Gala Policy / Participation Guidelines

Cybersmart Aquatics
48 Pienaar Road, Milnerton,
Cape Town, 7441
+27 21 286-0511
cybersmartaquatics@icloud.com

Updated: 1 May 2026

Gala Participation Guidelines

Eligibility

To participate in galas, swimmers must:

  • be officially registered with CTA/WCA/Swim South Africa through Cybersmart Aquatics,
  • hold active membership status with the club,
  • have all club and gala-related accounts fully up to date,
  • and have at least one parent registered as a timekeeper where required.

Please note:

A swimmer whose account falls into arrears is regarded as an inactive member until the account has been brought fully up to date again. During this period, the swimmer is not eligible for gala registration or participation in club-related competitive activities.

This policy exists not only for financial and administrative reasons, but also because CTA/WCA/Swim South Africa regulations require swimmers competing at galas to represent an active registered club membership.

Accordingly, active membership status and account standing are directly linked to gala eligibility.

Gala Calendar

The gala calendar is available at:

👉 https://www.cybersmartaquatics.com/downloads

Please note that CTA, WCA, and Swim South Africa may amend gala schedules, qualifying criteria, or venues on short notice.

Cybersmart Aquatics coaches determine:

  • which galas the club will attend,
  • swimmer participation suitability,
  • and all official gala entries.

Before each gala, a dedicated WhatsApp group will be created for eligible swimmers and parents. All gala communication, entry confirmations, timekeeping information, and logistical updates will be communicated through these groups.

Gala Participation & Scratching

If your child will not participate in a gala, please notify the club in the relevant gala communication group before entries are finalised.

Example:
“Please scratch my daughter, Suzy.”

Once gala entries have been submitted and invoiced, parents remain liable for the gala entry fees, even if the swimmer later withdraws.

Payment

Please ensure all invoices are settled by the stated due dates.

Late payment or non-payment may result in:

  • suspension of active membership status,
  • inability to process registrations,
  • exclusion from gala participation,
  • and/or restriction from club-related activities until accounts are brought up to date.

Club Gear

In accordance with CTA and WCA regulations, only approved club gear may be worn at galas.

The Cybersmart Aquatics swim cap is compulsory during both warm-up and racing sessions.

Club gear can be viewed here:

👉 https://shop.cybersmartaquatics.com

We look forward to seeing you racing.

Yours in Swimming,
Cybersmart Aquatics