Open Water Meet Application

USA SWIMMING Open Water Meet Application Page 1 of 17

Before the LSC Sanction Chair is permitted to issue a sanction for an open water swimming event, approval of the meet plan must be obtained from USA Swimming. This application outlines the necessary elements of the meet plan. Completing the application does not automatically grant you approval of the meet plan. Failure to include all aspects requested in the application will automatically cause the application to be denied. The meet plan will be reviewed by a designated open water zone representative who will issue an approval or a denial within one week of receipt. If not approved, the reason(s) will be supplied so that the applicant can take the necessary remedial actions.

The following items must be submitted:  Application for Sanction (per LSC)  Application for Open Water Meet  Meet Announcement Open Water Invitational Meet Announcement  Water Quality Certification (website references are acceptable with URL)

Submit to LSC Sanction Chair per established local rules. The Independent Safety Monitor shall be selected by the designated representative within the LSC, independent of the Local Organizing Committee. The LSC Sanction Chair is required to submit the packet and the name of the Independent Safety Monitor to the designated open water zone representative for approval. Be certain to allow for the extra time this will take (approximately 1 week). Local sanction fees apply.

INDEPENDENT SAFETY MONITOR (Selected by the LSC)

Name of Independent Safety Monitor: John Roy E-mail: Phone: 919-906-7946 [email protected]

Qualifications (Check one): X Experienced Open Water Meet Director Please list experience_Open Water NC Head coach______Experienced Open Water Referee Please list experience:______Position in Lifeguard/Water Safety Management (prefer open water experience) Please list experience:______

Selected by (Name & Title): Susanne Cooper, Interim Head coach, Sandhills Sandsharks

Phone: (910) 638-3118 E-mail: [email protected]

LSC APPROVAL (To be completed prior to submitting to Open Water Zone Representative)

This application has been reviewed by the LSC and is in compliance with LSC rules and regulations (at end of doc—sanction pending)

Signed: Susanne Cooper Date: 71/2016 Email: [email protected] Name: Susanne Cooper Title: NC Open Water committee member

Address: Sandhills Sandsharks, P .O. Box 657

City: Southern Pines State: NC Zip: 28388

Revised 07-06-11 SRL USA SWIMMING Open Water Meet Application Page 2 of 17

BASIC INFORMATION

Name of Host Club: Sandhills Sandsharks

Name of Event: Carolina Cup Open Water Invitational

Event Location: Seven Lakes, NC Event Date: September 9, 2017

City: Seven Lakes State: NC LSC: NC Zone: Southern

Length of Race(s): 3K, 2K Age Groups Participating: (circle all that apply) 10&U-yes 11&12-yes(12 & under) 13&14-yes 15-18-yes Open—yes College--yes

KEY PERSONNEL

Meet Director(s): Susanne Cooper

Cell Phone: ( 910 ) 638 -3118 Home Phone: (910 ) 692-5966 E-mail: [email protected]

Meet Referee: Thornton Burnette Phone: (919) 730 5775 E-mail: [email protected]

Meet Safety Officer: Ronnie Roach Phone: E-mail:

WATER QUALITY Step 1: Attach certificate (or reference URL site) with necessary information showing the site meets local governing body requirements for bathing. Lake Echo is part of Seven Lakes, NC, a private community. http://www.sevenlakesnc.org/. The landowners’ association tests the water regularly, as the lakes are used for swimming as well as boating.

Step 2: One week prior to the event, check water quality again and submit certification (or reference URL site) to the Independent Safety Monitor

Step 3: On race day, submit additional water sample for certification. If results returned are inconsistent with the local governing body’s standards, notify swimmers who participated in the event of any known exposures post-race.

If an exceptional event such as heavy rain or flooding affects the water quality, the Referee, the Meet Director, or the Independent Safety Monitor shall have the authority to postpone or cancel the race.

TECHNICAL MEETING (Recommended) Tentative date/time of recommended Technical Meeting (within 24 hrs of race, athlete and/or coach/designated coach required to attend):

Attach tentative agenda. One hour prior to start time of first race on each race day. See application for specifics.

