EXAMPLES OF STANDARDIZED ENTRY CHAIR RESPONSES
Modify to suit needs or develop your own.
subject : (DIVISIONAL/STATE) meet entry received
Dear Coach/Entry Chair,
PLEASE NOTE THAT YOU DO HAVE AN EXCEPTIONS REPORT FOR NONQUALIFYING TIMES. PLEASE ADDRESS THESE ISSUES BY MONDAY DEADLINE.
(Relays are entered with a nt or non-qualifying time. These must be addressed by modification
deadline or they will be moved to the slowest qualifying time and seeded last.)
Welcome to the Indiana (DIVISIONAL/STATE) Championship Meet. Attached you will
find a copy of your club's entry. Please review for accuracy.
Please refer back to the meet letter for specific details. A few key points per ISI:
1. Entries must be submitted by DATE by 11:59 p.m. After that date and time clubs and
swimmers that have neglected entry will be subject to a late fine as per meet entry letter.
2. Modifications, and exceptions will need to be addressed by Monday, DATE by 11:59
p.m. Please send a complete entry file if making modifications. Late fines will be
assessed for modifications after this date and time. (This does not include time proofs for
Indiana Swimming)
3. All fees (and release) are due one hour prior to the start of the session on the first
day your team is competing, otherwise the entire team will be scratched. If you send
fees DO NOT USE CLUB ADDRESS. Please send directly to the entry chair address.
4. Distance and all relays require positive check-in before scratch deadline to be seeded in
the event.
5. (We will have split warm-ups. These will be posted by 5 p.m. Wednesday)
6. There is ample parking in the lots surrounding the school, schools, and side
streets. Please do not block driveways. School does not dismiss until TIME p.m.
7. CLUB is a guest of HS. We work hard to maintain a positive working relationship with
the school and athletics department. Please respect the facilities.
8. ADDITIONAL INFORMATION may be found on ISI and host web-site.
We are looking forward to hosting your swimmers and their families.
Thank you,
EXAMPLES OF STANDARDIZED ENTRY CHAIR RESPONSES
Modify to suit needs or develop your own.
subject : (DIVISIONAL/STATE) updated entry received
Dear Coach/Entry Chair,
I have received your updated entry. Please review for accuracy.
Please refer back to the meet announcement for specific details. Again a few key points:
1. Modifications, and exceptions will need to be addressed by Monday DATE, by 11:59
p.m. Please send a complete entry file. (This does not include proof of times that are
required by Indiana Swimming.)
2. All fees and Summary of Entries are due one hour prior to the start of the session on
the first day your team is competing, otherwise the entire team will be scratched.
Thank you,
subject : (DIVISIONAL/STATE) payment and waiver received
Dear Coach/Entry Chair,
I have received your team’s Summary of Entries and payment. Any additions due to Late Entry
and/or balance will be due one hour prior to the first session your team/swimmer competes.
Or
Attached is your Entry Fee and Entry List. Please note all fees including late entries are due one
hour prior to the first session your team/swimmer competes
Thank you,