Welcome to
Ascot Royals Swimmers!

Your Guide to Joining Our Swimming Family

We're delighted that you're considering joining Ascot Royals Swimmers!

Whether your swimmer is developing their technique, building confidence or looking to take their swimming to the next level, we want everyone to feel welcome, supported and part of the club.

We believe swimming should be enjoyable, rewarding and a great way to develop confidence, friendships and lifelong skills.

We've put together this guide to help you understand how to join, how membership works and what to expect as part of Ascot Royals Swimmers.

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1. Joining Ascot Royals Swimmers

Getting started is simple!

Step 1 – Get in Touch

Contact our friendly team and tell us a little about your swimmer, including their age, swimming experience and what they're hoping to achieve.

We'll be happy to answer any questions and help you find the most suitable swimming group.

Step 2 – Finding the Right Squad

Every swimmer is different, and it's important that they feel comfortable and confident in the water.

Our coaching team will help identify the most suitable squad based on swimming ability, experience and individual goals.

Where appropriate, we may invite your swimmer to attend a trial or assessment session.

Step 3 – Complete Your Membership

Once you've decided to join, we'll guide you through the membership process.

This includes providing:

• Swimmer's personal details.
• Parent or guardian contact information.
• Emergency contact details.
• Relevant medical information.
• Photography consent preferences.
• Direct Debit payment arrangements.

We'll also explain your swimmer's training sessions, squad arrangements and membership fees.

Step 4 – Welcome to the Royals!

Once everything is in place, your swimmer is ready to get started!

Our coaches will help them settle in, meet their squad and feel part of the Ascot Royals swimming family.

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2. Membership and Monthly Training Fees

We understand that families appreciate knowing exactly how their swimming fees work, so we aim to keep everything as straightforward and transparent as possible.

At Ascot Royals Swimmers, our training and club membership fees are calculated annually and then divided into 12 equal monthly payments.

These payments are processed on the 1st of every month through GoCardless Direct Debit.

This allows families to spread the cost of swimming evenly throughout the year rather than having to pay larger amounts during the swimming season.

Why Do We Collect Payments Over 12 Months?

Running a swimming club involves costs throughout the year, including:

• Swimming pool hire.
• Qualified coaching staff.
• Club administration.
• Equipment and essential running costs.

Rather than charging different amounts each month depending on the number of training sessions, we calculate the overall annual cost and divide it equally across 12 months.

This means your monthly fee remains consistent and predictable, making it easier to budget.

What Happens During the Summer Break?

Ascot Royals Swimmers takes a planned break from regular training during the summer.

Although swimming sessions are not taking place during this period, monthly payments continue as normal.

This is because our fees are annualised.

The total cost of the swimming year, including the summer break, is calculated in advance and divided into 12 equal monthly payments.

You are not being charged extra for the summer holidays. You are simply spreading the cost of your annual swimming membership and training across the whole year.

If we only collected payments during the months when training takes place, the monthly fees during those months would need to be higher.

By spreading the cost across 12 months, we can keep payments consistent and more manageable for families.

In simple terms: Your monthly fee is one-twelfth of your annual swimming fees, not a charge for the number of sessions taking place that month.

What If My Swimmer Misses a Session?

We understand that swimmers may occasionally miss sessions due to illness, family holidays, school commitments or other activities.

As fees are calculated annually and divided into equal monthly payments, individual missed sessions do not normally result in a reduction in fees.

If your swimmer is likely to be absent for an extended period, please get in touch so we can discuss your circumstances.

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3. Paying by GoCardless Direct Debit

To make paying your swimming fees as easy as possible, Ascot Royals Swimmers uses GoCardless, a secure Direct Debit payment service.

GoCardless allows us to collect membership and training fees automatically from your nominated bank account.

Once your Direct Debit has been set up, there's no need to remember to make a separate payment each month.

How Do I Set Up My Direct Debit?

When you join, we'll send you a secure GoCardless link.

Simply follow these steps:

• 1. Open the GoCardless link provided by the club.
• 2. Enter your bank account details.
• 3. Review and authorise the Direct Debit mandate.
• 4. Once your mandate is active, your regular monthly payments can be collected automatically.

When Are Payments Collected?

Monthly training and membership fees are processed on the 1st of every month.

Payments continue throughout all 12 months of the year, including during the summer break.

Why Do We Use GoCardless?

GoCardless makes payments easier for both families and the club.

• Convenient: No need to remember monthly payments.
• Secure: Payments are processed through GoCardless.
• Simple: Once set up, your regular payments are collected automatically.
• Transparent: You'll receive payment notifications in accordance with GoCardless arrangements.
• Protected: Eligible Direct Debit payments are covered by the Direct Debit Guarantee.

All members are required to have an active GoCardless Direct Debit mandate in place for the collection of club fees.

