Parent's Guide
Welcome to Elmbridge Phoenix Swimming Club.
This guide is designed to help you understand all the rules and structure surrounding swimming galas. If you feel we've missed anything, please let us know so we can add more information.
Most new swimmers will begin in Development 1 Squad, which is our entry-level competitive squad training in a 25m pool.
When joining the club, your child will start with a Club Train Membership renewed annually by the club. This membership is for swimmers who are training and developing their skills within the club network. It does not allow entry into open competitions. Once your child is 9 years old and ready to compete, the club will upgrade the membership to Club Compete. This membership is for swimmers who want to take part in competitions.
When a meet opens, you will receive an email notification from Swim Manager informing you that entries are available.
Please note:
Not all squads are invited to every meet.
Our coaching team decides which squads are suitable for each competition.
If you cannot see an open meet in Swim Manager, it means the meet is not available for your child’s squad.
Opening the Meet
When you open the meet in Swim Manager, you will see:
The meet schedule - linked for you to download
Qualifying times - linked for you to download
Promoters’ conditions - linked for you download
Please read all documents carefully, especially the Promoters’ Conditions. These contain important information about: rules and eligibility, session times, venue address, time trials, warm-ups and general organisation.
At the top of the meet page, you will also see a short summary highlighting the most important information.
Selecting Races
Scroll down to view the sessions and the list of races available.
On the app:
A small box which you can tick
No box means your child does not qualify for this race
On the website:
A green box means your child qualifies for that race
A red box means your child does not qualify
Tick the races your child would like to swim.
Saving Your Entries (Very Important)
Scroll to the bottom of the page and you will see two buttons: DRAFT and SUBMIT
⚠️ Always press the “DRAFT” button
This allows you to come back later and make changes before the deadline. Once you press SUBMIT, entries are final and cannot be changed. We will not support change requests after submission, as this creates a large workload for volunteers.
Swim Manager will send you an email reminder at least 24 hours before the entry deadline, so there is no need to rush. You may also wish to add the deadline to your personal calendar.
Admin Charge
Please note:
A £10 administration charge is added to your entry as clearly stated in the meed description. This covers poolside passes and coaching costs.
Important:
Pressing SUBMIT without selecting any races will still incur the £10 admin charge. If your child does not qualify for any races, do not press DRAFT or SUBMIT. Simply exit the app or website.
There is no admin charge for home meets, as these usually take place during normal training hours.
After the Deadline
Once the entry deadline has passed we collect all entries and the club submits the full team entry to the host club on your behalf.
7. Withdrawals and Refunds
Withdrawals may still be possible after submission.
However, no refunds will be issued, as entry fees will most likely already have been paid to the host club. Some promoters allow refunds for entries on medical grounds, but they require proof from a doctor. If this applies to you, please email a photo of the medical evidence to meets@elmbridgephoenix.com and we will arrange this for you.
Competitions
There are different levels of swimming competitions. All competitions charge a fee per swimmer per each entry as well as fee per spectator entry to watch your swimmer swim.
Mini Meets are unlicensed events designed for younger swimmers to experience racing and see if they are ready to compete. These meets are typically unlicensed, meaning no official time is being recorded in Swim England Rankings, also swimmers will not be disqualified for technical infractions. They provide an excellent opportunity to practice in a racing environment and prepare for more serious competitions in the future.
Level 4 Meets are licenced, and your times will be recorded in the Swim England Rankings afterwards. The difference with these meets is that they will have a Referee and qualified officials as well as disqualification codes will apply if a stroke or turn is not performed correctly. These meets are usually for our Club Champs, occasionally, we are invited to, or we may invite another club to take part in those competitions.
Club Champs are usually held several times a year and include a series of 50s, 100s, 200s, and 400s events. You do not need a qualifying time to take part in these competitions, making them a great opportunity to record times across a wide range of events. Opportunities like this are rare, so it is extremely important for swimmers to compete in as many events as possible. Times gained at these competitions will be required for swimmers to enter higher-level galas.
Entries for these events will be made via our entry portal called Swim Manager. Please note that there is always a deadline for entries to allow the club to organise the programme of events efficiently. We encourage all swimmers to sign up and make the most of these valuable opportunities.
Level 1,2 and 3 Meets are next level of competiton and are organised by other swimming clubs. They are also called "Open Meets". Our club will select the meets we are targeting, and these will be added to Swim Manager. Most of these meets will have both upper and lower qualifing time. Very often they will not accept "no timers" (swimmers with no offcial time recorder in Swim England Rankings), so they are aimed at specific squads. Swimmers can qualify based on their personal best times and may choose which events they would like to enter. Entry will be made via our online entry portal, and the club will submit all entries after the closing date has passed.