PRE-RACE MEETING (Required) Tentative date/time of MANDATORY Pre-Race Safety meeting (athletes must attend to participate in race):

Attach tentative agenda. Thirty minutes prior to each race. See application for time table of all races.

2017 Carolina Cup Open Water Invitational Sept. 9, 2017

Host: Sandhills Sandsharks Swim Team

Revised 07-06-11 SRL USA SWIMMING Open Water Meet Application Page 3 of 17 Sponsored: NC Swimming and Sandhills Sandsharks

Sanctioned By: Held under the Sanction of USA Swimming, Inc., issued by North Carolina Swimming, Inc. Sanction #NC16142OW

Location: Seven Lakes NC (Directions: www.sandshark.org)

Eligibility: Swimmers must be registered with USA Swimming Inc. Awards:

Scoring: Individual 20-17-16-15-14-13-12-11-9-7-6-5-4-3-2-1

Scoring will be done in a separate computer system by FS Series; it will not be done In Hy Tek, though all entries will be via Hy Tek.

Entry Format: Hy-Tek Team Manager. Swimmers may upload Hy-tek off Hy-Tek web site. We strongly encourage submissions via Hy-Tek team manager.

Entry Times: Entry times can be entered but are not required.

Deadline and Fees: Entry forms (include a copy of USA registration if swimmer is not on a team entry) are due to the meet director by August 29, 2017. Total cost is $40/1 race; $50/2 races.

Check-in: All swimmers must be checked-in before the pre-race meeting. Check-in will begin once the preceding race has started. GPS race chips, and race numbers will be issued to swimmers at check-in. Should the GPS system not be available, race numbers, written on swimmers’ left arms and shoulders, will be primary means of determining race finish order. A $40 charge will be incurred for failure to return the GPS chip. Referees will be checking fingernail length prior to swimmers being permitted to check in for races. No chips or race numbers will be given to swimmers whose nails violate Open Water rules. PLEASE CLIP NAILS PRIOR TO RACE. A few clippers will be on hand, but not enough for everyone.

Pre-Race Officials briefings will be held 45 minutes prior to each race for the meet director to Meeting: review the course diagram with all the swimmers in that race. All swimmers should attend. Note: Athletes straying from the course will only be corrected when out of bounds.

Race 30 minutes prior to each race, the announcer will count-down the start of the Countdown: race in 5-minute intervals. Five minutes before each race, a GPS check in will be conducted to ensure that all swimmers are recorded entering the water, in accordance with USA Open Water Swimming Safety guidelines. Any swimmer missing this check in will be disqualified. 1-minute intervals will be announced for the last 5 minutes until the start of the race.

Start: The start will begin in the water. All races are counter-clockwise. Waves may be done at the discretion of the Meet Director.

Swimmers must enter the water by walking over the pads to register their chips during the GPS check in 5 minutes prior to race time.

Finish: Finish will mostly likely be on land; there is the potential for a water finish. The GPS chips will determine the official order of finish. Swimmers’ competition numbers will be “punched” as back up. Team pursuit relays may be started on land; finish will be in the water.

Protests: Must be filed in writing on the designated form with the Clerk of Course within 45 minutes from the time unofficial results are posted.

Escorts: Paddlers and escort boats will be spaced throughout the course to provide help to swimmers as needed. If a swimmer touches an escort craft, he/she must withdraw from the race.

Race Committee: Will consist of the Meet Referee, Site Director, and three coaches appointed by the Meet Referee.

OW Referee: Thornton Burnette [email protected] OW Starter: Dargan Moore/Ronnie Roach Meet Director: Susanne Cooper [email protected] Safety: Safety will be of paramount consideration during this OWS competition. Safety provisions contained in the USA Swimming Open Water Meet Directors Guidelines will be strictly followed. All applicable USAS and USMS rules, regulations and safety requirements will be enforced for the well-being of the swimmers. USA Swimming, Inc., North Carolina Swimming, Inc., and Sandhills Sandsharks, Inc., shall be held free and harmless from any and all liabilities or claims for damages arising by reason of injuries to anyone during the conduct of this event.

Average water temperatures for September are 78-82 degrees F; air temperature is 85-95 degrees F. Safety boats will be provided in accordance with the NC Open Water Championships Safety Plan (see sandshark.org).

