NYC SWIM

Enrollment Timeline – Manhattan Island Relays (2012)

Please check the timeline for Swimmers, which displays the ultimate deadlines for various enrollment items. Again, enrollments are approved on a first-come, first-serve, first-completed, first-accepted basis; we highly suggest that you submit things sooner than the deadline.

Application Procedures - Manhattan Island Relays (2012)

Application instructions for the 2012 Manhattan Island Relays is now available. Enrollment for 4-person and 6-person relay frequent participant slots, slots dedicated to Swim Free fundraising, and corporate slots is scheduled to open at 1:00 p.m. EST on Monday, November 21, 2011. General/open enrollment for 4-person and 6-person relays will open at 1:00 p.m. EST on December 1, 2011.

Registration for the race may fill up quickly, so if you intend to apply, please plan to study the instructions and prepare as much of your application as possible before registration goes live.

Field Diversity – Manhattan Island Relays (2012)

Due to the limited number of support boats, kayakers and volunteers available, as well as governmental regulation of the waters surrounding New York City, NYC Swim must limit the number of participants in the Manhattan Island Relays. Additionally, NYC Swim aspires to have a diverse participant field allowing for a rewarding and enriching experience.

The Manhattan Island Relays field is comprised of up to eighteen 4-person or 6-person (non-corporate and non-Swim Free™) relay teams. The eighteen TIER ONE relay team slots are set aside pursuant to category designations in Relay Categories – Manhattan Island Relays (2012). TIER TWO Corporate and Swim Free slots are over and above the eighteen Tier One slots.

Qualifications - Manhattan Island Relays (2012)

All applicants (4-Person and 6-Person Relay Members and alternates) must document their competency to participate in the Manhattan Island Relays. This can be done either by completing:
          1) a similar event or race (Event Based Qualifying Swim), or
          2) a non-event qualifying swim logged by an observer (Observer Qualifying Swim).
Proof of the qualifying swim must be submitted by the date and time delineated in the Swimmer Timeline. NYC Swim will rescind the acceptance of any applicant who fails to submit proof of their Qualifications by that date and time.

Event Based Qualifying Swim

Observer Qualifying Swim

Option 1: Pool certifications must be done in a manner consistent with the sample template, which can be accessed on your user profile swimmer page, documenting the completion of a continuous pool swim of 3300 yards/3000 meters in 1 hour and 30 minutes or better between January 1, 2012, and July 4, 2012. A USMS One Hour Swim of at least 2825 yards/2570 meters (entered with the coach or official in lieu of the lifeguard name) from within the same time period may be used to fulfill this requirement. To provide the best indicator of open water ability and a solid basis for comparison with other swimmers’ pool times, the pool swim should ideally be done in a deep-water, competition-length pool. [Where to do a pool certification swim] [How to upload pool certificate]

Option 2: Open water qualifying swims for 4-person and 6-person relay team members must be completed between May 29, 2011, and July 4, 2012, and be thirty minutes or longer of continuous swimming; you must remain in the water for at least the specified amount of time. It is permissible to have other swimmers accompany you during this swim. You can go as fast or as slow as you wish. Ideas for a course are swimming laps along a beach, or swimming out to a certain point and back (with the possibility of using an escort boat or kayak).

Proof of an open water Observer Qualifying Swim should be submitted in the form of a detailed log. Please see our Observer Documented Qualifying Swim document for additional information, qualifying swim log template, and sample logs. You may also download a sample log template from within your user profile. Please print the cover page and one log page and submit it by scanning and uploading it into your profile (PDF files only) or faxing it to us at +1 212-784-6850 with your observer's certification. Please record the relevant water and air temperature readings on the log even though there is no prescribed water temperature requirement for the 2012 Manhattan Island Relays.

Prescribed Water Temperature - Manhattan Island Relays (2012)

There is no temperature requirement for 2012 Manhattan Island Relay qualifying swims; however, Observer Documented Qualifying Swims must record relevant water and air temperature readings.

Medical Examinations - Manhattan Island Relays (2012)

There is no medical requirement for Manhattan Island Relays participants. NYC Swim strongly suggests swimmers make sure that their tetanus vaccinations are current. We also suggest that swimmers be vaccinated against Hepatitis A.