Some meets operate on first-come, first-serve basis. In these cases, the club will set an early closing date (much earlier than the official closing date) so that we can submit our entries quickly and increase the chance of all swimmers being accepted.
Other meets are based on fastest entries. This means the organising club will accept only the fastest swimmers and reject the slowest. These are called scratched entries, and there will be no charge for any rejected swims.
Surrey Championships
The club is registered in the Surrey Region. This is the first major competition event where swimmers will discover where they stand in the wider swimming community. Eligibility is subject to qualifying times, and this event is considered as the cornerstone of our Club calendar. Each year, Surrey publishes the qualification times ( usually from July onwards), and our swimmers work towards meeting these standards by taking part in various swimming galas and achieving new personal bests.
Regionals
Those are the highest level of open meets, always held in a 50m pool (long course). Times achieved here can be used to qualify for National Championships. Times from level 3 and 4 meets cannot be used for Nationals.
Team Events
Swimmers for team events will be selected at the discretion of the coaching team. There is no entry fee for swimmers participating in these events. Coaches will contact selected swimmers by email directly, and invite them to take part. Parents and guardians are required to confirm the swimmer's availability at the earliest opportunity and no later than the stated deadline.
The success of league competitions depends on the attendance of selected swimmers. Therefore, it is expected that swimmers will participate once chosen. If a swimmer has taken part in the first round of competition, they should review and note the dates of subsequent rounds, as there is a strong likelihood that they may be selected again. Galas dates will always be published on the club's website under "Fixtures" or in your Swim Manager App.
While attendance is expected, it is recognised that exceptional circumstances may arise. In such cases, parents must notify the coaching team as soon as possible.
Each club is allocated a lane for the duration of the gala, and swimmers will compete in this lane across their assigned events. Team galas typically consist of a combination of relays and individual races. Please note that not all swimmers will get chosen to take part in those events.
FREQUENTLY ASKED QUESTIONS
What time I should arrive at competition or club gala?
To ensure swimmers are fully prepared for competition, the following arrival times and procedures must be observed:
- Team Galas ( where transport is not provided): swimmers are required to arrive at the competition venue no later than 15 minutes prior to the start of the scheduled warm-up.
- All other Meets: swimmers must change and be present on poolside a minimum of 30 minutes before the first scheduled warm-up for the session in which they are competing.
Adherence to these timings is essential, as it allows swimmers sufficient opportunity to complete their pre-pool mobility work and land-based warm-up, both of which are critical to optimise performance and prevent injury.
What is Long Course and Short Course?
A long course pool measures 50 meters in length and is the standard used for major international competitions such as the Olympic Games and the World Aquatics Championships. Because the pool is longer, swimmers complete fewer turns within a race. This generally places greater emphasis on endurance and sustained stroke technique, as swimmers spend longer periods of time swimming between turns.
A short course pool measures 25 meters in length. It is frequently used in domestic competitions. Due to the shorter length, swimmers perform more turns over the same race distance. This often results in faster times compared to long course swimming, as swimmers can take advantage of the momentum gained from turns and underwater phases.
How do I convert Long Course times to Short Course times?
You can simply use one of the online tools to convert times: Time Conversions | pullbuoy
What is a time trial?
A time trial is an officially sanctioned race, conducted under the same technical rules and officiating standards as a regular swimming event, for the purpose of recording an official time. Time trials are usually available on the day of the competition if places remain or if there are withdrawals. Additional swimms can be added for an extra cost by going to the recording desk and speaking with the organisers. Please note that time trial swims are not eligible for medals and are responsibility of parents not coaches or team managers.
Who is my child competing against?
All competitions are organised in one of two ways: "age on the day" or "age as at 31st December". This determines which age group your swimmer will compete in. Always check the accepted entry list to confirm the age group your swimmer has been placed. In the heats, swimmers race against competitors from diffrent age groups. The heats are seeded by entry times, from the slowest starting first to the fastest.
Will I be refunded for withdrawal after deadline?
In most cases, you will not be refunded if you withdraw after the deadline. Some host clubs allow refunds only under medical circumstances, which must be supported by a doctor's note or documentation from A&E. You should carefully read the promoter's terms and conditions to find out whether the event organiser allows this or not.
Where do I find information regarding an open meet club is entering?
When you open a meet you want to enter, you'll see a short description with the most important information at the top. When you scroll down, up to three links with full information on timings, schedule, qualifying times and so on is there for you to read.
What if I lost an email club sent me in regard to meet? Is there a way to find it?
All messages sent from the club can be found either on Swim Manager website or in the app. Once you log in, click on the MESSAGES tab at the bottom of your screen, and you will see the full list of email there.
