Upcoming Invitational Entry Fees and Billing Process
Dear Stingray Families,
As we prepare for our first invitationals of the season, we'd like to provide some information regarding invitational entry fees and how they will be billed through SwimTopia.
Our upcoming invitationals are:
Overlook Opener (June 11)
- Individual Events: $3 per event
- Relay Events: $15 per relay
Black Knight Invitational (June 13)
- Individual Events: $5 per event
- Relay Events: $12 per relay
Invitational entry fees are charged to the Hempfield Stingrays by the host teams after swimmer entries have been finalized. The host teams bill our team a lump-sum amount covering all swimmer and relay entries, and we in turn bill participating families for their swimmer's portion of those fees.
Once entries have been finalized by the coaching staff, each family will receive information regarding the number of individual and relay events their swimmer(s) have been entered in, along with the corresponding amount due. Families will then be able to submit payment through the Team Store on our SwimTopia website using the instructions that have been provided (attached to this email).
As many of you know, this is our first season using SwimTopia after several years on the Active platform. Active allowed us to automatically bill invitational fees directly to family accounts, but it also came with its own billing and payment management challenges. While SwimTopia requires a few additional steps from families when paying invitational fees, we believe it will ultimately provide a smoother and more transparent process overall.
As we work through the details of this new system, we appreciate your patience and understanding. To help reduce the number of separate transactions and communications throughout the season, we will generally try to combine billing for multiple invitationals whenever practical.
Thank you for your support of the Hempfield Stingrays and for helping us navigate this transition. We are excited to offer these invitational opportunities to our swimmers and look forward to a great season ahead.
If you have any questions regarding invitationals, event entries, meet fees, billing, or navigating the SwimTopia Team Store, please feel free to contact a member of the Parent Board or reach out to me directly. We're happy to help and want to make the process as simple and transparent as possible for our families.
Go Stingrays!
Adam Matchette
Treasurer, Hempfield Stingrays