Acceptance and Rejection – Manhattan Island Relays (2012)

All applicants will be notified of their status no later than one month after they enroll. Accepted applicants' credit cards will be charged promptly. All qualified applicants who are not accepted may be considered for placement on a Waiting List.

Waitlisted – Manhattan Island Relays (2012)

If we are able to expand the field, or if any accepted relay teams withdraw, we will offer spaces to those applicants on the Waiting List, based on the order in which the applications were completed, with consideration given to the Field Diversity objectives listed above. Preference will be given to waitlisted teams of the same size as the withdrawing team. Applicants who are on the waiting list are advised to have their enrollments as complete as possible in the event that additional Manhattan Island Relays slots become available.

Applicants who are accepted off the Waiting List will have their credit card charged once the applicant has accepted the enrollment offer. These applicants are required to submit proof of their Qualifying Swims by the date and time delineated in the Enrollment Timeline.

Race Rule I: Race Course Time Limitations - Manhattan Island Relays (2012)

The following cutoffs at designated locations throughout the course will be strictly adhered to unless the Race Director determines that conditions warrant an extended time limit. You and your team mates agree, in accepting the waiver, to be pulled from the race if you do not make these cut-off times:

1. Triborough Bridge     3 hours 30 minutes
2. Spuyten Duyvil     5 hours 45 minutes
3. 79th Street Boat Basin      7 hours 30 minutes
4. Pier 26      9 hours 10 minutes.

Race Rule II: Clothing - Manhattan Island Relays (2012)

1. For teams competing as NYC Traditional Relays, one swimsuit (as delineated in NYC Swim’s Traditional Swim Costume, Headgear and Accessories definitions), goggles, earplugs, and grease will be allowed. Teams competing as NYC Catch'em Relays are allowed to wear non-traditional swim attire. (See Race Rule VI: Relay Rules below.)
2. One race cap will be provided with swimmer's race number and must be worn for the entire race. It may be worn over another silicone or latex cap of the swimmer's choosing. Swimmers may specify their preference for either a latex or silicone race cap.

Race Rule III: Assistance - Manhattan Island Relays (2012)

1. Swimmers may not use flotation aids, propulsion devices, or any devices used to maintain body heat. Fins, hand paddles and kickboards are prohibited. NYC Traditional Relays may not use swimwear such as wetsuits that give buoyancy or are heat retentive; NYC Catch'em Relay swimmers are allowed to use wetsuits and other non-traditional swim attire.
2. Pacing, drafting and towing are not allowed. Drafting is defined as swimming within five yards of another swimmer for a prolonged time period after the start, except as warranted by course conditions.
3. Swimmers may not touch the escort boat, kayak, or any other boat during the event.
4. Swimmers shall be disqualified if there is any physical contact with another swimmer (except a team mate during the transition) or with other persons or objects.
5. NYC Swim will supply the boat captain for all relay teams. Corporate teams are allowed to secure their own boat captain for the event. A corporate team that supplies its own boater is responsible for reimbursing that boat captain for his or her fuel expenses. Swimmer-recruited boat captains should enroll as volunteers on the NYC Swim website by the date specified in the Swimmer timeline and must commit to attend the event's orientation conference calls.
6. The use of alcohol or illegal drugs is forbidden.
7. Any unsanctioned assistance or materials given to the swimmer will result in disqualification.
8. NYC Swim will assign at least one paddler to each relay. Relay teams that are entered as obligatory fundraisers (Category C Relays) and corporate teams may request their own paddler provided that person has appropriate experience. Other relay teams may also request their own paddler provided that person has appropriate experience and is also a relative or member of a team member's club, or has paddled for a team member in a previous event. In all cases, if a swimmer-recruited paddler needs NYC Swim to supply a kayak, an additional fee will apply, and the paddler will need to pull out shortly before the finish rather than accompanying the swimmer to the finish. Swimmer-recruited paddlers should enroll as volunteers on the NYC Swim website by the date specified in the Swimmer timeline and must commit to attend the event's orientation conference calls.

Race Rule IV: Pollution - Manhattan Island Relays (2012)

The team shall be disqualified if any swimmer on the team pollutes the waterways with cups, trash or other debris before, during or after the competition.

