Volunteer Responsibilities
It takes a small army of dedicated, enthusiastic parent volunteers to make the season fun and successful.
Other than our coaches, the team is 100% volunteer-based. Summer league swimming is a "family" sport, parents are an integral part of the success of the team as they volunteer, lead, and run the organization. With so many fun and easy opportunities to choose from, everyone plays a role and has a great time.
Meets truly go much quicker when we all work as a team!!!
It takes roughly 60+ volunteers to run a home swim meet. If your swimmer is competing you are required to volunteer. Most positions require you to only work one shift. A shift is half of a meet – events 1 to 44 or 44 to 86 (Mock Meet events 1 - 28 or 29 - 60). Each event may have a number of heats. Some positions have you right on the deck where all of the action is – announcer, timer, judges, recorders and deck manager. These volunteers see it all. Other positions like computers and concessions are not quite in the thick of the meet but do allow for volunteers to “steal away” to watch their swimmer’s events.
- The first half shifts: Events 1 - 43 (Mock Meet 1 - 28)
- The second half shifts: Events 44 - 86 (Mock Meet 29 - 60)
- Parents of Age group 6 & UNDER swimmers, please note that your swimmers only swim during the first half, so consider that when you sign up to volunteer.
Here is some of what you need to know…
- If you are not able to fulfill your volunteer duty it is your responsibility to find a replacement.
- Please be on time (early works too). If you know you cannot be on time to work the 1st shift of the meet, please volunteer for a 2nd shift position.
- It is very important to pick up your name tag at the Volunteer Check-in when you get to the meet, this way we know you have arrived.
- If you are scheduled to volunteer and your child becomes ill the day of the meet and cannot swim please inform the volunteer coordinator and the head coach ASAP, they will replace you and your swimmer.
- Volunteers are required to work until the end of their shift, do not leave your assigned volunteer position until someone has relieved you. Do not leave your position if your child has finished their events early, you must complete your full shift.
- If you are scheduled to volunteer the 2nd half of the meet, please be courteous and show up on time to relieve the 1st shift volunteer.
Volunteer Positions andResponsibilities
ANNOUNCER (Home Meets Only) - Skill level: Medium Announces events, heats, and important information to keep our meets running smoothly. They also entertain us with music and announce our sponsor and concession.
1st Shift ARRIVAL TIME: 5:00pm; 2nd Shift START TIME: Event 44 (Mock Meet event #29)
Example of commands:
First call, event number, and event description (i.e. "Event number 1, 6 & under girls free relay. Please report to the blocks").
After a short interval repeat the above for the second call.
At the end of the second call, wait a short interval and give a final call for the event.
The announcer should follow this procedure for all remaining events.
Try to stay 3 events ahead of the event in the water.
BULLPEN -Skill level: Medium Responsible for gathering the swimmers for their upcoming event or relay; works with Lead Deck Manager. All relays for 10 & Under are 4x 25-yard relays, swimmers in the #2 & #4 starting position on the relay will start from the non-block end of the pool and need to be escorted to their position by the Bullpen worker & Lead Deck Manager. Swimmers should be in position behind the blocks no less than three events before their race. Bullpen volunteers remain with their age group.1st Shift ARRIVAL TIME: 5:00pm; 2nd Shift START TIME: Event 44 (Mock Meet event #29)
CONCESSION VOLUNTEER (Home Meets Only) - Skill level: Easy
1st Shift ARRIVE: 4:30pm Assist w/ set-up (2 volunteers)
2nd Shift: START TIME: Event 44 (Mock Meet event #29) - Assist with clean-up after meet
- Assist with set-up and clean-up
- Assist with food preparation
- Responsible for selling food and drinks at the concession stand.
- Please report to the Concession Coordinator at the beginning of your session.
***Note: Concession volunteers enjoy the benefits of staying cool and dry; volunteers can step away to watch their swimmers compete.
