Please note that you do not register Lil’ Gators in the swim team registration process. The Lil’ Gator registration is via private link, and this link and instructions are sent to those with a reserved spot in the program.

FIRST STEP: REGISTER ONLINE FOR SWIM TEAM

• If you are a returning member of our team, log into your Village Green Swim Team account before clicking the REGISTER button so the system will populate your registration with much of your data from last year!  If you do not remember your login email, please contact us [email protected] so she can look it up for you.
  • If you are new to our team but have used SwimTopia before for another team and want to use the same email, be sure to list your name exactly as for the other team or you will get an error message saying that email has been taken!
  • Be sure to have your medical insurance information on hand to enter where requested. If you are cash pay, please write Cash Pay where information is requested.
• Click the REGISTER button. A progress bar will show you what you have completed and what is next. You can go back to a previous section at any time to make changes, but to move forward click the Next Step button at the bottom of the section you just completed. You will have 30 minutes to complete each section of registration.

Registration Steps

Personal Information

• Enter the contact information, email address and volunteer preferences for each parent/guardian on the registration.
  • Use the exact same spelling and punctuation of your account name (parent’s name) as you've previously used for SwimTopia if you are using the same login email. If you do not, the system will tell you that the login email is already taken (by you the way you spelled and punctuated your name last year).
• Enter the information for each swimmer you are registering. To add or delete a line, click the +Add or Remove buttons. Next, add your home address and phone number.
  • Use the exact same spelling and punctuation of your swimmers’ names as you've previously used for SwimTopia so that they are not seen as additional swimmers in your family. The SwimTopia system sees Jane H. Doe as a different person from Jane H Doe due to the punctuation after the middle initial.
    

Questions & Acknowledgements (Waivers)

• Read and check to acknowledge the liability waivers, questions, affiliations, and agreements.
• Enter your initials to electronically sign if needed.
• All forms will be signed electronically online by checking the acknowledgement boxes.
• Click the Next Step button to save your changes and move on to the next section.
• Did you receive this notification - "this email address has already been taken"? The likely cause is that you spelled your name differently than last year or on another site using SwimTopia. Either change the name format to what you think it has been before or email [email protected] so we can reach out to SwimTopia for a fix.

Medical Information

• Enter any allergies or medical conditions about which you want us to know.
• Enter your swimmer's physician, insurance information, and emergency contacts.
  • Your health insurance policy number is typically your member ID number.
  • Write Cash Pay instead of insurance information if you pay cash instead.
• Click the Next Step button to save your changes and move on to the next section.

Order Summary and Payment

• Review your registration fees on your Order Summary.
  • SwimTopia is now collecting a $3 per-athlete technology fee, which will be added to your fee total.
• Below the Order Summary, you'll have 2 payment options:
  • Pay with Credit Card - Click "credit card," and Checkout where you can verify your payment total and securely enter your credit card information.
    • A 3.4% processing fee plus a $0.30 per transaction fee will be added to the total for credit card payments.
    • Per the Commitments Agreement clicked, you will be approving a one-time conditional credit card charge of $50 that will be assessed in the case of a missed meet shift or committee work not done. Additional missed work may result in dismissal from the team.
  • Pay by Check - click “check,” and Checkout where you can verify your payment total and view instructions to remit payment at In Person Registration: Saturday, April 11, 8 am – noon OR Monday, April 13, 5:30-7:30 pm.
    • You’ll need to bring 2 checks: one for team fees and any shirts/caps purchased and a separate check for $50 to be held and deposited if a meet shift or committee work is not completed. If you complete all your meet shifts and committee work, this check will be destroyed unless you pick it up at the end-of-season awards ceremony. Additional missed work may result in dismissal from the team.

Confirmation

• Do not stop until you have seen a confirmation screen and receipt or you will not be fully registered.

Activation

• You now have an account for the 2026 Village Green Swim Team season. Check your email for a copy of this registration confirmation receipt and, if new to Swimtopia, activation instructions to finish setting up your account. (If you have a current SwimTopia account with us or with another team, you may not receive this activation email as you already are in the SwimTopia system.)

Problems Registering?

• Email [email protected] for help.

SECOND STEP: COME TO AN IN-PERSON REGISTRATION (Swim Team pool at 4 Seasons Lane)

Either Saturday, April 11, between 8 am and 12:00 pm OR Monday, April 13, between 5:30 pm and 7:30 pm to:

• Sign up for worker shifts: 2 dual meet shifts per swimmer and 1 at the Green & White Meet if swimming. (At a later date you will be assigned shifts at Smoky and City meets if your family participates).
  • Please have your calendar (and checkbook if paying by check) with you and look at the meet schedule before coming to In-Person Registration so you will know your availability for meet worker shifts and team events.
• Sign up for a committee.
• Ensure you have Notifications Enabled in the SwimTopia mobile app for meet worker shift reminders. (Information about and instructions for downloading the app are included at end of this document.)
• Order optional apparel and silicone caps. Latex caps will be provided to all Swim Team members, and silicone caps can be purchased for those with long/thick hair. 
• Remit fees by check payable to VGST unless you paid fees by credit card during online registration.
  • Resident fees are $210 for the first swimmer and $185 for each additional swimmer in the family.
  • Nonresident fees are $250 for the first swimmer and $225 for each additional swimmer in the family.
  • There will be a $30 nonrefundable championship meet fee per swimmer this season to cover entry fees.
  • A VG Recreational Membership is not required for nonresidents but is an option for those who wish to pay resident rates and use the pools outside of swim practice. To use this option, contact the Village Green HOA.
• Meet & greet your head coach Sarah Fortney, board members, and your VGST friends!

Missing In-Person Registration creates extra work for our volunteer board and will result in a $25 fee per family.

GENERAL INFORMATION

Our Meets this Year

Regular Practice Times

• Ages 8 - 10, second year or more, 8-9 am, M-F
• Ages 11 - 14, 9-10 am, M-F
• Ages 15 and older, 10:15-11:30 am, M-F
• Ages 7 & under, first year ages 8-10, 11:30 am-12:15 pm, M-Th Rookie Practice
• Lil' Gators Feeder Program, 11:30 am-12:15 pm, Fridays 

SEE YOU AT THE POOL MAY 27!