Organiser's Page

This is a check list and resource page for clubs hosting Thames Valley Junior League galas.

Meetings

The league is organised by a member club on a annual rotating basis.   That club provides a chairman, and sometimes a secretary.  There is no central committee of the league.  As such the chairman/secretary have the stewardship of the league for the year.  There is a published outline of what is involved in this stewardship.  The only other people involved are the treasurer and the webmaster.

Meetings are usually held online, roughly the middle of the county. By agreement, some of the business of the league can be conducted by e-mail.

There is a start-of-season meeting to confirm venues, dates and galas.

There is usually a meeting after round 1. This is only held if needed. The agenda is to deal with anything arising from the galas and confirm the gala venues and team assignments: The date of the next one has not been set. The TVJL AGM is held early June: The date of the next one is to be confirmed.

Minutes etc are here.

These are the current rules, (how many swims a swimmer can do, etc).  This is the Word version.
This the current constitution, (which club rules the league, and so on).  This is the Word version.

Paperwork

The following paperwork will be needed for a gala. It's available as both ".doc" and PDF files.  You'll need the ".doc" (Word) format files if you need to change then.

You will likely need all the green pieces, although some yellow bits might be alternatives (but more work). You won't need the red ones usually.

Item # File PDF link Description / Customisation needed Source link
1 Customised Results slips and programmes   For 2025 Round 1 use either "A" Gala or "B" Gala for pre-filled slips and programmes.
For Round 2 use either "A" Gala or "B" Gala for pre-filled slips and programmes.
For Round 3 use either "A" Gala or "B" Gala for pre-filled slips, programmes, and NEW! timekeeper lane sheets.		 (None)
2 Recorders Check Form Link Gala Summary sheet used to send results to League secretary. You probably want the Word version, to edit your results into. Word
3 Hosting Checklist Link Checklist for names of officials and helpers and tasks to be done for the gala hosting club. (None)
4 Electronic score sheet   Run in Excel. Cross checks as you go - just fill in team names and the swim times. Protection password is the four letters tvjl. Would probably mean you need a printer at the gala as well as a laptop... Keep electronics away from water! Excel
5 Spectator Notice Link "Admission by programme: £5.00 per person: Children 12&under and OAPs free". Word
6 Recorder to Announcer slips Link Trivial, but a way to pass the part-time scores. You'll need 3 slips, i.e. one page. Word
7 Team Sheet Link Fill in details of the team's names, dates of birth and relay order before the start of the gala and submit to organisers. Word
8 Team Sheet for Coaches Link To assist coaches and team mangers in assigning swimmers to races. Not handed in. Word
9 Recorder's sheet (5 team) Link Manual results sheet: for 5 team galas. Best printed as A3, or A4 and enlarged to A3. Excel
10 Gala Takings Form Link Use this if you need to report the financials of a League Gala. Word
11 Lane Draw Kit Link Rather trivial, but a set of lane numbers to use to draw teams to pools! Word

TVJL Logo

If you need a logo for websites, programmes or other material, use one of these. 

Usual logo warnings:

A selection of logos are available.  Choose the size which is closest to your desired size. For most people it will be the 100x100 version.  If you require a different format, or vastly different size, please contact the webmaster.

PNG (Portable Network Graphics) format is the usual one, as it allows for transparent backgrounds and uses lossless compression. Most packages can process it nowadays.

Size File
Format		 Details
Large PNG 645 x 658 (112kB)
Medium PNG 200 x 200 (26.0kB)
Small PNG 100 x 100 (10.1kB)
Source Powerpoint 3.33MB