Spotlight - Gala Entries

24th January 2016

Every few weeks we will be holding a spotlight to some of the jobs that go into running the club for you to get a real insight into how it all works.

This week, we are taking a look at Gala Entries.



I'm Gill and I've been a volunteer with Atlantis for 9 years as Gala Secretary. It all began when my eldest daughter started swimming with Atlantis, at Steyning, at the age of 9, just before Bill joined the club. Very soon she was involved in galas and it was then I decided to help as Atlantis are always looking for willing volunteers.

People are surprised to hear that I no longer have children swimming with the club, but I love doing what I do so give my time gladly.

Everyone thinks I must be an excel wizard because of the amount of data that I have to process for individuals and team entries to galas. Actually, it's not nearly as daunting as you might think. When you enter your details on the website, I download them to an excel file which allows me to manipulate the data to produce the Reminders and Team sheets. I manually make entries on to an entry system which most meets use (it used to be a nightmare when there were several different entry systems being used by different clubs, but thankfully it is mostly a doodle now). The most time consuming part is then checking that all the details have been entered correctly as it is too easy to miss off a swimmer or an event, or enter a wrong event. I use the downloaded excel file to manually cross check these.

Parent's often email me to say they've made a mistake with the entry, or they need help entering a gala for the first time. Don't worry, you are not the only one!

Atlantis are becoming so successful that I would really appreciate someone to work alongside me to manage the entries for a handful of galas per year.  I'll still be here, doing the majority of it and would support you fully, but would love to have someone to share a small part of the role with. If you are interested, or would like more information, please contact me at

Thank you.