Dear Lifetime Raleigh Rays Team,

We wanted to share some essential details and ensure we are all on the same page to make our upcoming swim meet against Hawthorne a resounding success. Please take a moment to review the following important points:

1. Meet Schedule: We have attached a preliminary heat sheet including 50 athletes from Hawthorne and 75 from Lifetime. The Hawthorne pool has lights, allowing the meet to extend until around 10 PM, although it is unlikely to go that late. Both teams are committed to keeping the meet moving swiftly to ensure a smooth flow of events.
2. Parking: Hawthorne has a decent-sized parking lot, but if it fills up, you may park along the pool and parking lot on N Hawthorne Way. We kindly request that no one parks in the neighbors' yards surrounding the pool. There should be ample space on N Hawthorne Way along the pool for parking convenience.
3. Equipment and Supplies: Hawthorne does not have lifeguards on duty, as they are a small neighborhood team. They have a limited number of chairs available, so we recommend that your families bring their chairs to ensure seating for everyone. Also, please remind your swimmers to bring towels and plenty of water, as no drinking fountains are available. Restrooms will be accessible for refilling water bottles.
4. Hawthorne's cafe will be open, providing ample food (pizza, hot dogs, hamburgers, and drinks) for purchase. Please note that they only accept cash.
5. Warm-ups and Meet Start Time: Warm-ups for Lifetime will commence at 5:30 PM, and the meet will officially start at 6:00 PM. All swimmers must be prepared and ready to go at the designated time to ensure a smooth and timely start. The volunteer meeting for both teams will begin at 5:30.
6. Timers and Officials: We will use stopwatches and printing timer sheets for all lanes for the meet.(two timers per lane). We request the assistance of an order of the finish judge. Each judge will independently record their observations, compare them, and mark any discrepancies without altering their original notes.
7. Independent Time Entry: We propose that both meet administrators enter all main event times independently. This approach will help ensure accurate and error-free entries into the system. To expedite the meet further, we will divide the workload between the two meet admins for faster data entry for all other heats. Additionally, we will need a third volunteer to validate the order of finish with the order of finish officials.
8. Reducing Paper Usage: To reduce paper usage (approximately 150-200 sheets), we have attached the heat sheet for you to print or download on your phone. Alternatively, you can retrieve it from the Swimtopia app.
9. Cupcake Race: After the breaststroke event, we will host the "Cupcake Race," where all swimmers aged 6 and under will 'attempt' to swim the length of the pool butterfly style. Their reward for participating will be a cupcake.
10. Parent/Coach Race: Hawthorne will organize a parent/coach race, and we encourage you to bring your bathing suit and participate. The kids love seeing their parents compete!

Thank you for taking the time to review this email. We appreciate your collaboration and look forward to a successful swim meet against Hawthorne. If you have any questions or need further clarification, please do not hesitate to reach out.

Best regards,

Tania Garrelts _Lifetime Raleigh Rays TSA Rep 919 610 5124