| June 20, 2022
Teams,
As I mentioned in
an earlier e mail with regard to the excessive heat we are experiencing and
the possibility of pivoting your meets to a virtual meet if conditions at
your pool will be too hot to swim. You can see details on that below. As
promised, Swimtopia has provided detailed steps on how to manage this move
from an in person meet to a virtual meet. Below is an overview of that
process and if you click on Converting
from an In Person to a Virtual meet in Swimtopia and Meet Maestro you will see specific steps on how to do
so. Also, if you are moving to a virtual
meet please be sure to notify me AND your ref ASAP so we can ensure they
don't show up for a meet that does not need a ref. If you need help
with any of this, please let me know or contact Swimtopia Support, we will
be able to help.
Overview of
pivoting from an in person to a virtual meet.
Teams will need to switch their meet template within that
meet to the virtual template. Unless you'd rather have us do it (but due to
current support volume, we'll need at least 4 hours' notice)
If both teams are running their meets on the same day:
The home team will choose "Virtual Meet" at the
time the meet is merged
The two meets run more or less concurrently
Results can be transferred as soon as the last event is swum
by both teams
If the teams are running their side of the meet on different
days, it's highly encouraged that they both complete their entries by the
same deadline. If so:
Both meets must have the same date in SwimTopia
The home team must merge the meet as a virtual meet (if the
home team has the later meet, they can either merge the meet, or the
visiting team can mark themselves as home and they'd have the ability to
merge)
The team with the later meet will edit the date/time of
their session in Meet Maestro
Each team runs their side of the meet in the virtual meet
Results can be transferred as soon as the last event is swum
by both teams (which could be on a different day for the team with the later
date)
If the teams are running their side of the meet on different
days and the later team can't be ready to merge when the earlier team is
ready to merge:
The later team must unlink their meet from their
opponent/ASA
Each team will run its own meet separately, like a time
trial
After the later team merges its meet, they can contact us to
merge their meet into the other meet (this can happen before, during, or
after they're in their actual meet)
Once both meets are merged into one virtual meet, the meet
will show both sides in their virtual sessions (note: until the meet is
merged into one virtual meet, each team will look like they're scoring all
the points. Once the meets get merged into one, the points will rescore and
be distributed amongst the swimmers from both teams)
Results can be transferred as soon as the last event is swum
by both teams (which could be on a different day for the team with the
later date)
June 18, 2022
I am reaching out
to you regarding this week’s upcoming meets. As you all know, we are
in some record territory with the weather. We are seeing temps at or
above 100 degrees and matched with the humidity even higher heat
indexes. With that in mind and the brutal forecast for this week we
want to advise teams to consult each other over the next day or so and
discuss alternative plans if it will be too hot to swim at the host
pool. There’s another one of those, I’ve never brought this up before
about a swim meet moments.
We cover a lot of
territory in the league and where it may be too hot in one location it may
be several degrees cooler in another. The other big factor that comes
into play is where teams have to be located for their team
areas. Several pools don’t have enough room on deck or in a shaded
area to accommodate both teams. In some cases, team areas end up being
located on a tennis court, or in a parking area. Even with portable
tents, those locations can be even hotter than the temperature or heat
index, creating an environment that is just unsafe to be in for a prolonged
period of time.
With these factors
in play teams should explore alternatives. This can include changing
the date or venue of your meet. Saturday morning may be a good option
if you can get the pool time. The more likely option, that several teams
are already pursuing will be a virtual meet. Just a recap on virtual
meets. This is where both teams swim their portion of the meet at
their own pool on a date and time of their choosing during the week, this
can be done on the same date/time at each pool or teams can swim on the
date that best suits their needs and pool availability. I am reaching
out to Swimtopia for specific steps on the adjustments that need to be made
to accommodate the pivot to a virtual meet and will share those as soon as
I get them. To get a jump on how this will work you can refer to https://help.swimtopia.com/hc/en-us/articles/360042589792-Meet-Maestro-Virtual-Meets to get an overview of how this
works. Some other things to factor in for virtual meets are as
follows:
Meets can be self-officiated by teams. However if you
want an ASA meet at your part of the meet please let me know as soon as
possible.
Teams will use all lanes in their pool to swim their side of
the meet, not just the odd or even lanes
All lanes in all heats are eligible to score points
Scoring limits as in regular meets will still apply (max 2
individual, 1 relay)
If you choose to have us send a ref you will be responsible
for the full ref fee of $100.
We have not pulled any officials from their scheduled meets,
they plan on being there as of now.
Please keep you assigned ref as well as Franke in the loop
if you will be pivoting to a virtual meet. We want to avoid refs
showing up for meets that won’t happen.
Ultimately the
decision as to what to do with your meet will be up to the teams. As I
mentioned, the weather is different in different parts of the league and
temps can vary by 5 to 7 degrees, some pools are far better equipped with
adequate deck space and shade for each team area and may be able to safely
host a meet, others may not have that luxury. This is something the
teams need to work together collaboratively to do what is in the best
interests of the well being of everyone at the meet. We are in a
historically hot stretch of weather and want to make sure everyone is as
safe as they can be. Please keep me, as well as you meet ref in the
loop as to your plans for your meet so we can ensure your meet is covered
if it will swim in person. If you do choose to swim in person, please
be sure that swimmers are provided ample and adequate shade for their team
areas and that water is readily available for everyone present, especially
your meet workers and official who can’t leave their post during the
meet. I thank you all for your understanding and patience in this
situation, this is new territory for all of us.
Stay Cool and Stay
Hydraed |
