Info for Somerset ASA Age Groups and Championships 2020

Post Publication Note:
5 Jan 2020: Kelly has made some changes to the programme and version 2 of some marked documents together with the relay entry list and an overview of volunteer roles have been published below. Please download and share them in your Club and network and destroy any earlier versions.
15 Jan 2020: Kelly is keen to ensure all Volunteer roles are filed so please can Clubs share the information in this news item and encourage sign ups today, particularly for upcoming sessions.
17 Jan 2020: See news item with list of sign-ups updated for all sessions as at 9.13pm on 17 Jan 2020 together with report times.
17 Jan 2020 Meet programs for Sun 19 Jan published here.
19 Jan 2020: Updated Session Report for Days 2 to 7 published below (file suffix v3)
23 Jan 2020: news item featuring the list of sign-ups for upcoming sessions as at 5.15pm on 23 Jan 2020, overview of volunteer roles and volunteer report times. Please can Clubs and our Club Meet contacts encourage your volunteers to come forward and complete the online sign up.
24 Jan: See news item with Meet Programs for 25/26 Jan (Sessions 3 to 6), an updated Session report for Days 2 to 7 (file suffix v4), latest volunteer sign-ups. There are still significant gaps for Front of House on Saturday and Sunday mornings. Please share and encourage sign-ups!
28 Jan: See news item with an early warning that Millfield car park will be very busy over 1/2 Feb.
31 Jan: See news item which includes Meet programs for Sessions 7 to 10 and to help with timings an updated Session report just for 1/2 Feb .
3 Feb: See news item which includes the latest list of volunteers signed up as at 8.13pm.
7 Feb: See news item which includes Meet Programs for 8/9 Feb together with an updated Session Report to help with timings and also the latest list of volunteers signed up as at 6.34pm. We are desperately short of Front of House volunteers this weekend and will need much more help in Session 13. Please can Clubs encourage sign-ups NOW to cover all the gaps.

Sign up to volunteer

Please can Clubs actively share the volunteer sign-up link for roles we need to fill in and pass on relevant info for coaches, team managers and spectators. Thank you.

We thank our Clubs for entering swimmers into our 2020 Somerset County Championships.

Kelly Podbury, Swimming Competition Secretary is pleased to be able to confirm that all entries have been accepted.

The following events have 8 or less swimmers in an age group and therefore these age groups have been moved to straight finals:
Please download:
Club contacts must advise relay swimmers and swimming order to the recorder before the start of the relay warm up, or ideally by Friday 17 January to You will only be able to amend swimmer(s) from those already submitted with your entries.  No new swimmers will be added.

Please note parents are asked not to contact Kelly Podbury directly with regards to entry times but address any queries to their Club's Meet contact who will deal with them. Any enquiries that come to Kelly directly will be forwarded to the relevant clubs.

Now that all entries are confirmed there will no refunds for withdrawals. Swimmers will be scratched if they do not wish to swim an event, but no refund will be given.

Club Meet contacts are asked to advise Kelly by email of any scratches no later than the Thursday lunch time before the scheduled event.

Coach packs and passes will be available for all Coaches / Team Managers to collect from the Front of House on the first day of competition.  

Heat sheets for all 50m, 100m, 200m Prelim rounds and 400m + finals are to be printed from the email sent prior to the weekend or downloaded from the Somerset ASA website.  All details will also be available on Meet Mobile.

Heat sheets for 50m, 100m & 200m Finals ONLY will be available to coaches and can be collected from the Front of House during the warm up session.

It is the club’s responsibility to ensure that only DBS cleared personnel are given access to the swimmers’ balcony and are permitted to wear a pass to gain access.

ALL PASSES MUST BE RETURNED TO THE FRONT OF HOUSE OR RECORDERS DESK ON THE LAST DAY OF YOUR COMPETITION. There are passes missing so please ask any personnel who may have had a pass from previous events to bring them along for them to be reissued.

No late entries, including relays will be accepted so to avoid any disappoint, please don’t ask! 


Payment should be made by BACS, however if payment by cash or cheque is the only option these funds must be paid directly into the Somerset ASA bank account.  Cheques payable to ‘Somerset A.S.A.’

Bank details are as follows:
Please see details of entry fees below, listed by club. Your Club's entry fees need to be paid into the above account by Wednesday 15 January 2020.

Club entry fees due for 2020 Champs

Where the red box is highlighted, Kelly will need to know how many Coach passes are required for your club, so please can Club Meet contacts let Kelly know as soon as possible and add £5 per coach pass to the above Club total to pay.


Please ask your officials to confirm their availability to Chris Metcalfe as soon as possible using the online Officials Notification app, or email Chris as detailed here.


As always, we require a good number of volunteers to support the safe running of the County Championships.  Please can we ask Clubs to contact all volunteers and ask them to put themselves forward for roles.  This year we’d like volunteers to record their availability using an app, which can be found at the following link

Alternatively, please can every club return the Volunteer Allocation spreadsheet identifying where and who can cover sessions.

Kelly will then allocate and confirm as soon as possible.

The first response for volunteers is requested by Friday 10 January. If not enough volunteers or clubs have been forthcoming Kelly will do as she has previously and allocate roles and sessions for clubs to cover.

Official Printed Programme 

There will not be an official printed programme the heat sheets will be available on Meet Mobile and to download from the Somerset ASA website from the Friday before each weekend. This will be as accurate as possible. Please can Clubs encourage parents to use either Meet Mobile or printed versions from the website as there will be no printed versions available on the day.

Hats & Hoodies

We are really pleased to say that SwimPath will be selling Championship branded hats and hoodies. The hoodies will have all names of swimmers competing printed on the back and we hope you like the new design for this year.

There will be stock of these items at each weekend. The last chance to pre-order was Sunday 2 February 2020 via this link: The hoodies will not be available after the Counties have concluded.

Scoreboard – Sunday 19 January 2020

We have been advised that there is a possibility that we will not have the scoreboard on this date as it is being replaced.  Please ensure you advise all your swimmers and spectators so that they are not disappointed.

Meet Managers for the event

Kelly will be supported again this year by Neil Chambers (Wells SC) and Paul Chambers (Clevedon ASC). If anyone else would like to offer their help on sessions, either to shadow to gain experience or has experience of running events, Kelly would be very happy to hear from you.  The more people we can get involved in the running and organising of your events will only strengthen the skills and knowledge in the County.

Thank you all for your support and we look forward to seeing you all at the Championships

Kelly Podbury

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