Volunteer Job Descriptions
Meet Volunteer Positions and Responsibilities
Swim Team is NOT a Spectator Sport
It takes a small army of dedicated, enthusiastic parent volunteers to make the season fun and successful.
It takes roughly 50-60 volunteers to run a swim meet. Most positions require you to only work one shift. A shift is half of a meet – events 1 to 43 or 44 to 86. 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.
We need each family to volunteer a minimum of 3 meets. For families with 2+ swimmers, please volunteer 4-5 meets.
Computer - Skill level: Medium
Will get the times and places for each event from the Master Recorder and input into the meet computer.
BBQ Grill - Skill level: Medium
Cook hotdogs and hamburgers.
Event/Heat Display - Skill level: Medium
Updates remote controlled Event/Heat Display Clock.
Deck Manager - Skill level: Challenge
Oversees the ready area, lines up swimmers on the deck for their event. He/she shall be provided with the heat sheet listing 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.
Note: This position requires at least one year of experience with swim meets
Place Judges - Skill level: Easy
Each team shall provide one place judge. The judges must in all events and, always command a clear view of the race and finish line. Judges shall not serve as timers in the same race. The judges are to judge the place finishes as they see them. The judges are to 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 over rides 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.
Judges Recorder: Skill level: Easy
The home team will supply a judge’s recorder. Works with place judges with their own 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.
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) rules meeting with Official @ 5:15pm.
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 scoresheet and delivers scoresheet to runner or computer table.
Runner - Skill level: Easy
Takes the Place Judge sheets from the Master Recorder to the Computer Leads.
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 Falls Fins ribbons in the family folders.
Bullpen: Skill level: Medium
Bullpen volunteers will be responsible for gathering the swimmers for their upcoming event or relay and assuring that they are at the correct end of the pool and prepared to climb onto the starting surface. Swimmers should be in position behind the blocks no less than three events before their race. Bullpen volunteers for the younger age groups should stay with the swimmers until they are on the block and prepared to swim. All relays for 6, 8 & 10 and under are 4x 25 yard relays so 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.
Concession Volunteers: Skill level: Easy
Home Meets Only
- 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.
Substitute: Skill level: Medium
The Substitute will be “on-call” in case a volunteer is in need of a replacement. As an alternate volunteer, you may be contacted prior to the meet by the scheduled volunteer needing a replacement or during the meet to replace a volunteer who doesn’t show up to work.
Meet Clean-up
The entire team is responsible for clean-up and tear down of the pool. The meet clean-up volunteers help coordinate this effort and ensure that parents and swimmers leave the pool and deck in great condition.
