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Westwood Away Meet Tomorrow (6/8) - Important Details!

June 7th

Hey Barracuda,

You are getting this email because you have a swimmer signed up for our AWAY meet Thursday afternoon against Westwood Country Club. We're excited for a fun time and fast water, but there are MANY details to cover as you plan for the meet. Please read through all info here and plan accordingly.

Here is a quick reminder of some important details.

  • Timeline - when to arrive, duration, etc.
  • What to Bring
  • Heat Sheet
  • Marking Up Swimmers
  • Where to Park
  • Where to Watch
  • How to keep up online
  • Fun Coaches/Parent Relays

THURSDAY TIMELINE

  • Volunteers arrive per their area lead instruction
    • Set-up @ 2:45pm and Check-in Shifts @ 3:00
    • AGP: 3:10pm
    • Timers/Stroke Judges/Ready Bench : by 4:15pm
  • 3:35pm - Swimmers arrive (PAY CAREFUL ATTENTION TO PARKING INFO)
  • 4:00pm - Barracudas warm-up by age group
    • 6 - 8s, 9 - 10s, 11 & up
  • 4:15pm - Early Relay Swimmer check-in deadline at check-in table (Any early swimmers not signed in by 4:15pm will forfeit that relay spot. See link below for more details)
  • 4:25pm - Warm-up finishes - IM Swimmers @ 6&u relay straight to ready bench!
  • 4:30pm - Meet starts
  • 8:45pm meet finish according to current heat sheet estimate (see below)

We will set up on the “grassy” hill to the left of the entrance, closer to Lake Austin on the lower/back section of the property. When you arrive, look for the blue Barracudas tent and have your swimmer sign in at the swimmer check-in table. After you do that, if you are volunteering, head to the volunteer check-in table nearby.

For this meet, parents can set up and sit with their kids.  Note that we only had 1 parent volunteer as AGP for many of the age groups this meet, so please plan to send your swimmer already "marked up" (see below) and plan to help keep track of your swimmer throughout the meet and remind him/her to stay with the age group as much as possible.  The AGP will line up the kids in order for events and take them to the ready benches but cannot search for missing kids in the bathrooms, concessions line, etc. or stay with the kids who are not swimming that event. Thanks in advance!

Expected meet finish is around 8:45pm, and Westwood usually runs a timely and efficient meet.

NOTES ON RELAYS

Many families have had questions about how relays work, and the link below should answer all (or at least most!) of them. As mentioned above, any swimmer who has not personally SIGNED IN at Athlete Check-in by 4:15pm at the latest will be dropped from early relay teams so we can find a replacement. For more details, please carefully review the About Those Relays section on the website (scroll down from the top).

WHAT TO BRING

First off, please make sure you label anything you bring.

  • Team suit! That’s our uniform!
  • Goggles and Barracudas swim cap (cap optional, but no other team caps allowed)
  • Towels / folding chair to set down to claim your space and towels to dry off
  • Sunscreen
  • CARDS ONLY for the concession stand!
  • Leave your kickboards and fins at home. Those aren’t needed at meets.
  • Shoes/flip flops
  • Rain gear for the families in case we get rain.

HEAT SHEET

The heat sheet is in the Swimtopia app and on the www.bcwbarracudas.com -> Schedule -> Swim Meets & Events page under "Files." Please print this out for your benefit! You can also use the helpful "Athlete Check-in" document linked there as well to mark your swimmer (see below for details!)

FYI: As changes come in, the linked file will sometimes be outdated but the Swimtopia app has the most current data (You'll need to close the app and reopen it to reload the connection).

MARKING UP SWIMMERS

We are short several volunteer Age Group Parents this meet, so please plan on sending your swimmer with his/her last name written on their back in Sharpie and his/her events on arm in order of "event-heat-lane" so they can see what they are swimming. Directions here.

None of that is required, but for this meet it is especially helpful to mark your own swimmer since the AGP volunteers likely will not have time to do so. Most importantly, make sure your swimmers know what strokes they are swimming!

WHERE TO PARK

From our hosts: Parking is limited and the lot is restricted to Westwood families only. Your team will need to park on 35th Street. Please abide by any posted restrictions. Laguna Gloria and Mayfield Park are not available for our use and towing is enforced. We are also unable to park on Mount Bonnell. They will tow and ticket from there too. We will have a golf cart to assist people back and forth to the property. Thank you for your understanding.

Advice from us: Carpool or ride share if you can, and allow lots of time to park. Also be sure to lock your doors and do not to leave valuables in your car as there have been break-ins in the past.  Make sure your swimmers have shoes or flip flops for the walk.

WHERE TO WATCH

Details on watching the swimmers as well and restricted areas included in this letter form the host: Westwood Host Letter

Also listed in the letter is the concessions menu.

KEEPING UP ONLINE

Check out the Swimtopia mobile app in your phone’s app store. Some features are free, some do require a subscription similar to Meet Mobile. Assuming all goes well, we should have real-time meet status (current event/heat) and results in the app.

CANCELLATIONS/ SCRATCHES

If anything comes up this evening or early in the morning, please please please, email [email protected] with the details.

FUN RELAYS

Fun relays: Do you want to swim in a coaches or parents’ relay? Just let us know by emailing [email protected]! This is a Westwood tradition and they always have coaches and parents eager to swim!  If interested, bring your swimsuit and a sense of adventure. P.S. The kids LOVE watching these relays.

Folks, thanks for your patience and we look forward to a super fun home meet tomorrow!

- 2023 Barracudas Volunteer Board of Directors

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