Confirming attendance to a Swim Meet

• Whitehorse Glacier Bears (WGB) will send out an email to members notifying them of an upcoming event.
• On the website, you will be asked to "attend or decline". There will be a registration deadline, please ensure compliance with these dates.
• If you are committing your swimmer to an outside meet where travel is “on your own”, please indicate if any parents will be going so when possible we can get all names down on a discounted Air North flight list (see Air North section below).
• Coaches will pick race events for your swimmers (unless they specifically asked you to do that yourself)
• Additional information about the event will be included on the meet page - ie: a meet package, hotel or travel information if we have any to share, qualifying times and which groups are invited to attend the meet.

What team travel means

• Team travel means that all swimmers will travel together to a competition and be under the supervision of parents or a chaperone(s). All swimmers will stay in shared accommodation and figure out a meal plan and transportation logistics prior to leaving during a pre-trip meeting.
• Swim coaches will supervise swimmers at the pool and help support the chaperone(s) by providing clear communication and information at the event.
• The costs for the coach and chaperone will be shared amongst the swimmers attending.
• If you cancel less than 2 weeks before an event you will be responsible for paying ALL meet fees and your part of the shared expenses of the Coach and Chaperone(s).
• Flights are usually booked individually but coordinated with the rest of the group so that everyone arrives at the destination at the same time.
• If the meet qualifies for funding from WGB or Swim Yukon, that will be taken off the total before the bill is divided amongst the swimmers in attendance - and the amount outstanding will be charged to your WGB account.

What "OYO" travel means

• OYO stands for "On Your Own" and implies just that - all athletes and families are on their own for coordinating travel and accommodation to and from the meet.
• Families can coordinate plans with another family to share responsibilities and costs but this is not facilitated by the the swim club.
• Families are responsible for ensuring the safe supervision of their child when they are not on deck at the meet and are responsible for all logistics including flights, local travel logistics and meal planning.
• The costs incurred by the coach will be divided up equally amongst the number of swimmers in attendance, minus any funding we receive from Whitehorse Glacier Bears (WGB) or Swim Yukon (SY).

What WGB contributes

• Each September the Whitehorse Glacier Bears (WGB) Board of Directors votes on what we are able to support for the upcoming year based on funds available and events planned.
• Typically the board votes that they will pay the coaches expenses and meet fees for two away meets - usually something like the Dino Cup for our younger swimmers and the Xmas Cracker for our older swimmers. This means that the families who attend these two meets will not have to help cover the cost of the coaches who attended or their swimmers meet fees.
• For all other away meets, families would share the coaches' expenses (unless we had contributions from another source) and be responsible for their swimmers' meet fees.
• Finally, WGB pays the cost to cover substitute coaches so that training can continue for swimmers staying home when a coach leaves for a competition.

What Swim Yukon (SY) contributes

• Swim Yukon's (SY) mandate is to support high performance swimming and fund a summer swimming program in the communities.
• Historically Swim Yukon covers the coaches expenses attending National Level events but there is some flexibility here depending on the level of our senior swimmers. Some years we didn’t send anyone to Nationals so they looked at the next level down and funded Provincial Level events.
• Whitehorse Glacier Bears (WGB) submits all meet & event info to SY at the beginning of the season to see what they are able to contribute - remembering that their focus is to cover coaches expenses for higher level competitions.
• In addition to high level away meets, Swim Yukon (SY) also contributes significantly to running our Christmas & Spring Break training camps, welcoming guest trainers & officials, funding training for our coaches and purchasing equipment for Whitehorse Glacier Bears (WGB). They also fund our local swim meets & time trials and depending on their budget, have assisted with coach & chaperone expenses in the past for training camps involving Whitehorse Glacier Bears (WGB) high performance swimmers.

Air North

• Air North offers a travel program for athletes and provides discounted flight rates for athletes, coaches, families (who are attending the meet) and officials.
• Whitehorse Gloacier bears (WGB) submits requests through Sport Yukon (SY) with ALL the names of athletes, coaches, officials and families who will be attending the meet. There is no code needed but your name must be on our list to book with the special rate so committing to an event on our WGB site with FULL names of all supporters who will attend with their swimmer is important.
• Air North Funding Opportunies:
  Air North Travel Program
  Air North GOAL Fund
  Make It Happen
  Spirit in Action

Sport Yukon (SY) funding

• Check out the Sport Yukon (SY) website sportyukon.com/ for a list of funding opportunities available to athletes and families.

Lotteries Yukon Travel Association

Program

• Lotteries Yukon TAP Program. WGB fills out an application and sends it to Sport Yukon (SY) so they can email Lotteries Yukon a minimum of 10 business days before a participant travels to a competition
• Swimmers are eligible for 3 trips / fiscal year - one trip to outside, and 2 trips in Yukon (one of the “in-Yukon” trips to be to Alaska, NWT or Nunavut)
• Each trip is eligible for up to $200, however please note that “in-Yukon” travel is based on the rate of so much/km up to $200.
• Coaches are considered 'support' under their program and can travel as many times as necessary to support their team and are eligible for $200 each time
• Final claim information needs to be submitted a minimum of 30 calendar days after the competition

To Apply (note: there is no longer an application form):

A minimum of 10 business days before travel send an email to LotteriesYukon@yukon.ca that contains:

1. What the event is (include a website link if possible),
2. When and where the event takes place,
3. A list of the eligible participants and support persons, if any of your participants are traveling in from a community, and if any of the participants are special needs requiring an additional support person,

To Claim:

Within one month of the end of the event send LotteriesYukon@yukon.ca an email that contains:

1. The results from the event,
2. A photo of each participant at the event (this can be a group photo or a combination of photos but everyone needs to be captured), and
3. A completed Submission Form (see attached).

Swim BC

• Our high performance athletes are usually invited to certain performance camps and special swim events hosted by Swim BC
• Swim BC will sometimes contribute to the athletes expenses involved in attending these events and the remainder is the responsibility of the swimmer family.