Race Rules V: Personal Promotion - Manhattan Island Relays (2012)

Swimmers may not:

1. Wear any clothing or display any signage promoting third-party sponsors, causes or charities. The exception is that, with NYC Swim's prior approval, team members may wear promotional T-shirts on race day. Display of a swimmer's national flag is allowed on clothing; it is allowed on signage and as a flag provided it does not impede the boat captain's ability to navigate.
2. Engage personal public relations professionals or agents without NYC Swim's prior written approval, granted at least four weeks prior to the event.

Race Rules VI: Relay Rules - Manhattan Island Relays (2012)

1. Relays must consist of four or six persons per relay, independent of gender or age. No other configurations are allowed.
2. 4 and 6-person relay teams may compete as either NYC Traditional relays or NYC Catch'em relays. NYC Traditional relays follow the traditional MIMS rules regarding swim attire and have set swimming rotation times. NYC Catch'em relays are allowed to wear non-traditional swim attire and have swimming rotations dictated by both time and course landmarks. The competition style must be declared at the time of enrollment and may be changed up until 14 days before race day.
3. The order of the swimmers must be declared at the time of enrollment and may be changed up until 14 days before race day. This order must be maintained throughout the event; a change in order will result in team disqualification.
4. NYC Catch'em teams must set which (if any) team members will wear non-traditional swim attire at the time of enrollment. Changes may be made up until 14 days before race day.
5. 4 and 6-person relay teams will transition swimmers at the following set points on the East River: the Williamsburg Bridge, the Queensboro Bridge and the footbridge on the Harlem River. Estimated time for each leg is 30 to 45 minutes. Following the first three legs, the rules regarding transitions differ for NYC Traditional relay teams versus Catch’Em teams. For all teams, only two swimmers from a team are allowed in the water at any one time, and clean transitions must be maintained. Pacing is not allowed.

   NYC Traditional teams will alternate every 45 minutes to finish the first rotation and every 30 minutes thereafter. For safety reasons, no rotations may occur between Pier 25 and the finish, even if this means the final swim leg is longer than 30 minutes.
   
   NYC Catch'em teams will swim in rotations of at least 10 minutes and no more than 20 minutes. Teams may decide when swimmers will switch, but the set order of relay swimmers must be maintained at all times. Teams are encouraged to transition swimmers at Chelsea Piers (Pier 62), and a transition for the final leg of the race must occur at Pier 25. For safety reasons, no rotations may occur between Pier 25 and the finish. (The length of this final leg is 15 to 20 minutes.)

6. Swimmers must alternate within the last 30 seconds to 2 minutes of a swimming segment unless adverse weather conditions require motorboats to have greater than normal separation from the swimmer for safety reasons. Violations of the rotation timing may result in disqualification.
7. Relay team members must enter the water feet first. Failure to follow this rule will result in team disqualification.
8. The transition must be executed by approaching the swimmer in the water from behind. The ENTERING swimmer must yell "Starting" to boat or paddler to signify that he/she is attempting to start the transition. ENTERING swimmer must grab the lower extremity, preferably the foot, of the DEPARTING swimmer. DEPARTING swimmer must stop, raise arm straight up and yell "Ending" to acknowledge that his/her swim has ended. ENTERING swimmer continues with his/her leg of the swim.
9. Swimmers must transition at the designated fixed transition points or between the minimum and maximum time ranges. Failure to follow this rule will result in team disqualification.
10. Treading water for the minimum time requirement of a leg is considered acceptable and will help a team avoid disqualification.
11. No relay alternates, captains who are not swimming, or other associates of the swimmers are allowed on the escort boats. Exceptions may be made by advance arrangement for Corporate Relay Teams.
12. Only one team member may swim to the finish; all other team members must remain on the boat and disembark at boat unloading. Failure to follow this rule will result in team disqualification.

Race Rule VII: Safety - Manhattan Island Relays (2012)

1. Swimmers will be accompanied by an escort boat and kayak provided by NYC Swim or recruited by the swimmer as specified in Race Rule III. For safety reasons, vessels on the course are limited to those assigned by NYC Swim.
2. Each escort boat will be equipped with a VHF radio and first aid kit.
3. EMS and Coast Guard will be on standby for emergencies.
4. At least one boat observer/race official will be assigned to each escort boat and will monitor the team for the entire duration of the race.
5. NYC Swim strongly suggests swimmers make sure that their tetanus vaccinations are current. We also suggest that swimmers be vaccinated against Hepatitis A.
6. Race insurance is up to the swimmer's discretion.

