA for the swimmer to compete.
• NO SWIMMER MAY PARTICIPATE IN AN OUT OF PROVINCE EVENT WITHOUT CLEARANCE FROM WATERBORN AND CGA.
• The completed Entry file is then sent to the hosting province with the clearance certificate.

Social (Junior League / Mini-lympics / Level 0) Events

Entry Procedure

• A list of events is received from the hosting club.
• Entry forms are sent from Waterborn Gala Admin to eligible swimmers for completion by closing date.
• Entries must be sent in writing to Waterborn Gala Admin. NO verbal entries will be accepted.
• Once received, Waterborn Gala Admin enters swimmers in an entry file on Team Manager, which is then sent to the hosting club.
• Waterborn coaches will not complete entries at Level 0.

Waterborn Gala Administration Fee
A Waterborn Gala Administration fee will be charged per swimmer for every gala that they enter during the season. This fee will equal the administration entry fee CGA, Swim SA or the various other gala hosts stipulate on their entry forms.
Example: CGA Charge R10 gala admin fee: Waterborn will charge R10 gala admin fee. This amount will be over and above the entry fee per individual event / race entered.