EVENT/HEAT DISPLAY (Home Meets Only) - Skill level: Easy Updates remote-controlled Event/Heat Display Clock. CHECK-IN TIME: 1st Shift 5:00pm; 2nd Shift: Event #44 (Mock Meet event #29)
DECK MANAGER - Skill level: Challenge Oversees the ready area, and lines up swimmers on the deck for their event. He/she shall be provided with the heat sheet listing the names of all swimmers in all events. He/she shall notify each swimmer to wait behind the starting block until the starter takes over control of the race. Swimmers should be in position behind the blocks no less than three events before their race. Each team provides a deck manager for their team. CHECK-IN TIME: 1st Shift 5:00pm; 2nd Shift: Event #44 (Mock Meet event #29)
LEAD DECK MANAGER - Skill level: Challenge The Lead Deck Manager is responsible for ensuring all Fins swimmers are ready and at the correct end of the pool, on the deck 3 events before their scheduled event; in the correct heats and lanes. Works with Bullpen Managers, the Deck Manager, and Coaches. CHECK-IN TIME: 1st Shift 5:00pm; 2nd Shift: Event #44 (Mock Meet event #29)
JUDGES' RECORDER (Home Meets Only) - Skill level: Easy Works with place judges with their copy of the Judges Placing Form. When the race is finished and the judges and starter/referee have ruled on the place finishes, he/she will record the places in the appropriate block on the Judges Placing Form. This form is then collected by the Master Recorder. CHECK-IN TIME: 1st Shift 5:00pm; 2nd Shift: Event #44 (Mock Meet event #29)
MASTER RECORDER - Skill level: Medium
The MR collects the Judges' Placing Forms from the Judge's Recorder when the event is complete and the places have been recorded. The MR goes to each lane and records the times after each race on the scoresheet and delivers the scoresheet to the runner or computer table. CHECK-IN TIME: 1st Shift 5:00pm; 2nd Shift: Event #44 (Mock Meet event #29)
PLACE JUDGE - Skill level: Medium Each team shall provide one place judge. The judges must always command a clear view of the race and finish line. The judges are to judge the place finishes as they see them and write the place finish on their updated copy of the meet program. The judge’s recorder at the end of the race will copy that order of finish on the UK Judges Placing Form. The place judges override the times and the starter referee overrides the place judges if there is a dispute. If the starter referee is not able to determine the finish order it is recorded as a tie. At no time should the judges refer to the times to determine the order of finish.
Note: This position requires at least one year of experience with swim meets.
CHECK-IN TIME: 1st Shift 5:00pm; 2nd Shift: Event #44 (Mock Meet event #29)
TIMERS - Skill level: Easy Clock and record swimmers' time. Requires two volunteers/lane. One person operates the stopwatch the other person records the times from the stopwatch and communicates those times to the Master Recorder. ***ALL TIMERS - (1st & 2nd shift) CHECK-IN TIME: 5:00PM
***Rules meeting with Official @ 5:15pm.
RIBBON WRITER: Skill level: Easy The Ribbon Writer will get labels from the Computer Leads, place the labels on the appropriate ribbons and file the Windward Waves ribbons in the family folders. 2nd Shift position only; CHECK-IN TIME: Event 44
FLOATER: Skill level: Medium This "Jack of all Trades" will fill any vacant volunteer position as needed during the meet. Must be available to jump into any available job opening for the duration of the meet.
ALL Substitutes: CHECK-IN TIME: 1st Shift 5:00pm
***Must be available for the duration of the meet.
It takes a small army of dedicated, enthusiastic parent volunteers to make the season fun and successful.
Other than our coaches, the team is 100% volunteer-based. Summer league swimming is a "family" sport, parents are an integral part of the success of the team as they volunteer, lead, and run the organization. With so many fun and easy opportunities to choose from, everyone plays a role and has a great time.
Meets truly go much quicker when we all work as a team!!!
It takes roughly 60+ volunteers to run a home swim meet. If your swimmer is competing you are required to volunteer. Most positions require you to only work one shift. A shift is half of a meet – events 1 to 44 or 44 to 86 (Mock Meet events 1 - 28 or 29 - 60). Each event may have a number of heats. Some positions have you right on the deck where all of the action is – announcer, timer, judges, recorders and deck manager. These volunteers see it all. Other positions like computers and concessions are not quite in the thick of the meet but do allow for volunteers to “steal away” to watch their swimmer’s events.
- The first half shifts: Events 1 - 43 (Mock Meet 1 - 28)
- The second half shifts: Events 44 - 86 (Mock Meet 29 - 60)
- Parents of Age group 6 & UNDER swimmers, please note that your swimmers only swim during the first half, so consider that when you sign up to volunteer.
Here is some of what you need to know…
- If you are not able to fulfill your volunteer duty it is your responsibility to find a replacement.
- Please be on time (early works too). If you know you cannot be on time to work the 1st shift of the meet, please volunteer for a 2nd shift position.
- It is very important to pick up your name tag at the Volunteer Check-in when you get to the meet, this way we know you have arrived.
- If you are scheduled to volunteer and your child becomes ill the day of the meet and cannot swim please inform the volunteer coordinator and the head coach ASAP, they will replace you and your swimmer.
- Volunteers are required to work until the end of their shift, do not leave your assigned volunteer position until someone has relieved you. Do not leave your position if your child has finished their events early, you must complete your full shift.
- If you are scheduled to volunteer the 2nd half of the meet, please be courteous and show up on time to relieve the 1st shift volunteer.
Volunteer Positions andResponsibilities
ANNOUNCER (Home Meets Only) - Skill level: Medium Announces events, heats, and important information to keep our meets running smoothly. They also entertain us with music and announce our sponsor and concession.
