Host a Weekend · SwimWise

Adult swimmers seated on deck listen to Bill Brenner before a clinic

For hosts

You provide the pool, classroom, and lunches, or SwimWise can arrange them for a fee.

Participants register and pay SwimWise directly, so you’re not collecting money or signups.

Registration opens once the deposit is received, ideally at least 12 weeks before the weekend.

Who hosts

Local Masters Swimming Committees (LMSCs), Masters clubs, triathlon clubs, and aquatic facilities. The person who books is usually an LMSC officer, a club administrator or head coach, or an aquatic director.

The weekend at a glance

A typical schedule. Order is negotiable.

Friday

EveningFreestyle Video Analysis ClinicPool · 3.5 hours, including 2 hours in the water

Saturday

MorningAdult Swim Instructor TrainingClassroom · 5 hours, working lunch

AfternoonAdult Swim Instructor Training, continuedPool · 1.5 hours

EveningDinner SocialRestaurant · attendees pay

Sunday

MorningCoaching WorkshopClassroom · 4 hours, working lunch

AfternoonCoaching Workshop, continuedPool · 2 hours, coaching the stroke clinic

AfternoonSwimmers Four-Stroke ClinicPool · same 2 hours

What the host provides and pays for

Typical requirements are below. The exact requirements for your weekend are set in your host agreement addendum.

Pool time

6 to 8 lanes — 2 hours Friday evening (3.5 hours total on deck), 1.5 hours Saturday afternoon, 2 hours Sunday afternoon. 33 to 44 lane-hours.

Meeting room

Meeting room with classroom table seating for 30, near the pool if possible — Saturday (5 hours) and Sunday (4 hours) mornings.

Food and beverages

Beverages Friday, beverages and snacks Saturday, working lunches Saturday and Sunday — pizza and sandwiches with salad, boxed lunches, deli platters, or a buffet all work. The lunches are for the Adult Swim Instructor Training and the Coaching Workshop, eaten in the classroom during the session. Unless someone declines, provide lunch for every participant in those two courses, and meet dietary restrictions requested in advance. Course information lists the lunch as courtesy of your organization.

Local swimmers

Swimmers for the Four-Stroke Clinic so the lead instructors and deck coaches have people to coach.

Your costs

Engagement fee

$3,900 Flat fee, includes instructor travel & lodging. Half due at signing (nonrefundable). Balance due net 30.

Facilities and food

$500 to $4,500 Paid to facilities and vendors. The total depends on prevailing rates, turnout, and the lunch you select.

Registration subsidies

Optional Any registration subsidies you choose to offer eligible participants. Subsidies, if any, are prefunded by the host and reconciled by SwimWise in the final invoice, and any unused balance is refunded.

What SwimWise can handle per request

Your facility contracts should cover everything in your host agreement addendum. SwimWise then confirms the details with the pool and classroom staff at no added cost. The services below are optional.

Source the classroom and pool

SwimWise prioritizes geographic areas with you, then identifies facilities and confirms their availability, suitability, and pricing. You sign and coordinate from there. If sourced separately, the SwimWise fees are $350 classroom or $750 pool. Half the applicable fee applies if no suitable facilities are found in those areas.

$1,000

Sign the facility contract in SwimWise’s name, not yours

SwimWise signs the facility contract and holds it instead of you. The rental is billed to you at cost.

15% of rentalminimum $150

Arrange the lunches (selection, ordering, delivery, and setup)

SwimWise handles the vendor and the logistics. The food is billed to you at cost.

Cost + $200for both days

Arrange the Saturday dinner social for swimmers, coaches, and local leaders

Usually informal — SwimWise books it, manages the headcount, and attendees pay their own way. Restaurant booking fees or minimum spend guarantees are not typical for these gatherings, but may be required for larger groups. Any such fee will be discussed with you first and, if approved, billed to you at cost.

$200

Booking terms

Confirming the weekend

We will review registration numbers and logistics together no later than two weeks before your education weekend, and make a go or no-go determination. The weekend will proceed at $7,500 in registrations. Below that, we can cancel or you can guarantee the difference. A course with fewer than 8 participants is canceled unless you guarantee it. If the weekend does not proceed, the deposit is retained, no further fee is owed, and every participant is refunded in full.

Participant withdrawals

Before the go or no-go decision, a participant who withdraws is refunded less the 7% payment-processing charge. After that date there is no refund, though SwimWise may, at its discretion, issue a one-year registration credit.

Cancellation

If SwimWise cancels all or part of the weekend, every participant is refunded in full for any affected course. If you cancel more than 12 weeks out, the engagement fee balance is waived. Inside 12 weeks, the balance is owed. If weather or other circumstances beyond either party’s control require cancellation, we will attempt to reschedule and will apply the deposit toward another date for up to one year.

Insurance

SwimWise will carry liability coverage and provide an additional-insured certificate of insurance on request. SwimWise may require proof of the host’s coverage in return.

Full terms are in the host agreement. Participants agree to waivers, video release, and eligibility requirements.

Download the course flyer and terms (PDF)

Host a SwimWise Education Weekend