Meet Fee Charges FAQ
We are receiving lots of questions about how, when and why meet fees are posted to accounts. Here are the most common questions we are hearing.
Q: My swimmer is signed up for the meet, but I do not see the charges on my account.
A: These fees are added to your account on the day following the meet. We typically close our parent access to the meet file a week before the entry file is sent to the meet host to allow our coaches the opportunity to review the entry selections. We wait until the day after the meet to add the fees to your account.
Q: How do I pay my meet fees?
A: The day after the meet, our Team Administrator will add the meet fees to your account. If you have a credit card or ACH set up on your account for payment, the fees will be posted to your account and automatically deducted from your account on the first day of the next month.
Q: I signed up for the meet this weekend, but my swimmer is not able to attend (example: illness, travel, change of plans), can you please remove them from the meet?
A: Approximately 10-14 days before the meet, we send our entry file to the meet host. After this time, we are not able to make any changes, adding or removing swimmers or events, to the file. Upon receipt of the entry files, the meet director consolidates the entries from the participating teams to confirm the psych sheet, timelines, volunteer requirements and other meet details.
We understand that the unexpected happens and sometimes it means our family plans change. However, Machine Aquatics is required to pay the fees for the athletes represented. If you are registered for the meet, you will be responsible for the meet entry fees.
Q: I told my coach at practice earlier this week that we would not be attending the meet, why are they on the meet sheet? I don’t want to be charged for this meet.
A: Once the meet file has been sent to the host, in general, we are not able to make changes to the entries. We appreciate you letting the coaches know that you will not be able to attend the meet, however, they can not remove a swimmer at that point in the process. Entry fees are added to your account and you are responsible for payment of those fees.
Q: I have signed up for the travel meet, but do not see the charges on my account. Am I registered?
A: Yes, you are registered for the meet. Please make sure you have the confirmation for the events you selected for your swimmer. The charges are placed on your account by Team Administrators as we send the entries to the meet host.
