Regatta Entry Information
The Draw
City of Oxford Regatta and Sprint are typically oversubscribed and there is a hard limit on the number of races we can run. We aim to offer as wide a variety of events as we can and as such don’t always know which events will have a viable number of entries until we close which is why we don’t typically suspend entries before close. Unfortunately, these two things together mean every year we will likely have to reject crews and this happens between close of entries and the draw being published. Below we’ve described how we create the draw, as well as some tips to avoid being rejected.
Process and Priorities
Our primary goal is to fill competitive events across a breadth of boat types, which means events with 4 or more crews. This is agnostic of boat type, gender, or age categories. We will roll together age groups, move crews, and may even offer alternative events to make this happen.
Crews with no clear competition (cannot have an event combined, be moved to a more appropriate event or with points well outside the range of other crews) will be rejected straight away.
Once we have a list of events after combining, we’ll then aim to reduce the number of races needed to the limit for each day. Incomplete events will be removed first (2-3 boat crews). We then cut crews individually. We consider entry date, then payment date, then boat classes (where bigger boats are prioritised), then we may look at crews doubling up (where we’ll try and keep doubling up crews in the event). The ordering for cutting crews is set at the overall day level, but with the goal of not cutting any one viable event to <4 crews (i.e. we need to trim the races for the whole day but keep as many different events as we can).
From experience, this approach helps limit some outcomes which aren’t desirable for the regatta whilst still giving a mostly objective path to creating the draw. For example, we prefer not to have very large events of one boat type or cutting entire clubs because they entered slightly later than others. There is no perfect solution here and we’re mindful that most of the clubs entering are volunteer run. That means we want to limit the impact on clubs with limited admin time but at the same time do need a metric to order crews by.
We reserve the right to make final decisions subjectively or with a coin-toss. Keep in mind our time is limited in producing the draw and rarely we do just have to move on!
We don’t look at the overall number of crews entered from one club, nor do we compare clubs between the two days. We appreciate these may be important for some crews in making the trip, but it adds too much complexity. Our concern is creating a good draw in each session, it is up to entrants to consider the economics of their travel including in the eventuality that many boats are cut. If you have a critical crew (e.g. the one with your trailer driver in), please do let us know in the notes as that may help with decisions on the margin.
Sometimes we will end up rejecting entire clubs or individuals in multiple events. We appreciate that this may feel difficult when you’re on the receiving end, but it can just be an unfortunate outcome of the draw process. This is particularly prevalent for lower-entry groups like young juniors or older masters.
Many changes in the draw will be communicated via BROE2’s messaging systems, for example rejections and combining masters’ events into handicap events. Moving juniors, event types or more complex suggestions will be emailed directly.
What can you do to help
Enter early, pay early. This makes our entry list more certain as we come to close of entries and we can do more pre-work on the draw, as well as better advise people where there is a risk of no-competition.
Including in your entry notes any acceptable or unacceptable changes. For example, if you are/are not willing to move to another event, or if juniors are already rowing up an age group. We can’t always follow your suggestions, but they help significantly.
Be available after entries close to reply to queries. Typically we send out any requirements by the end of the Friday following close and need a reply by the end of Sunday. We have a hard time-limit to order the race numbers so a prompt response is appreciated.
Understand that we would much rather have every entrant come and race, but often cannot avoid rejecting some crews.
Refunds
Any crew which withdraws before the close of entries will receive a refund roughly around the close of entries. Please do not put off paying.
Any crew which we reject outright after the close of entries for any reason will receive a full refund around the time of the draw being published.
Any crew which we offer a reasonable change of event to (e.g. a masters handicap event) and withdraws because of it will not receive a refund. More significant changes (e.g. 4x+ to 4x) we expect to offer a refund and this will be communicated directly.
Any crew which withdraws because of changes to another event (e.g. the 8+ is rejected so you want to scratch your 4+) will not receive a refund on the secondary event.
If you are offered a refund, please do not go into BROE2 and withdraw/scratch your crew. This makes it much more difficult to identify the crew and your refund may get missed. We will reject your crew and refund accordingly.