Safe Sport: Use of audio visual recording devices, including a cell phone, is not permitted in changing areas, rest rooms or locker rooms.

Deck changes are prohibited.

Rules Fingernails: Current USA Open Water Swimming Technical rules will govern. For the safety of swimmers, fingernails and toenails must be clipped. Officials will check fingernail length prior to the events, clippers will be available, and they will be used-minimal to no whites showing. Please plan ahead. Swimsuits: No tie backs are permitted. Two piece suits may be worn if they are triathlete Styled---FINA decency clause applies (top must be similar to a sports bra; no tie backs).

Sandhills Sandsharks welcomes all swimmers with disabilities as described in the USA Swimming Rules and Regulations, Article 105, to participate in our meets. Coaches entering swimmers with disabilities that require any accommodations are required to provide advance notice in writing to the Meet Director by the entry deadline accompanying their meet entry file, including the need for any personal assistants required and/or registered service animals. Failure to provide advance notice may limit Sandhills Sandshark’s ability to accommodate all requests.

Order of Events

Check-in Pre-race meeting Events Distance Start Time Sat. 8:00 am 8:40 am 1, 3, 5 3K 9:00 Sat. 9:00 am 10:10 am 2, 4, 6 3K 10:30 Sat.10:30 am 11:40 am 7&8; 9&10 2K 12:00 **** 3K races MAY be combined, based on overall entry numbers***

Events

All Men’s 3K:

Revised 07-06-11 SRL USA SWIMMING Open Water Meet Application Page 5 of 17 This race will be 3 loops around a 1K loop of the designated course. The race will end in 60 minutes. All swimmers who have not completed the course will be asked to retire. Positive check-in will begin at 8:00 am. There will be a pre-race meeting at 8:40 am. Event will begin at 9:00 am.

All Women’s 3K: This race will be 3 loops around a 1K loop of the designated course. The race will end in 60 minutes. All swimmers who have not completed the course will be asked to retire. Positive check-in will begin at 9:00 am. There will be a pre-race meeting at 10:20 am. Event will begin at 10:30 am.

All 2K races: This race will be 2 loops around a 1K loop of the designated course. The race will end in 60 minutes. All swimmers who have not completed the course will be asked to retire. Positive check-in will begin at 10:30 am. Pre-race meeting will begin at 11:40 am. Event will begin at 12:00 pm.

All races will be seeded as a single event, without regard to swimmer's age or gender. Places, awards, and published results for these events will be separated for each event, age group and gender. Meet Director reserves the right to change seeding if a large number of entries warrant changes.

Directions Directions, hotel information, and other meet information may be obtained at www.sandshark.org

See below for meet fees

2017 Carolina Cup Open Water Invitational Summary of Fees/Release Form Complete and email or mail this form along with entry fees to (checks payable to Sandhills Sandsharks): Sandhills Sandsharks, Inc. PO Box 657 Southern Pines, NC 28388 [email protected] Team Name Sandhills Sandsharks Club Code NCSSST Coach Susanne Cooper Coach Phone 910 638-3118--Susanne Cooper Coach Email [email protected]

Team Address PO Box 657 Southern Pines, NC 28388

Item Total Number Cost per Total # swimmers w/ 1 race $40 # swimmers w/ 2 races $50 Total Fees Due Waiver, Acknowledgement and Liability Release: I, the undersigned coach or team representative, verify that all of the swimmers and coaches listed on the enclosed entry are registered with USA Swimming. I acknowledge that I am familiar with the Safety Rules of USA Swimming, Inc. and North Carolina Swimming, Inc. regarding warm-up procedures and meet safety guidelines, and that I shall be responsible for the compliance of my swimmers with those rules during this meet. Sandhills Sandsharks, Seven Lakes Landowners, Inc, North Carolina Swimming, Inc., and USA Swimming, Inc., their agents, employees, and coaches shall be held free and harmless from any and all liabilities or claims for damages arising by reason of illness or injury to anyone during the conduct of this meet. I also acknowledge that by entering this meet, I am granting permission for the names of any or all of my team’s swimmers to be published on the internet in the form of Psych Sheets, Meet Results, or any other documents associated with the running of this meet. ______SIGNATURE (Coach or Club Representative) CLUB______TITLE______DATE______

