Race Cancellation Policy
Substitution and Withdrawal Policy
Swim Attire and Wetsuit Policy
NYC Swim has long supported learn to swim programs as well as worked to raise awareness of the waters surrounding New York by supporting efforts to clean and protect them. Our goals include supporting programs that 1) ease adults' fear of the water (like the Swim Free™ Swim Angel program), 2) provide teaching aids and supplies (swim suits, caps, goggles and kickboards) to children's swim programs and 3) increase the number of swimming facilities and venues available to school children and the public at large. NYC Swimís swim events are excellent opportunities for individuals and companies to raise funds for their preferred charity. Participants may fund-raise for one non-NYC Swim charity per event, and all donations must be processed, tracked and publicized via NYC Swimís web site.
The NYC Swim Preferred Charities are a select group of charities whose missions align with goals we support and who receive a percentage of donations on behalf of swimmers fundraising at NYC Swim events. In 2010, NYC Swim introduced the first of its Preferred Charities, Swim Free™, a charity dedicated to the health improvement of children and adults through swim. With its well-respected, independent board and staff and activities that include learn-to-swim, water safety and enjoyment, water cleanliness, and overcoming fear of the water, such as is addressed in its Swim Free Angel initiative, it was the perfect match for us. Donations made through our website are currently received by Swim Free™. The organization issues donor receipts and ensures that third-party charities receive the appropriate payouts at the end of the season. If your organization is interested in being an NYC Swim Preferred Charity, please contact us.
For the swim series events and the Ederle Swim, fundraising is completely voluntary.
Participants may choose to fundraise for one of NYC Swim's Preferred Charities only or to include a charity of their choice. In that instance, proceeds are split 50/50 between Preferred Charity (Swim Free™) and the selected charity and will be disbursed by NYC Swim's Preferred Charity (Swim Free™) after fundraising is complete.
Donations received via the NYC Swim website go directly to the NYC Swim Preferred Charity (Swim Free™), which will issue receipts. A fundraising minimum of $150 or 5 donations over the course of season is required in order to qualify for a payout to a third-party charity. While there is no administrative charge for processing donations, those made by credit card are subject to deduction of credit card transaction fees (Direct Transaction Expenses). Donations will be split with third-party charities after (Direct Transaction Expenses) have been deducted. Checks are not subject to transaction expenses and may be sent directly to the NYC Swim Preferred Charity (Swim Free™).
For the Manhattan Island Marathon Swim and the Manhattan Island Relays, there are two classes of fundraising: voluntary and obligatory.
Voluntary fundraisers apply and are accepted through the open enrollment process and may choose to fundraise for one of NYC Swim's Preferred Charities only or include a charity of their choice. In that instance, proceeds are split 50/50 between NYC Swim's Preferred Charity (Swim Free™) and the selected charity and will be disbursed by NYC Swim's Preferred Charity (Swim Free™) after fundraising is complete.
Donations received via the NYC Swim website go directly to the NYC Swim Preferred Charity (Swim Free™), which will issue receipts. A fundraising minimum of $150 or 5 donations is required in order to qualify for a payout to a third-party charity. While there is no administrative charge for processing donations, those made by credit card are subject to deduction of credit card transaction fees (Direct Transaction Expenses). Donations will be split with third-party charities after (Direct Transaction Expenses) have been deducted. Checks are not subject to transaction expenses and may be sent directly to the NYC Swim Preferred Charity (Swim Free™).
Obligatory fundraisers apply and are accepted for one of the relay slots reserved for fundraisers and have minimum fundraising requirements and distribution arrangements. The full MIMS policy can be found here and the Manhattan Island Relays policy here.
All fundraisers (voluntary and obligatory) may enter a charity at the time of enrollment or e-mail email@example.com to add a charity to an existing enrollment.
Violations of this policy may prevent the swimmer from participating in MIMS and other NYC Swim events.
Race Cancellation Policy
All of NYC Swim's events require permits issued by the Coast Guard. These permits are issued subject to prevailing Homeland Security concerns and Maritime Security Levels in the area. If conditions change, the Coast Guard may require that we alter, reschedule or cancel an event.
Our paramount concern is the health and safety of our swimmers and volunteer kayakers. For this reason, we are sometimes forced to cancel races due to unsafe weather conditions or unsanitary water conditions.
After a prolonged or heavy rainfall, it may take several hours to several days before the rivers are again safe for swimmers, due to the trash, untreated storm runoff, and flotsam and jetsam that may flow into Manhattan's water ways. In addition, inclement weather may interfere with our ability to set up a race, forcing us to cancel the event even when the forecast calls for better conditions at the scheduled starting time.
The race director has full discretion to cancel a race at any time. In the event of an advance cancellation of an event by NYC Swim:
If the event has a scheduled back-up date:
NYC Swim will automatically transfer the registrations of all approved applicants to the back-up date.
If the event does not have a scheduled back-up date:
If the event cannot be rescheduled, all approved applicants will receive 50% off the entry fee for any NYC Swim race in the current or next season, with the exception of the Manhattan Island Marathon Swim, the Manhattan Island Relays, and the Ederle Swim.
If an event has to be canceled or halted while swimmers and race staff are on site, the above advance cancellation policies do not apply. If conditions continue to be unsuitable for allowing swimmers into the water or if the event does not have a scheduled back-up date, race souvenirs will be distributed to all swimmers and volunteers who are present.
