ACAMIS Swim Invite letter

Dear ACAMIS Athletics Directors & Aquatics Directors,
ACAMIS SWIM MEET, 18th - 19th MARCH 2016
Suzhou Singapore International School (SSIS) and Dulwich College Suzhou (DCSZ) are pleased
to invite you to participate in the ACAMIS Swim Meet on the 18th-19th March 2016 inclusive. This
is a Hotel Stay tournament. All ACAMIS schools are eligible to send a team of a maximum of 48
swimmers to the meet based on the age groups detailed below. This event will have
both prelims and finals for most events.
Tournament organisers
As a jointly hosted meet communication is going to be very important. The main contact people for
this meet will be:
Scott Turner Athletic Director - SSIS
[email protected] +86 1866 257 6184
Shine Fu - Head of Swimming - DCSZ
[email protected] (86512) 6295 9505
A tournament website has been set up to store and communicate all important information. Please
refer to this site first to reduce our email traffic.
http://sites.ssis-suzhou.net/acamisswimming/
Times and Dates of Tournament
Teams will need to arrive by 9:30am, Friday 18th March at the latest. Most teams are expected to
arrive on Thursday 17th March. Teams should plan to depart on Sunday, 20th March (Shanghai
teams may wish to depart Saturday evening 7pm). The first races will begin at 11:00am on Friday
and run all day on Saturday, ending with an awards banquet on Saturday evening.
This is a dual pool meet with events for the 12 and under age groups to be held at SSIS and the 13
and Over events at DCSZ. Final relays will be held together at SSIS. It is important that schools
consider this in their planning and travel with sufficient coaches to cover the two pools.
Tournament Fees
The tournament fees will be based on transportation requirements. The logistics of running a dual
pool meet and transportation from Shanghai is expected to result in higher fees than previous
years. Schools within driving distance are encouraged to use own transport where possible.
Schools that are providing their own transport throughout the event can expect a swimmer fee of
approximately 480rmb.
Schools requiring full transportation including airport or train station pick ups can expect a fee of
approximately 580rmb.
The final fee will be based on actual costs and will be sent after final entries close on March 2nd.
We will do our best to keep costs low and will not exceed 750rmb per swimmer.
The tournament fee will include the following;
1. All ground transportation while in Suzhou, including airport and station pickups
& drop-offs for schools that request this.
2. Shuttle buses between schools and from hotels when required.
2. Lunch and dinner on Friday and lunch on Saturday.
3. Banquet dinner on Saturday evening
4. Tournament memento pack (T-shirt etc)
5. Awards. Medals, Age group and Overall trophies.
Meet Entries
Entry will only be accepted via HyTek Team Manager. If you don't have Team
manager version 6 or 7 you can download for free the Hy-Tech Team Manager Lite
version 7. Link: http://www.hy-tekltd.com/downloads.html
The zip file for entries is attached with this letter. Deadline for entries is Wednesday
2nd March 2016 at 6.30pm. Teams that submit entries after the deadline will not be able to make
any changes or adjustments. It is very important that schools are organised early with events and
stick to the limits of 6 swimmers per age group / gender to avoid disappointment for swimmers.
Hotel
Visiting team accommodation will be available at several hotels in Suzhou. Room rates will very
from 480 rmb to 650rmb twin share. Hotel list will be provided to schools upon return of acceptance
form. Suzhou hotels are very busy so it is important to book early. Extra costs may be incurred if
teams book late and have to seek additional hotels.
Meet Events - Program subject to change based on entries
SSIS POOL
DCSZ POOL
FRIDAY 18th March
FRIDAY 18th March
AGE
DISTANCE
STROKE
AGE
DISTANCE
STROKE
11-12
400
FREE*
13 - Over
400
FREE*
9-10
200
FREE*
13 - Over
100
BACK
11-12
100
BACK
13 - Over
50
FREE
9-10
50
BACK
13 - Over
100
FLY
9-10 / 11-12
50
FREE
9-10
50
FLY
11-12
100
FLY
FINALS
13 - Over
200
MEDLEY RELAY*
FINALS
9-10 / 11-12
200
MEDLEY RELAY*
SATURDAY 19th March
SATURDAY 19th March
AGE
DISTANCE
STROKE
AGE
DISTANCE
STROKE
9-10
100
IM*
13 - Over
200
IM*
11-12
200
IM*
13 - Over
100
FREE
9-10/11-12
100
FREE
13 - Over
100
BREAST
9-10
50
BREAST
11-12
100
BREAST
FINALS
ALL AGES
* Timed Finals
200
FREE RELAY*
FINALS
Timeline
Acceptance of Invitation File returned to [email protected]
Thursday 3rd Dec
Confirmation of numbers entering (t-shirts ordered - if numbers change
significantly from this figure you may be charged for t-shirts)
Wednesday 3rd Feb
Deadline for Meet Entries - Invoices based on numbers entered on this date
Wednesday 2nd March
Final Information document to be returned (Flight / hotel / transport needs)
Friday 4th March
Attached to this letter is an Information Sheet that should provide you with all the information that
you need. Please do not hesitate to get in touch if you have any questions. At this time questions
on the events / meet running are best sent to Shine and questions in regards to logistics and costs
to Scott.
As with all ACAMIS events cooperation and communication between the schools is vitally
important. If you have access to any judges or officials (qualified or experienced) that are prepared
to travel with your team and assist us to run a great meet please let us know.
With your support we look forward to continuing the success of ACAMIS Swimming.