GALAS ENTRIES UPDATE
We have been trialling the Web based Jot form system for online entries. The reason for the change was to try and make the process easier for our volunteers who spend so much of their own time taking and processing entries, volunteers and Officials for events.
All information on the events and entries are on line and accessible for parents, carers and swimmers to read and assess what events are open to them. Where there are faster than or slower than times for events we will also endeavour to attach an eligibility report. This isn’t always possible as the times may be very open and everyone is eligible.
If in doubt about an event or which strokes to enter speak with your coach in good time before the event. Our gala entries convener can’t help you on that one.
Another change for this season was a change in fee payment for entries. Again this change was to make the process less time consuming for our treasurer. Angela spends a great deal of time and effort chasing up those who have forgotten to pay their fees, sometimes for months after the event.
The club has to pay the entries in full before the event and as we operate on a tight margin this exposes us to vulnerabilities.
It was decided by the committee that we would try a different approach.
We explored payments online via Jotform, Meet Manager and Pay Pal, all of these take a 3% fee so are not really suitable for entries.
Our only other option was to request that fees are paid on or before the Jotform closing date. This allows Anna and Angela to cross check who has or hasn’t paid before submitting entries and paying the host club.
When the club receives the scratch list Angela will go through that and refund any swims due, which should be before the event takes place.
We will re-evaluate how this is working in the next few months.