Information for Athletes, Coaches and Team Managers

Entry Process

All entry times should be set at accredited competitions since 1 January 2018, and verifiable.
Entries must be submitted using the events files provided. These can be downloaded now from this webpage - see below ( Please ensure entries show the full name of the swimmer, full date of birth, registration number and entry time.

Entries must be submitted as long course times only. Short course conversions must not be used (unless prior approval is sought from the meet director [Contact to request this].

Split times (including for the men’s 800m freestyle) and times set in first leg swims during relays may be used. A proof of times report must be submitted with the entry file. The proof of times report must be submitted from meets recorded in British Swimming rankings; or from meets recorded in the FINA rankings; or Swim News rankings; or from an official meet sanctioned by a National Governing body. An exception exists for the women’s 1500m freestyle; those without an accredited time at 1500m, but who meet the consideration time for the 800m event may enter the 1500m. All swimmers must provide an entry time for the 1500m event.

Composite team entries for individual and relay events are acceptable. Relay swimmers, including reserves, should be populated on the entry file. Changes to relay team members can be made up to one hour before the start of the relevant session.
Entries from individuals can ONLY be submitted on the individual entry form available from our website. This is provided for clubs or teams that are sending only one swimmer to the event. Reflecting the additional time needed to process individual entries, the closing date for individual entries is a few days earlier, on 7 February 2019.

Clubs can get instructions on completing entry files from

Closing date for individual entries noon (GMT) 7 February 2019.
Closing date for club/team entries noon (GMT) Tuesday, 12 February 2019.

Individual entry form Hytek entry files

Entry Fees

Payment can be made by bank transfer , as follows:

Account name : SASA East District
Bank : Bank of Scotland
Branch : Musselburgh
Account No : 06001834
Sort Code : 80-17-68
IBAN : GB 16 BOFS 80176806001834.
Your reference – please quote : e19/ent/then add your club or team name

Please submit a completed copy of the summary form to when entries are submitted. A copy of this form should be emailed to when electronic bank payments are made.

Individual Events
Relay Events

Coach/Team leader's accreditation and information packs

Athletes and coaches will only be permitted poolside if they can show official accreditation. Coaches and team leaders should submit a request following the process outlined on this website after 18 February 2019. Having completed the process all UK based coaches/team leaders will be required to print their own accreditation and bring it to the pool each day. Coaches from non-UK teams will be able to collect their passes at the pool. There is no charge for these accreditation passes.

It is mandatory that all coaches / team leaders who are poolside comply with the relevant child protection procedures for their governing body.

A coaches and team leaders meeting will take place at the Royal Commonwealth Pool at 18:00 on Thursday 14 March.  Coaches and team leaders can collect their packs at the meeting, or prior to this from the coaches’ desk at the Royal Commonwealth Pool from 16:00.

Staff meals at the Royal Commonwealth Pool or at nearby Pollock Halls should be ordered in advance through the website. Complimentary coffee, tea and other refreshments will be available throughout the meet in the coaches’ meeting area at the pool.


Withdrawals made before the draft programme is published will be refunded in full at the meet. There are no refunds for withdrawals made after this date, except for medical reasons. Late withdrawals on medical grounds should be discussed with the meet director.

To withdraw a swimmer please contact Provide, the swimmer’s name, the event number and club or team name. Use ‘withdrawal’ and your ‘club name’ in the subject line of your email.

Late withdrawals during the event should be made in person at the poolside recorders desk as soon as possible, or sent to the above email address no later than 18:00 on the day before the event:

Events on Friday 15 March notified by 18:00 on Thursday 14 March

Events on Saturday 16 March notified by 18:00 on Friday 15 March

Events on Sunday 17 March notified by 18:00 on Saturday 16 March


A maximum of four reserves will be selected for the heats, in each event. These swimmers will be offered the chance to swim if another accepted swimmer pulls out of the event.

Four reserves will be named for the open and B finals in the 100m and 200m events. There will be two reserves for junior finals and two for open finals in the 50m and 400m events. A competitor in the junior final may be named as a reserve for the open finals.

Where a reserve is brought in at short notice, they will occupy a vacant lane. There will be no reseeding.

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