Race Rule VIII: Miscellaneous - Manhattan Island Relays (2012)

1. The organizers may change the starting time and/or date of the race if weather conditions are unfavorable.
2. All swimmers are required to participate in the pre-race conference call(s) to receive final event instructions (call times and other information will be provided to accepted swimmers and listed on the timeline).
3. Personal online GPS units that transmit data for real-time tracking of a swimmer's progress are not allowed.

Relay Team Alternate and Substitution Policy - Manhattan Island Relays (2012)

On Enrollment Day, relay team captains may list alternate swimmers as part of their teams as follows: 1 alternate for 4-person relays; 2 alternates for 6-person relays. (It is recommended that the captain use each relay member's e-mail address when adding them to the enrollment; that way, there is no chance of selecting someone else with the same name or the wrong user account.) These specified alternates must meet the same qualification criteria as the primary members of the relay team. After enrollment has been completed, relays may not add alternate swimmers to the teams.

Should a primary member of the team become unable to participate in the Manhattan Island Relays due to a documented medical condition, the team captain should contact NYC Swim and request a substitution with an approved alternate. All such requests must be submitted no later than 14 days before race day. Substitutions for other than medical reasons may be considered on a case-by-case basis.

Teams may not make substitutions outside of the approved alternates. If a 4-person relay swimmer has to withdraw and the team does not have an approved alternate to substitute for that swimmer, or if the qualification deadline has passed and the alternate has not done his or her qualifying swim, the team’s slot will be forfeited. If 6-person relay swimmers withdraw and there are no qualified alternates to replace the withdrawn swimmers, the team may convert into a 4-person relay. (In this scenario, the price difference between 4- and 6-person relays will not be refunded. 4- and 6-person team sizes are the only formats allowed; there are no 5-person relays or relays of other sizes.)

Withdrawal by Applicant - Manhattan Island Relays 2012

Accepted swimmers and relays may withdraw from the race at any time and for any reason. If you decide to withdraw, the entry fee may be refunded to the team captain as follows:

Accepted relays who withdraw more than 90 days before the Manhattan Island Relays Race Day will receive a refund of all application fees minus the $150 enrollment processing fee and all credit card transaction fees.

Accepted relays who withdraw 60 - 90 days before the Manhattan Island Relays Race Day will receive a refund of 50% of their application fees, minus the $150 enrollment processing fee and all credit card transaction fees. NYC Swim will endeavor to replace the withdrawn relay with another qualified relay from the waitlist. In that event, NYC Swim will refund the withdrawn relay team's application fee in full, minus the $150 enrollment processing fee and all credit card transaction fees.

Accepted relays who have not met the Swim Free™ fundraising minimum or who withdraw 30 - 59 days before the Manhattan Island Relays Race Day will receive a refund of 25% of their application fee, minus the $150 enrollment processing fee and all credit card transaction fees. If NYC Swim is able to replace the withdrawn relay with another qualified relay from the waitlist, NYC Swim will refund 50% of the withdrawn relay team's application fee, minus the $150 enrollment processing fee and all credit card transaction fees.

Accepted relays that withdraw fewer than 30 days before the Manhattan Island Relays Race Day will not receive any refund unless NYC Swim is able to replace the withdrawn relay with another qualified relay from the waitlist. If another qualified relay is found, NYC Swim will refund 25% of the withdrawn relay's application fee, minus the $150 enrollment processing fee and all credit card transaction fees.

Relay Categories – Manhattan Island Relays (2012)

There are up to 18 TIER ONE relay team slots set aside for the 2012 Manhattan Island Relays. Relays must consist of 4 or 6 swimmers; no other configurations are allowed. Since there is inevitably interest among more swimmers than can safely be accommodated, NYC Swim has established the policy delineated below.

TIER ONE (18 slots total)
CATEGORY A (maximum 2 slots) - Entry Preference earned through active participation (swimming and volunteering)
2 Tier One relays slots are set aside for Frequent Participants to reward NYC Swim's most dedicated and loyal volunteers/swimmers during the 2011 Swim Series with relay enrollment preference.

