Volunteer Roles and Responsibilities

Every swim meet is staffed entirely by volunteers from the swim team community.

Each away meet requires 43 volunteers across 5 roles. Each home meet requires 64 volunteers across 10 roles. To make it easier for people to volunteer, we split most roles into A shift and B shift - A shift covers the first half of the meet, and B shift covers the second half.

The critical roles are Tent Parents, Clerk of Course, Timers, and Stroke & Turn Judges. However, if we are unable to fill all the volunteer roles, the Eagles may be required to forfeit a meet.

Since volunteers are so important:

• We ask that each Swim Team family volunteer for a minimum of 2 meets.
• Please try new roles. If you have been a timer, be a tent parent. If you have been a runner, be a tent parent. If you have been clerk of course, try out being a tent parent.
• Did I mention be a tent parent? We need a lot of those…

Home and Away Meets

Clerk of Course

• Clerk of Course is responsible for organizing swimmers by heat and lane behind the starting side of the pool.
• Clerk of Course ensures that swimmers stay in the proper heats and lanes until they enter the pool.
• Clerk of Course coordinates with Head Tent Parent and Tent Parents to ensure all swimmers are ready for their events and heats.

Stroke & Turn

• Must have attended training
• Stroke and Turn judges are responsible for ensuring that all swimmers obey the rules for the stroke that they are swimming.
• Complete appropriate paperwork if a DQ (disqualification) is determined

Scoring

• These volunteers will input times into the Swimtopia software that will be used to run the meet.
• Please provide your own computer that is charged or an extension cord/power cord to run to the closest outlet.

Ribbon Writers

• Receive ranking sheets from Scorekeepers.
• Apply place ribbon labels on the appropriate place ribbons.
• Organize place ribbons by team and age group.
• Distribute place ribbons to relevant coaches.

Tent Parents

• The responsibility of the tent parents are to keep their assigned age group of kids in the tent the ENTIRE meet.
• When it is time for them to go to clerk of course, the tent parent walks them there and get the kids to the right lanes until handed off to the clerk of course.
• Tent parents ensure that swimmers are behaving responsibly and treating each other with respect.
• Tent parents ensure that swimmers are following the rules of the host team (i.e. staying out of off limits areas)

Timers

• Volunteer timers will time for the duration of their shift and will report to our head timer.
• There will be 2-3 timers per lane (combined from both competing swim teams)
• One timer per lane will manage recording swimmer times on time sheets provided to timers by scorekeeper

Home Meet Only

Check In

• Sit at entrance to the pool and check in swimmers & volunteers as they arrive.
• Check In volunteers need to update the coaches if there is anyone who hasn't checked in.
• Update the tent parents that also need accurate and up to date swimmer lists.

Runner

• Picks up time record sheets from lane recorder and bring to the computer station.

Starter

• Requires previous training attendance
• Manages heats and operates starter equipment.
• Coordinates with Clerk of Course regarding timing and sequence of events and heats.
• Coordinates with Announcer on event and heat pacing

Announcer

• Facilitates start of each event/heat and uses the microphone to announce the event/heats.
• Coordinates with Starter on event and heat pacing
• Communicates with Clerk of Course to call swimmers to staging areas

Setup / Breakdown

• Help setup the amenity center for the event, including moving chairs, set up pop-up tents, tables etc before swimmers arrive and breakdown after the swim meet is over.
• Setup starts at 3pm and needs to be complete by 4:30

Parking

• Manages traffic and parking at the amenity center and surrounding streets
• Places No Parking signs as needed prior to swim meet