2012 Meet Volunteer | Job Descriptions [pdf]

Most volunteer positions are divided into 2 shifts per meet. The first shift or “first half” runs from the start of the meet until after the last backstroke event. The second shift or “second half” runs from the start of the breast stroke event through the end of the meet. Typical MSL swim meets last around 5 hours, but can fluctuate depending on the size of the team/pool.

Note: 1 shift fulfills 1 volunteer position. Each family must fulfill 7 volunteer positions.

Around the pool deck …

  • Gear Sales: Sell LVST gear and equipment.
  • On-Call: Be available to Volunteer Coordinator and fill in as needed.
  • Set-up Crew: Arrive at home meets early (approx. 6:00 am) to set-up Colorado timing system, desks, folding chairs, PA system, speakers, canopy tents, trash cans, etc. No experience required.
  • Shut-down Crew: Stay after meet (approx. an hour after the meet) to put equipment away and tidy up pool area. No experience required. This is a good job for a volunteer with an older swimmer or a swimmer participating in later events.
  • Volunteer Check-in: Checks in volunteers for events and meets (both shifts) and hands out name tags. Notifies Volunteer Coordinator of any changes in positions or no-shows. Needs to be attendant at check-in table starting ~15 min. before warm-ups. No experience required.
  • Photographer: Shoots photos during his/her shift at the event/meet. Uploads photos to LVST’s online photo gallery through Picasa. Provides photos to the slide show coordinator for year-end slideshow.

At poolside …

  • Starter: At home meets, the starter gets the races started (“Swimmers step up – judges and timers ready, swimmers take your mark,” and fires starter), and judges that the start was fair. The Starter sets the pace of the meet and keeps it on track. Starters must be experienced in Swim Meet procedure and Dual Meet formats. Training is required and is provided by the LVST.
  • Stroke and Turn Judges: Each team supplies judges to check that all swimmers are competing fairly. Swimmers must start, swim, turn and finish according to the rules. The judges must disqualify anyone who swims improperly, with some exceptions. Training is required and is provided by the LVST.
  • Head Timer: Supervise and assist Timers/Recorders and keep backup time. Experience as a timer is required. At home meets, makes lane assignments for each volunteer.  At away meets, gets lane assignments from home team and assigns volunteers. Recruit additional timers from parent group to fill in open slots; distribute and collect stopwatches and lane clipboards; give pre-meet instructions to both teams; provide specific instruction to new timers on how to do the timing job; arrange water distribution to timers from snack bar lead; cover for any bio/bathroom breaks during the meet; coordinate timer readiness with referee and starter; keep in touch with the computer desk to ensure that results are properly noted on heat sheets and correct any procedural errors by timers.
  • Timer/Recorder: Times races using a plunger or a stop watch race. You may also be asked to record times on clip board for desk – 2 timers and 1 Recorder per lane in a combination with the other team. Volunteers needed for both home and away meets. Two shifts per meet, first-half (through the end of backstroke) and second-half (breaststroke through the end of the meet). Check in with Head Timer at beginning of each shift. No experience required.
  • 8 & Under Line-up: Line up the 8 & under girls and boys in proper order and escort them to their assigned lanes. This position requires participation intermittently throughout both halves of the meet during all 8 & under events. It is best if you have a swimmer in this age group.

At the Desk …

  • Announcer: Uses the microphone to announce meet information such as event, heat, swimmer’s name and lane number, etc. The Announcer aids in keeping the swim meet on pace. Persons with public speaking or group leadership experience preferred.
  • Colorado Operator: Works closely with the starter and the computer operator. Activates or deactivates lanes for the Colorado scoring system.
  • Time Sheet Processor: Collects time sheets from Runner, collates with output from Colorado, and notates changes for data entry.
  • Computer: Data entry, report processing, score keeping and ribbon label printing.
  • Auditor: Double checks entries on printouts from computer against lane time sheets and Colorado outputs.
  • Runner: Picks up time sheets from the Timers/Recorders and brings them to the desk after each event. Convey disqualification (D.Q.) slips and other communications/messages between meet desk, officials, and timers during home meets.
  • Ribbons: At home and away meets, this volunteer works with computer desk to place computer-generated labels on appropriate ribbons, and then file the ribbons in each swimmer’s family folder. There are typically two Ribbon Preparation Volunteers for each meet. No experience required. Volunteer job usually begins approximately half way through a dual meet and lasts until the end of the meet.

Snack Bar…

There is a Snack Bar at every home meet and a mini snack bar at Time Trials. The Snack Bar Coordinators will provide the details to all volunteers. Parents will be reimbursed for items purchased.

  • Snack Bar Assistant: First shift sets up snack bar before meet. First shift runs the first half of the meet (through backstroke). Second shift runs for the second half of the meet (starting after breaststroke) and cleans up snack bar and kitchen after meet. Both shifts sell items during the meet.
  • Barbecue: Prepare BBQ, set up condiments, cook and clean up. Job starts at around 10:30 to heat up the grill and ends shortly before the end of the meet. Set up and breakdown of the BBQ are included.
  • Baked Potatoes: Purchase, clean, bake and wrap in foil (provided by snack bar), 7-8 dozen potatoes. Deliver to snack bar by 9:00 a.m. on day of meet.
  • Costco/Donuts: Be at LVCC on the Friday before a home meet for the Costco delivery. After delivery, put materials in appropriate locations in the kitchen. Place order for donuts 2 days prior to each home meet. Pick up early and deliver to LVCC before meet. Put donut receipt in treasurer’s folder for reimbursement of cost.
  • Safeway/Bagels: Receive Safeway shopping list from Snack Bar Coordinator the day before the meet (Friday) after Costco shopping has been received. Purchase Safeway items and deliver to LVCC by 7:00 AM Saturday morning. Place bagel order 2 days prior to meet. Pick up early and deliver to LVCC before meet. Stay and assist in wrapping bagels in plastic wrap and other snack bar set up. Put Safeway and bagel receipts in treasurer’s folder for reimbursement of cost.