The race officials have authority to pull a swimmer from the water at any time for the swimmer’s own safety. Potentially dangerous conditions may include, without limitation, hypothermia, changes to weather or water conditions, or interference by shipping or other watercraft traffic. The race courses are patrolled by lifeguards and government safety officials, and each race includes a medical team. The race officials shall have full discretion to pull any swimmer from the water for safety reasons, and to determine when and if the swimmer may resume swimming.
Substitution and Withdrawal Policy
Swim Series Withdrawal Policy (with the exception of the Manhattan Swim, the Manhattan Relays, and the Ederle Swim)
NYC Swim will not reimburse registered swimmers who voluntarily withdraw, do not show, or fail to submit sufficient qualifications to meet the eventís requirements to participate. (This is because NYC Swim incurs nearly all race expenses before race day. If you are not sure you will be able to meet a specific eventís requirements to participate, please delay your enrollment until you are able to do so.)
Process for Submitting Medical Withdrawal Documentation
If your inability to participate is due to a medical reason, please e-mail firstname.lastname@example.org or fax (+1 212-784-6850) verification from a medical professional for review by NYC Swim no less than two weeks prior to race date. Swimmers who withdraw in this manner will receive 50% off the entry fee for any NYC Swim race in the current or next season, with the exception of the Manhattan Island Marathon Swim, the Manhattan Island Relays, and the Ederle Swim. The credit must be used within 365 days of the date of issue.
No Sale or Transfer Permitted
No entrant may sell, trade, or otherwise allow another person to use an entry. Anyone found to be participating under another personís entry will be disqualified from the event, and both the participant and the original registrant will be barred from all future NYC Swim events. NYC Swim will not grant any other refunds, credits, or exchanges, except in instances where we are forced to cancel an event (see Race Cancellation Policy, above).
Swim Attire and Wetsuit Policy
Traditional Swim Costume, Headgear and Accessories
A traditional-style swim suit is one that is made of a porous material, is sleeveless, and is legless. Women may wear suits that come up to their necks, with the zipper up the back. Men may not wear jammers (since they are not legless) or suits that cover their torsos. Any suit that extends to the thighs or shoulders, reduces drag in the water, increases buoyancy, or improves heat-retention is considered non-traditional. Suits in the non-traditional category (which means they affect award eligibility) include jammers of any type; Speedo LZR Racer, Speedo Aquablade, Speedo FS II, Speedo Fastskin, TYR Aqua Shift, TYR Aquapel, TYR Fusion2, Nike Liftsuit, blue seventy zeropoint3, and suits with similar materials.
Caps shall be defined as headgear conforming to traditional swim cap design and not extending to protect the neck or shoulders. Neoprene accessories such as caps and socks are also classified as non-traditional items.
Event Specific Swim Attire and Wetsuit Policy
For the Manhattan Swim and the Ederle Swim:
All swimming costumes for solo swimmers and NYC Traditional relay teams must be permitted under NYC Swimís Traditional Swim Costume, Headgear and Accessories definitions above.
For the Manhattan Swim NYC Catch'em Relay Teams: Teams may compete in either a wetsuit or a non-wetsuit division. Non-traditional suits, including wetsuits and jammers, are allowed for swimmers on NYC Catch-'em Relay Teams competing in the wetsuit division. Teams will be classified as participating in the wetsuit division if one or more swimmers wear non-traditional swim attire during the race.
For the Swim Series (including the Swim-Only event at the Aquathlon):
When the water temperature is 68°F (20°C) or higher, only swimmers wearing traditional-style swim suits and accessories [as defined under NYC Swimís Traditional Swim Costume, Headgear and Accessories] will be eligible for awards. Suits in the non-traditional category (which means they affect award eligibility) include jammers of any type; Speedo LZR Racer, Speedo Aquablade, Speedo FS II, Speedo Fastskin, TYR Aqua Shift, TYR Aquapel, TYR Fusion2, Nike Liftsuit, blue seventy zeropoint3, and suits with similar materials.
For the Aquathlon: Non-traditional suits, including skinsuits, speedsuits and jammers, are allowed for the Aquathlon provided they conform to USAT standards for approved swimwear. When the water temperature is 78įF (25.56įC) or higher, swimmers wearing wetsuits will not be eligible for awards.
For each swim, an official announcement regarding temperature and award eligibility will be made on the website and in a final email to participants no later than two days before the event.
NYC Swim is an organization with no full-time staff. Without volunteers, the races cannot take place. We encourage you to volunteer for races in which you are not participating. We also encourage you to invite your family and friends to volunteer while you are swimming. Volunteers will receive gift bags, including official race shirts, for each event at which they volunteer.
Those individuals who are volunteering as a means of accruing frequent participant points must enroll online as a volunteer in advance of the event and must check in with the volunteer coordinator on the day of the event in order to receive volunteer credit.
If we are able to add enrollments to an event, waitlisted swimmers will be notified by e-mail of openings in the race based on their position on the waitlist (first come, first served). If 24 hours pass without an enrollment by the waitlistee, the next five swimmers on the waitlist will be notified. If 6 more hours pass without an enrollment, then a notification will be sent to the five swimmers after them, and so on. If the spot is filled, all swimmers previously notified of the opening will be alerted that the spot is no longer available and will remain on the waitlist in their original order.
NYC Swim is not responsible for bounced or misdirected e-mail. Waitlisted swimmers are encouraged to ensure that the e-mail contact information in their profiles is current and to list multiple e-mail addresses to decrease the possibility of not receiving the enrollment opening notice. Swimmers should also set spam filters to accept email from nycswim.org.