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Gator Alert: Important Updates

Hi Gator Families,

Our first swim meet on June 5th is just 3 weeks away!  We realize this email is quite lengthy, but based on the constantly changing circumstances we find ourselves in, there is no way around it.  Please ensure you read all parts of this email, as it provides some very important updates - read it closely!


  • Parent Information Night, suggested for all families this year due to the new format
    • Tuesday, May 18th, 7:00 pm: Please join via Zoom: https://kaltura.zoom.us/j/93053448494
      • Dial-in available if preferred (easiest to connect audio via computer): (408) 638-0968, Meeting ID: 930 5344 8494
    • This meeting will be recorded if you cannot attend live
    • The below information (and much more!) will be discussed during this meeting

  • Swim Meet Session Times
    • We have made small adjustments to the session times:
      • 5-6 and 7-8 girls:
        • 8:15 am arrival, 8:45 - 9:45 am session time
      • 5-6 and 7-8 boys:
        • 9:45 am arrival, 10:15 - 11:15 am session time
      • 9-10, 11-12, 13-14, and 15-18 girls:
        • 11:00 am arrival, 11:30 - 1:00 pm session time
      • 9-10, 11-12, 13-14, and 15-18 boys:
        • 1:00 pm arrival, 1:30 - 3:00 pm session time
    • Please be patient and understanding that no one has operated meets in this fashion before. We expect adjustments, particularly after our first meet and it is likely that times for the future meets will change based on what we learn on June 5th, as well as changing covid restrictions in mid-June and into July. Thank you for your understanding

  • Job Needs
    • Since we are having meets this year, we will need some help from you! We have significantly reduced the number and types of jobs for meets this year, running as thin as possible. However, we still do need your help as meets literally cannot be ran without our amazing families!
    • We need 3 shifts from each family this year. Further, shifts average about 1.5 hours each, down from 5-6 shifts of 3.5 hours each in previous seasons
    • This is the best way to get a front row seat to watch your swimmers, as no parents will be allowed on the deck unless actively volunteering
    • We will open jobs for all June meets on Wednesday, May 19th at 6:00 pm. Once open, you can up on the SwimTopia mobile app or here: https://www.greenbrookgators.org/calendar-and-meets
      • This link is the “Schedule and Events” link on our website, easily accessible at any time from the navigation menu
      • Be sure to log into your account, then sign up for the shift and jobs that you want. Jobs are available on a first come first serve basis.
      • We will open the July meets later in June
      • Job descriptions are available here, although please note that not all jobs will be available this year: https://www.greenbrookgators.org/Volunteer-job-information

  • Declaring Your Swimmers for Meets
    • This year, you MUST positively declare each swimmer for every meet, or they will not be seeded for the meet!
    • This can be done from the SwimTopia app or the following website by clicking on “Meet Entry”: https://www.greenbrookgators.org/calendar-and-meets
    • Declaring will open two weeks before each meet, and will close at midnight the Tuesday before each meet, allowing coaches time to seed swimmers
    • Important: If you do not log in and indicate that your swimmers will attend each meet, they will NOT be entered into the meets!

  • SwimTopia Mobile App
    • It is strongly recommended to download the SwimTopia app, available on iOS and Android
    • Utilizing the app has several benefits, from receiving push notifications for meet day updates, signing up for jobs, declaring your swimmer, seeing your swimmers heat/lane seeding for meets, tracking meet progress in real time, swim results, etc.
    • Please note that most features are free, but we suggest signing up for the Pro version ($2.49/month) which provides you access to meet-day info like heat sheets, results, and live meet updates (what heat/event is in the water). Since our meet season is only two months long, this will only cost you $5 for June – July. Just remember to cancel the subscription after our last meet!

We’ll continue providing more information in the coming weeks, and remember that the latest updates will always be available here:  https://www.greenbrookgators.org/covid-19

We can’t wait to see the swimmers racing again!  If you have any questions, please do not hesitate to contact us.

Brandon and Stephen
Greenbrook Gators Presidents

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