If you have any difficulties setting this up, please get in touch. We're always happy to help.

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4. Swim England Membership

As part of joining Ascot Royals Swimmers, swimmers are required to have the appropriate Swim England membership.

Swim England is the national governing body for swimming in England.

Membership provides relevant registration and insurance arrangements and allows swimmers to participate in appropriate swimming activities and competitions.

When Is Swim England Membership Collected?

Annual Swim England membership fees are collected on 1st December each year.

This is a separate annual payment from your regular monthly training and club membership fees.

The amount payable depends on your swimmer's Swim England membership category.

We'll explain which category applies to your swimmer and the relevant cost.

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5. Changing Squads or Training Arrangements

As swimmers develop, their training needs and goals may change.

One of the exciting parts of club swimming is seeing swimmers progress, improve their skills and move into new training groups when they're ready.

Our coaching team will discuss any proposed squad changes with you and explain how these may affect training times and monthly fees.

If your swimmer needs to reduce their training commitment, please speak to us so we can discuss the available options.

Where a change results in an adjustment to fees, we'll confirm the revised amount and when it will take effect.

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6. Competition Entry Fees

Ascot Royals Swimmers uses Swim Manager to allow parents to enter their swimmers into competitions.

Competition entry fees are separate from regular monthly training and membership fees.

When you submit a competition entry through Swim Manager, an invoice is generated for the selected events.

These fees are then collected automatically through GoCardless Direct Debit, using your existing payment mandate.

You do not need to arrange a separate bank transfer or card payment.

Competition fees may be collected separately from your usual monthly payment on the 1st, so please check your GoCardless notifications for the amount and collection date.

Further information about entering competitions can be found in our Parent's Guide to Swim Manager.

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7. If a Payment Doesn't Go Through

We understand that occasionally a Direct Debit payment may fail.

If this happens, we'll contact you to explain what has happened and help arrange payment of the outstanding amount.

If you're experiencing any difficulties with payments, please speak to us as early as possible.

We would always prefer to have a conversation and work towards a practical solution.

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8. Taking a Break or Leaving the Club

We hope your swimmer will enjoy many happy years with Ascot Royals Swimmers, but we understand that circumstances and interests can sometimes change.

If you're thinking about taking a break or leaving the club, we'd encourage you to speak with your swimmer's coach or our membership team first.

There may be ways we can help, whether that's adjusting training commitments, discussing a different squad or addressing any concerns.

Giving Notice

If you decide to leave, please provide written notice in accordance with the club's membership terms.

This helps us plan squad places, coaching arrangements and pool hire commitments.

We'll confirm the applicable notice period and final payment arrangements.

Please don't cancel your GoCardless Direct Debit until your final membership payment has been confirmed and any outstanding fees have been settled.

If you're unsure about anything, please ask. We're here to help.

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9. Frequently Asked Questions

When Are Monthly Training Fees Collected?

Our monthly training and membership payments are processed on the 1st of each month through GoCardless.

Do I Pay Over 10 or 12 Months?

We collect 12 equal monthly payments throughout the year.

Our annual training and membership fees are divided equally across 12 months to make budgeting easier.

Do I Still Pay During the Summer Break?

Yes.

Ascot Royals Swimmers takes a planned break from regular training during the summer, but monthly payments continue as normal.

This is because our fees are annualised.

The summer break is already included in the annual fee calculation, and the total cost is divided into 12 equal payments.

You are not paying extra for swimming sessions during the break. You are simply spreading the cost of your annual membership and training across the year.

Why Don't Monthly Fees Reduce During the Summer?

If we only collected fees during the months when training takes place, monthly payments during those months would need to be higher.

Spreading the annual cost across 12 months keeps payments consistent and easier to manage.

What Happens If My Swimmer Misses a Session?

Monthly fees are based on annual squad membership rather than individual attendance.

Missed sessions do not normally result in a reduction in monthly fees.

When Do I Pay Swim England Membership?

Swim England membership fees are collected annually on 1st December.

This is separate from your regular monthly training fees.

Are Competition Entry Fees Included in My Monthly Payments?

No.

Competition entry fees are charged separately and collected automatically through GoCardless.

What If My Swimmer Changes Squads?

We'll explain any changes to your monthly fees and confirm when the new amount will apply.

What If I Have a Question About My Payments?

Please contact our membership team. We're always happy to help.

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10. We're Here to Help!

We want joining Ascot Royals Swimmers to be a positive and exciting experience for the whole family.

If you have any questions about membership, payments, training arrangements or anything else, please don't hesitate to get in touch.

Most importantly, we want every swimmer to enjoy their time in the water, make friends, develop their skills and feel proud to be part of our club.

We look forward to welcoming you to Ascot Royals Swimmers!

Ascot Royals Swimmers – Supporting every swimmer, every step of the way.