The Club are pleased to announce the launch of our new online submission method for gala entries.
This method includes e-commence which not only enables the electronic submission of gala entries, but also enables payment via debit or credit cards for the first time
The introduction of this new method offers lots of benefits to both Club members and the Club itself. Being able to submit entries and make payment electronically will also significantly reduce the amount of work involved by Club officials (Club Reps, Competition Secretary and Treasurer) in managing gala entries.
Over the next few months the online method for submitting gala entries will be gradually introduced – starting with the Derventio Meet in April. The reason for this gradually introduction is to ensure that we adapt all necessary processes effectively, adapting and refining as necessary.
If you have ever ordered a takeaway online you will recognise our online submission method as it works in a very similar way.
Galas using the online method will continue to be announced in the usual way via the Club’s website. In the announcement there will be a link to the online submission page, where all the available events will be displayed – below is an example of the screen.
The submitter would then simply enter the member’ name and ASA number and then start selecting the events to enter. To select an event, they would enter the personal best time achieved and select LC or SC to indicate whether the time was achieved in a long or short course event (NOTE if the swimmer has no previous PB, then simply add 0:00:00). Then they click the “Add to Events” button and the event will be added to the Events List shopping trolley.
Once all the events have been added, click the Events List shopping trolley to review the selections. If an error has been made you have the option to delete and return to the selection page to redo.
A 30p handling fee will be added to the total cost. This fee covers the card payment charges which will be incurred via the Club’s merchant bank account and the amount has been set to simply cover these charges. No additional revenue is expected to be generated for the Club via this handling fee.
Unfortunately the handling fee is non-refundable in the event of withdrawals or rejections as the Club will incur the card payment charges regardless if the transaction is processed.
Once the selections are correct, click the Checkout button to make the payment.
The checkout screens requests contact details of the submitter and then payment method. A final order confirmation screen displays the selected events before clicking the Take Payment button.
The secure payment screen (see below) will then appear (we are using Cardstream service to manage this part of the process). Complete the requested information (card and billing details) etc. then click the Securely Submit Payment button. 
If successful a confirmation screen will be presented indicating the order ID number. The submitter will then received two emails. The first email will summarise the order – selected events, etc. – and the second email will provide a customer receipt (with order ID included in the reference information) from Cardstream.
Gateshead and Whickham ASC wish to formally thank Jason Douglas, his company CHIP AND PIN DIRECT and his associates for their support and assistance in making this online submission method possible.
If you have any questions relating to this matter, please contact Steven Reynolds (Steve.Reynolds@gawswim.org.uk).