Revised 07-06-11 SRL USA SWIMMING Open Water Meet Application Page 7 of 17 RACE PLAN

RACE DAY CONDITIONS Expected water temperature: 78 degrees Expected air temperature: 90 degrees Minimum Allowed: 60.8°F Maximum Allowed 5K+: 87.8°F Combined air & water temperature: (Must be between 118°F and 177.4°F) 168 degrees F

Type of body of water: (circle one) Ocean Lake X River Other: Course: (circle one) Closed course (not accessible by boat) Water type: (circle one) Salt water Fresh Water X Open course X General water depth of course: 20 feet close to dam area

If open course, please indicate the agency used to control the traffic while swimmers are on the course. Agency: Seven Lakes Landowners Assoc. closes the lake for the How to contact during event: 910 673-5060 races Expected water conditions for the athletes: (marine life, tides, currents, underwater hazards) Calm—residential lake, no hazards expected.

How is the course marked? Orange buoys

Turn buoy height: 3 feet Color Orange

Intermediate buoy height: Color

Starting Location: On Beach In Water X Alternate Location:

Finish Location: On Beach X In water Alternate Location:

FEEDING STATIONS Designated area that nourishment may be passed on to athletes. It is recommended that the feeding station be a boat, series of boats, or barge. Will you have a feeding station? Yes No (must be 5K or less) X

What type of structure(s) will serve as the feeding station?

How many people can the structure(s) safely hold?

Attach a Google Earth Map (or equivalent) of race course. Indicate on the map the locations of the start/finish, turn buoys, intermediate buoys, all safety craft, Lifeguard/First Responders, onsite medical care, feeding stations, etc.

google earth map

MEET SAFETY PLAN

MEDICAL PERSONNEL

Name of lead medical personnel (emergency trained) on site : Dr. Mixa and Seven Lakes Rescue Squad

Circle One: M.D. X D.O. EMT-P EMT NP PA

Experience in extreme events (Marathon, Triathlon, etc)(Recommended): Yes X No

Will medical personnel be located on the course? Yes X No

The required number of medical personnel will be dependent on the course layout, number of athletes in the water, expected conditions, etc. How many medical personnel do you plan to have on site? (minimum 4 for closed 1K loop course) _6______

FIRST RESPONDERS/LIFEGUARDS Indicate the qualifications of the first responders (prefer open water experience).

ARC Lifeguards X USLA YMCA Equivalent water certified first responder______

Number on course: __6___ Indicate their location on the Race Plan Map.

AMBULANCE/EMERGENCY TRANSPORTATION

MANDATORY 1 ambulance per 250 participants, with additional on-call. Number on site: _1____

Have you spoken with the local emergency response agency regarding your event and potential emergencies? Yes X No

ON SITE MEDICAL CARE Describe the on-site set up for medical care, such as medical treatment tent, heating or cooling tent or facility. Indicate the location on the Race Plan Map. Medical treatment area to be set up by dock/start/finish location.

MEDICAL FACILITIES

Name of closest medical facility: First Health Regional Hospital

Type of medical facility: (eg. urgent care, hospital) Hospital

Distance to closest medical facility: 10.5 miles Approximate transport time: 18 minutes

WATER CRAFT Sufficient coverage (at minimum 1 motorized safety craft, includes driver and two first aid responders) to cover the course: Number__2____ List additional water craft for Officials (not counted as safety craft): 1

List other water craft for race supervision: (Boats, Jet Skis, Kayaks, paddle boards, etc) 6 Kayaks, 1-2 electric boats (small); SUPs

List additional water craft for feeding stations (if over 5K): NA

List additional water craft for escorted events: NA

Emergency Signal Flag MANDATORY for all water craft (Boats, Jet Skis, Kayaks, paddle boards, etc): Color:_____Red______

ATHLETE ACCOUNTABILITY

Describe method of athlete body numbering (MANDATORY): Left arm and leg, shoulder

Describe method of electronic identification of athletes (Recommended): GPS chips, to be registered as swimmers enter water Describe different cap colors for the various age groups/genders? (Recommended): pink/girls; green/boys. Each event is age specific and run independently, so no two races are in the water simultaneously. Describe method of accounting for all competitors before, during and at conclusion of race(s): Swimmers must go over electronic pads to register their chips 20 minutes prior to their race. Any swimmer exiting the course during the race must report to the meet director’s area to register their chip number. All swimmers will go over the pads at the finish of the race; race numbers will be “punched” manually as well by FS Series.

