Running a Club Gala

1. Check you have a referee. Refs are the hardest part to organise, and the gala cannot run without one.
2. Once you have a date and a ref, contact the pool (Redditch or Leamington) to arrange a pool booking.
3. Fill in the pool's booking forms and send them to treasurer@teamsharks.com to pay for the booking.

1. Apply for a meet licence from the regional licensing officer. See Swim England's meet licensing guidance.
2. Send the licence application and the meet conditions document to licensing@westmidlandswimming.org.
3. When the licence has been approved, the licensing officer will email you the licence details and the instructions for uploading the times to the Swim England rankings. File this email and do not lose it.

Follow Setting up an Open Meet in the Open Meet handbook.

Follow Event templates in the Open Meet handbook.

Follow Sending out the invites in the Open Meet handbook.

Follow Adding times in the Open Meet handbook.

1. Download Meet Organiser. This is SportSystems' software for running the meet, and the club has a licence for it.
2. There is a full set of instructions for using Meet Organiser on the SportSystems website.
3. Enter the club's licence details:

1. When you have finished the gala, export the Lenex file from Meet Organiser. This is a text file in a format the rankings can import.
2. Follow the instructions you got back from the licensing officer in section 2.
3. Check the results validate using the Lenex results checker.
4. If there are any failures, just edit the text file. Usually it's names that don't match, for example Teddy Lawson Selwood comes in as T Lawson selwood.
5. Once it validates, send it up. The results should go onto the rankings almost immediately, and you'll get a confirmation from Swim England rankings.