A maximum of 2 relay teams may qualify under the Frequent Participant Category. If more than 2 teams qualify in this category, enrollments will be considered on a first come, first served basis. Any qualified teams that are not accepted may re-apply for open relay status. If fewer than 2 teams qualify in the Frequent Participant Category, NYC Swim will allocate the remaining slots to the general pool.

CATEGORY B (maximum 18 slots) -- Competing for entry through general pool (no entry preference)
Up to 18 relay slots will be allocated on a first-applied, first-admitted basis. The team has "applied" when all of the team members have completed the application.

CATEGORY F (2 slots) – Entry for Non-United States teams
2 Category B slots will be reserved for teams of which at least half the members are non-U.S. residents. If there are not enough applicants from outside the United States, preference for these slots will be given to teams from outside the New York area. If neither are sufficient within 72 hours of enrollment opening, then New York area teams will be given these slots.

TIER TWO
CATEGORY C (5 slots) – Early Entry Preference earned through fundraising activities for Swim Free™
5 relay slots will be reserved for a team that commits to fundraise for Swim Free™. The minimum fundraising commitment, which is in addition to the entry fee, will be $6,000 for 4-person relays, and $8,000 for 6-person relays.

Enrollment for a Category C relay team will remain open until the slots are filled or until the date and time specified in the enrollment timeline, whichever occurs first. The unused slots will NOT be reallocated to other relay categories.

CATEGORY D (5 slots) - Entry for corporate teams sponsored by the swimmers' employer
Corporate teams, which must be composed of qualified swimmers, receive VIP service in exchange for the premium entry fee. Benefits include company's logo included on Manhattan Island Relays souvenir t-shirts, on their race boat and other race paraphernalia, top grade support boat, no fundraising requirements, etc. The teams will compete in two award classes: Overall Relay and a separate Corporate Relay division to recognize the fastest corporate sponsored team.

Enrollment for Category D relay teams will remain open until all slots are filled or July 4, 2012, whichever occurs first. If fewer than 5 corporate relay teams enroll, the unused slots will NOT be reallocated to other relay categories.

Charity - Manhattan Island Relays (2012)

NYC Swim’s events are opportunities for individuals and companies to raise funds for their preferred charity or NYC Swim's preferred charity Swim Free™. NYC Swim organizes the swim events to help fund and support its goals, and applicants who intend to fund-raise (whether in the voluntary or obligatory category) understand and accept that their donations must be processed, tracked, and publicized via NYC Swim’s web site. In the case of voluntary fundraisers, not more than 50% of the proceeds raised will go to a third-party charity. Violations of this policy may prevent the swimmer from participating in the Manhattan Island Relays and other NYC Swim events.

There are two enrollment classes that govern how participants may fundraise:

Voluntary (Category A, B and D Relays)
Participants who apply and are accepted through the NYC Swim’s open enrollment process may elect to fundraise as a way to enhance their event experience. Participants may choose to fundraise for NYC Swim's preferred charity Swim Free™ only, or include a charity of their choice. In that instance, proceeds are split 50/50 between Swim Free™ and the selected charity.

Obligatory (Category C Relays)
Participants who apply and are accepted for one of the Swim Free™ relay slots reserved for fundraisers have minimum fundraising requirements separate from the enrollment fees. The MINIMUM fundraising commitments are as follows:

The funds raised will aid Swim Free's™ programs, including its Swim Free Angel™, adopt a swimmer and learn-to-swim initiatives. Funds raised beyond the minimum commitment may be shared with a third-party charity subject to prior approval of Swim Free.

Enrollment Preference – Manhattan Island Relays (2012)

Several types of entries for the Manhattan Island Relays 2013 will receive preference throughout the enrollment process. Fundraisers for Swim Free™, corporate relays, and 2012 Frequent Participants are given the opportunity to submit an enrollment as set forth on the Swimmer Timeline; and fundraisers for third-party charities will receive favorable or preferential consideration when the application committee evaluates regular enrollments.

Swim Free Fundraising Relay (five slots)
Five relay slots will be reserved for teams that commit to fundraise for Swim Free. The minimum fundraising commitment (payable to Swim Free™), which is in addition to the non-tax deductible entry fee (payable to NYC Swim), will be $5,000 for 4-person relays and $7,000 for 6-person relays.