WARM-UP/WARM-DOWN PLAN Explain safety plan for warm-up/warm-down.

An area by the shore is available for warm up/warm down. Lifeguards in kayaks will monitor this area.

COMMUNICATIONS Primary method between Meet Officials: X Radio Cell Phone Megaphone Other ______

Secondary method: Cell phone

Primary method for communicating between medical personnel, first responders & safety craft: Radio(separate channel/method from above) X Cell Phone Megaphone Other ______

Secondary method: radio

SAFETY PLAN:

Maximum number of swimmers on course at a time: 200 If more participants show up on race day, what is the procedure for adjusting the safety plan to accommodate the increased number of entries?

We would add more safety boats and add more waves to start of race. We are staffed for a larger number than anticipated. We limit number on course by running each race independently.

How are the lifeguard staff and safety crafts distributed to supervise this event to maximize the recognition, rescue and treatment of any athlete?

For all races--1-2 boats in middle of course; additional ones located on each of three legs of triangular course. A sweep boat will be in place for each event. Distressed swimmers will be transported to dock area for medical evaluation and care. Lifeguards oversee warm up/warm down area.

How is the safety staff deployed to maximize the rapid response to a troubled athlete?

Safety boats (jet ski, kayak) will approach athlete demonstrating distress and transport them to the dock area where medical personnel are located.

How will the event be altered if insufficient safety personnel/craft are available race day?

Triangular course will be altered to an out and back design, parallel to shore.

Missing athlete plan: Emergency handler number and coach will be called. An announcement w/ bullhorn will be made. Lifeguards will be notified and asked to follow appropriate procedures for missing swimmers.

Revised 07-06-11 SRL USA SWIMMING Open Water Meet Application Page 13 of 17 Race Plan The Sandhills Sandsharks will serve as hosts for the 2017 Carolina Cup Open Water Invitational (3K/2K). The races will be conducted on Sept. 9, 2017. The races will be conducted in Lake Echo, Seven Lakes, NC. Pre-race staging and post-race recovery will be on the dam/race site, less than 100m from the start/finish area. Water safety and rescue services will be provided by Seven Lakes EMS services, lifeguards, and American Medical Association certified physicians. Officiating by a Nationally-certified open water official, supplemented by Sandsharks and NC Swimming local officials.

Safety Plan 1. Emergency services provided by Seven Lakes EMS services and American Medical Association (AMA) certified physicians. Seven Lakes is a Basic EMT and First Responder unit. 2. On-course—Seven Lakes EMS maintains designated EMT’s at Start Finish Line and on call. 3. Guard will be on duty 8 am to 3pm in course designated area. 4. All lifeguards, supervisory vehicles, and on-water safety personnel communicate via cells phones and radios. 5. There are 3 rescue vehicle in garages 0.2 miles from the race course. Additional units are 4.5 miles away. Vehicles are dispatched as needed directly to the venue to provide emergency services. Estimated response time is less than 3 minutes. 6. There will be 6 Personal Watercraft on-course manned by lifeguards. 7. All boats will have red flags to signal for help. Safety personnel on shore will be in radio contact with safety boat located in middle of course. 8. There will be 1 lifeguard dispatched with the Referee vessel on course. 9. All swimmers must remain within the designated course boundaries. 1. Race Operations will be manned by: 1.1. Race Director 1.2. Administrative Referee 1.3. Seven Lakes EMS representative/ AMA physicians. iv. FS Series (race management company) 10. The race is held within a protected lake in the boundaries of Seven Lakes. A Basic EMT and First Responder unit will be within ½ mile during the race.