1st Shift ARRIVAL TIME: 5:00pm; 2nd Shift START TIME: Event 44 (Mock Meet event #29)
Example of commands:
First call, event number, and event description (i.e. "Event number 1, 6 & under girls free relay. Please report to the blocks").
BULLPEN -Skill level: Medium Responsible for gathering the swimmers for their upcoming event or relay; works with Lead Deck Manager. All relays for 10 & Under are 4x 25-yard relays, swimmers in the #2 & #4 starting position on the relay will start from the non-block end of the pool and need to be escorted to their position by the Bullpen worker & Lead Deck Manager. Swimmers should be in position behind the blocks no less than three events before their race. Bullpen volunteers remain with their age group.1st Shift ARRIVAL TIME: 5:00pm; 2nd Shift START TIME: Event 44 (Mock Meet event #29)
CONCESSION VOLUNTEER (Home Meets Only) - Skill level: Easy
1st Shift ARRIVE: 4:30pm Assist w/ set-up (2 volunteers)
2nd Shift: START TIME: Event 44 (Mock Meet event #29) - Assist with clean-up after meet
- Assist with set-up and clean-up
- Assist with food preparation
- Responsible for selling food and drinks at the concession stand.
- Please report to the Concession Coordinator at the beginning of your session.
***Note: Concession volunteers enjoy the benefits of staying cool and dry; volunteers can step away to watch their swimmers compete.
EVENT/HEAT DISPLAY (Home Meets Only) - Skill level: Easy Updates remote-controlled Event/Heat Display Clock. CHECK-IN TIME: 1st Shift 5:00pm; 2nd Shift: Event #44 (Mock Meet event #29)
DECK MANAGER - Skill level: Challenge Oversees the ready area, and lines up swimmers on the deck for their event. He/she shall be provided with the heat sheet listing the names of all swimmers in all events. He/she shall notify each swimmer to wait behind the starting block until the starter takes over control of the race. Swimmers should be in position behind the blocks no less than three events before their race. Each team provides a deck manager for their team. CHECK-IN TIME: 1st Shift 5:00pm; 2nd Shift: Event #44 (Mock Meet event #29)
LEAD DECK MANAGER - Skill level: Challenge The Lead Deck Manager is responsible for ensuring all Fins swimmers are ready and at the correct end of the pool, on the deck 3 events before their scheduled event; in the correct heats and lanes. Works with Bullpen Managers, the Deck Manager, and Coaches. CHECK-IN TIME: 1st Shift 5:00pm; 2nd Shift: Event #44 (Mock Meet event #29)
JUDGES' RECORDER (Home Meets Only) - Skill level: Easy Works with place judges with their copy of the Judges Placing Form. When the race is finished and the judges and starter/referee have ruled on the place finishes, he/she will record the places in the appropriate block on the Judges Placing Form. This form is then collected by the Master Recorder. CHECK-IN TIME: 1st Shift 5:00pm; 2nd Shift: Event #44 (Mock Meet event #29)
MASTER RECORDER - Skill level: Medium
The MR collects the Judges' Placing Forms from the Judge's Recorder when the event is complete and the places have been recorded. The MR goes to each lane and records the times after each race on the scoresheet and delivers the scoresheet to the runner or computer table. CHECK-IN TIME: 1st Shift 5:00pm; 2nd Shift: Event #44 (Mock Meet event #29)
PLACE JUDGE - Skill level: Medium Each team shall provide one place judge. The judges must always command a clear view of the race and finish line. The judges are to judge the place finishes as they see them and write the place finish on their updated copy of the meet program. The judge’s recorder at the end of the race will copy that order of finish on the UK Judges Placing Form. The place judges override the times and the starter referee overrides the place judges if there is a dispute. If the starter referee is not able to determine the finish order it is recorded as a tie. At no time should the judges refer to the times to determine the order of finish.
Note: This position requires at least one year of experience with swim meets.
CHECK-IN TIME: 1st Shift 5:00pm; 2nd Shift: Event #44 (Mock Meet event #29)
TIMERS - Skill level: Easy Clock and record swimmers' time. Requires two volunteers/lane. One person operates the stopwatch the other person records the times from the stopwatch and communicates those times to the Master Recorder. ***ALL TIMERS - (1st & 2nd shift) CHECK-IN TIME: 5:00PM
***Rules meeting with Official @ 5:15pm.
RIBBON WRITER: Skill level: Easy The Ribbon Writer will get labels from the Computer Leads, place the labels on the appropriate ribbons and file the Windward Waves ribbons in the family folders. 2nd Shift position only; CHECK-IN TIME: Event 44
FLOATER: Skill level: Medium This "Jack of all Trades" will fill any vacant volunteer position as needed during the meet. Must be available to jump into any available job opening for the duration of the meet.
ALL Substitutes: CHECK-IN TIME: 1st Shift 5:00pm
***Must be available for the duration of the meet.