Captains of relay teams interested in applying for these slots must email a fundraising plan to marjorie@swimfree.org by the date and time specified in the Swimmer Timeline. Teams who are deemed to have a solid plan will be invited to submit an early entry for the event. If demand exceeds the number of slots available, Swim Free will select the teams it feels has the best ability to achieve the fundraising goal. Teams accepted through this process must meet all of NYC Swim's requirements for the event.

Any teams not accepted as fundraising relays will be able to apply for an open relay slot during regular enrollment, which opens as set forth on the Swimmer Timeline. Open relay applications are approved on a first-come, first-served, first-completed, first-accepted basis. Enrollment for the Swim Free Fundraising relays will remain open until the slots are filled or the date and time specified in the Swimmer Timeline, whichever occurs first. If no fundraising relays enroll, the unused slots will NOT be reallocated to other relay categories.

Relay Participants who are Fundraising (but not exclusively for Swim Free)
Regular enrollment relay applications are approved on a first-completed, first-accepted basis and fulfill NYC Swim's Field Diversity objectives. Where ties exist or applications are very similar, preference will be given to applicants who have decided to fundraise for a charity. If an applicant wishes to be considered for such preference, they should email a fundraising plan to marjorie@swimfree.org by the date and time specified in the Swimmer Timeline. Those applicants who are deemed to have a solid plan will be given preference over other completed entries once NYC Swim has fulfilled its Field Diversity objectives.

Frequent Participant Relays (maximum two relay slots)
Applicants who have accrued the minimum number of points to qualify for a Frequent Participant relay slot may submit an application when early enrollment opens as set forth on the Swimmer Timeline. A maximum of two relay teams may qualify in the Frequent Participant category. If more than two relay teams qualify in the category, enrollments will be considered on a first-completed, first-accepted basis. Any qualified teams that are not accepted as Frequent Participants may re-apply for open status during regular enrollment. If fewer than two relay teams qualify in the Frequent Participant category, NYC Swim will allocate the remaining slots to open relay entrants based on the strength of the individual applications.

Please note: If you believe your team is eligible as a Frequent Participant, you must send an email to info@nycswim.org by the date set forth on the Swimmer Timeline stating your intent to enroll, listing relay team members and the points earned during the 2011 swim season. If the team is indeed eligible to apply in the Frequent Participant category, then the ability to enroll will be activated specifically for the relay.

Corporate Relays (fiev slots)
Corporate relay teams, as part of their premium entry fee, are afforded the opportunity to take advantage of early enrollment the date set forth on the Swimmer Timeline.

Enrollment for Corporate relay teams will remain open until all slots are filled or July 4, 2013, whichever occurs first. If fewer than five corporate relay teams enroll, the unused slots will NOT be reallocated to solo or other relay categories.

Frequent Participant Policy – Manhattan Island Relays (2012)

The Frequent Participant slots are set aside to reward NYC Swim's most dedicated and loyal volunteers/swimmers during the 2011 Swim Series with enrollment preference. For the 2012 Manhattan Island Relays, individuals will receive one point for swimming in an event, one point for volunteering for an entire event or for a portion of the Manhattan Swims, 1.5 points for swimming and volunteering at the same event or on the same day, and 2.5 points for volunteering for the entire Manhattan or Ederle Swims. (Individuals serving as swimmers' crew members do not accrue any points.) Points can be shared among teammates on relay applications, but no member can have fewer than 6 points to be eligible to be a member of a team. In order to qualify in this category in 2012:

           • 4-person relay teams must accumulate a combined total of 28 points in 2011
           • 6-person relay teams must accumulate a combined total of 42 points in 2011
           • Each participant on the relay must have volunteered or swum in at least four events in 2011

Note: Relay alternates must also have at least 5 points and have volunteered or swum in at least four events in 2011. Points accrued by alternates are not counted in the team minimums listed above.

Those individuals who are volunteering as a means of accruing frequent participant points for 2012 must enroll online as a volunteer in advance of the event, must be accepted for an available position, and must check in with the volunteer coordinator on the day of the event in order to receive volunteer credit.