Communications Plan 1. Primary—There will be 1 separate radio network and cell phones used. a.Sandshark Swimming cell phones for: 1.1. Race Director 1.2. Race Operations 1.3. Race Referees iv. Safety Officer v.Course Officer vi.Spare Vessels vii. Administrative referee viii. Turn Judges b. Seven Lakes—EMS Rescue Radio Net 2. Secondary: Cellular Telephones will be used as a backup communications link. The following positions will be issued a phone number listing: b. Race Director c. Meet Referee

Revised 07-06-11 SRL USA SWIMMING Open Water Meet Application Page 14 of 17 d. Safety Officer e. Race Referees f. Course Officer g. Seven Lakes EMS Chief

Water Quality Certification--Done monthly by Seven Lakes. This venue is residential so water quality testing is done regularly and the water quality is maintained year round. Results to be submitted a week prior to race.

Emergency Action Plan 1. Swimmer in Distress: 1. Seven Lakes EMS and lifeguards will activate their water rescue protocol. 2. Swimmers withdrawing from the race must report to the Administrative Referee for identification. Water safety personnel will flag the safety boat and direct swimmer to shore, then to Clerk of Course for race number identification. 3. A first aid tent/area will be maintained by the Start/Finish area where the emergency vehicle is located. 4. Swimmers needing emergency medical care will be administered to by Seven Lakes EMS at the finish. 5. Swimmers requiring evacuation via ambulance will be transported to First Health Regional Hospital 10.5 miles from course. Transit time @18minutes. 2. Missing Swimmer 1. All swimmers’ chips will register w/ FS Series’ computers as swimmers enter the water. 2. All swimmers will be required to provide a personal cell phone contact and a coach/handler cell phone contact at registration. 3. All swimmers will be videotaped during the final inspection/accounting prior to the start. 4. If a swimmer is reported missing and last seen in the water: Seven Lakes, lifeguards, and Sandhills Sandsharks certified coaches will activate their underwater search and recovery protocol. Concurrently, meet operations will attempt contact with the coach/handler and swimmer via cell phone. Meet Operations will also review the start list, withdrawal list, chip list, and view the pre-race video tape to confirm the swimmer actually started the race. All swimmers are reminded before the race start that they must report to Administrative Referee if they withdraw from the race. All swimmers who depart from the race will be identified by their race number.

Contingency Plan

Parameters for Abandoning the Race: 1. Any one of the following individuals are empowered to independently order the race abandoned due to unsafe course or other conditions. 1. Meet Referee—Thornton Burnette 2. Safety Officer—Ronnie Roach 3. Independent Safety monior-- John Roy 4. Water Safety Supervisor—Jay ReVille 2. If the race is to be abandoned, Race Control will relay via radio and cell phone to the safety boat to signal abandonment. The abandonment signals will be:

Revised 07-06-11 SRL USA SWIMMING Open Water Meet Application Page 15 of 17 1.1. From Official Boats—5 short blasts followed by one long blast 1.2. From the lifeguards—5 short blasts followed by one long blast 1.1. Swimmer actions are to: 1.1.1. Discontinue swimming 1.1.2. Look for directions from the Officials or water safety personnel 1.1.3. Once safe on the beach, proceed to the start/finish area and check in with the Administrative Referee. Contingency Plan: 1. Due to venue restrictions, the course shape could be changed to a rectangular course using the segment parallel to shore currently designated for the 400 M and 800 M races. 2. If the race is abandoned, it will be postponed until later the same day. If the race must be abandoned for the entire day, the race will be held the following day.

SEVERE WEATHER

Is a lightning detector or weather radio available on site? Weather radio will be available

What is the severe weather plan?

Cancellation or postponement of event

What is the site evacuation plan?

If lightning is moving in, we will evacuate spectators to their cars. No race will be swum if lightning is in the vicinity or moving toward the vicinity.

If swimmers are in the water, 3 whistles will be blown to signal an end to the race; no leg is far removed from shore. Boats can be used to pick up swimmers if needed.

------Applicant Do Not Write Below This Line ------

TO BE COMPLETED BY OPEN WATER ZONE REPRESENTATIVE

Approved: No Yes

Signed: Date:

Name: Title: E-mail:

Revised 07-06-11 SRL