Why do we need to be informed of your withdrawal even if you have completed the host club's withdrawal form?
We need this information so that we can update our attendance list, which coaches and team managers use to ensure that all swimmers are accounted for. This helps us confirm whether a swimmer is expected to attend a session and prevents unnecessary concern if someone does not arrive at the start of the session.
Why the meet organizer didn't provide the start times for Session 2 and 3 (if applicable)? Why only start of Session one was given?
The reason the start times for Session 2 and 3 (if applicable) are not shown on the meet schedule is because the organisers cannot confirm them yet. They first need to know how many swimmers from all attending clubs have entered the meet. Once all entries are received, they can calculate the lenght of each session and determine accurate start times. This procedure usually happens very close to the meet date. To help you plan ahead, beased on experience, no session will last longer than 3 hours, and warm-up typically takes 45-60 minutes. the start time of Session 1 is alaways provided, so using that information you can roughly estimate when the following sessions are likely to begin.
Why is my invoice for a meet showing more owed than for the races chosen?
There is a £10 admin charge added to each entry. This covers the cost of poolside passes for coaches and team managers who are supervising our swimmers. The coast of the coaches is also included in the entry fee.
How will my child know when to race?
Coaches and team managers help swimmers get to the right place at the right time.
Can parents go poolside?
Parents are not allowed poolside unless they have specific role such as officials or team managers. Anyone supervising or looking after swimmers must have appropriate safeguarding clearance and DBS check.
How does the club communicate regading meets? I am concerned that I may miss important information.
We will use email as our main communication channel. In addition, important updates will also be shared in the main WhatsApp group and the dedicated Galas & Competitions WhatsApp group. If information is received late from a host club, we will share it on WhatsApp as this allows parents to access urgent updates more quickly than via email. Please ensure you have joined the Galas & Competitions WhatsApp group so you stay fully informed. It is essential that parents read all shared information carefully to avoid misunderstanding or disappointment later.
How do I decide which meets to prioritize when many are available?
Next, check whether the meet is long course (LC) or short course (SC) and how this aligns with your swimmer’s strengths. For example, if your swimmer has very strong underwaters, short course may be advantageous because there are more turns and therefore more underwater phases. On the other hand, if your swimmer has strong stroke technique but weaker underwaters, long course may suit them better.
You should also review the order of events. Younger swimmers may struggle to perform well in sprint events after racing longer distances. Additionally, consider the waiting time between races. If your child is entered in the last race of a session, they may need to warm up at the start of the session and then wait more than two hours for their race—often in a hot environment—which can negatively affect performance.
If your swimmer is a backstroker and plans to race backstroke, it is essential to check the promoter’s conditions regarding backstroke ledges. Ledges help prevent slipping and significantly improve start performance.
Another important factor is warm-up and cool-down pool availability. If you miss the official warm-up or face a long waiting time, individual warm-up may be possible in the warm-down pool. This option is generally suitable only for older swimmers who can manage this independently without direct coach supervision.
The start time of the competition also matters. If your swimmer dislikes early mornings and does not train in the morning, it may be better to skip the first session and enter later sessions instead. This works both ways—some competitions start at 1–2 pm and finish as late as 9 pm. In such cases, it may be wiser to attend only the first session and skip the later ones.
Finally, it is very helpful to print the schedules for all meets and highlight them side by side to compare dates, sessions, and events more easily.
I noticed that my times are not updated when entering certain meet?
The Meets team will always update the times for all swimmers entered in the meet before the meet entry is submitted. Unless you are unable to enter an event because your time was previously too slow and you have since improved it - but Swim Manager is not showing the updated time - there is no need to contact us.
Are all Long Course (50 m) Open Meets Level 1?
No — but:
Level 1 meets are always Long Course (50 m). If a meet is level 1 licensed, it must be held in a 50 m pool. These meets are the top-tier licensed open meets in terms of competition level.
Not all 50 m meets you find are necessarily Level 1. Some may be unlicensed long-course events (e.g., club-run galas) where times are not officially recognised for qualification purposes, or they might be a different licence level (e.g., Level 3) even if held in a 50 m pool. Always check the meet’s licence level in the organiser’s conditions.
Here’s what your swim times from each level can typically count towards (acceptance subject to the specific meet’s own criteria):
- Qualifying for National Championships
You generally need times achieved at Level 1 or Level 2 meets.
For Long Course national meets (like British Championships), Level 1 times in a 50 m pool are usually required and accepted. - Qualifying for Regional Championships
Times from Level 1, 2 or Level 3 meets are typically accepted. - Qualifying for County Championships
Times from Level 1, 2 or 3 (and often even Level 4 if allowed by the County) can be accepted.