Swim Team Volunteers
Swim Team Coordinators are parent volunteers and oversee all the team and swim meet volunteer positions below. If you would like to be involved with our team, please email us at [email protected] . We would love your help!
SPECIAL EVENT VOLUNTEER JOB DESCRIPTIONS
| Coach Advisors | Advise coaches on best practices for team development and instruction. Assist in coordination of Clinics by coaching staff from area year-round swim teams (Stingrays, Marlins, Chattahoochee Gold, etc.) |
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Fun Day Coordinator(s) |
Fun Day is held the day after each meet during regular practice hours. Swimmers receive meet ribbons and enjoy a practice with breakfast and fun pool games. The FUN DAY coordinators buy supplies (juice, cups, muffins, condiments), arrange for pick-up of donated bagels and pastries the night before, staff the event, set-up and break-down. |
| End of Season Party Coordinator(s) |
The banquet is our last—and biggest—event of the season. The coordinator recruits and supervises a team of volunteers to create invitations, coordinate food, collect fees, set up buffet tables and food, serve and clean-up. |
| Fundraising | Finds sponsorship opportunities to benefit the team |
| Volunteer Coordinator(s) | Responsible for the placement and training of all parent volunteer assignments. The Volunteer Coordinator(s) will—to the best of their ability—place all volunteers in preferred positions and publish the volunteer schedule the day of the meet. |
| Concessions Coordinator |
Responsible for food selection & purchase, pricing, set-up, volunteer management and overall management for the WAVES concession stand so that it offers quality meals and is profitable. |
| Swimsuits & T-shirts | Responsible for coordinating the purchases of team swimsuits and t-shirts. Manages vendor relationships and distributes supply. |
| Trophy & Medals | Purchases medals and trophies for swim team (instructions provided) |
| Social Media | Provides updates for the Waves’ Facebook page |
| Photographer | Takes team pictures during meets and uploads to the team’s site. Also takes the end of the season pictures of the team. |
SWIM MEET VOLUNTEER JOB DESCRIPTIONS
The Chatsworth Swim Team is a self-operated volunteer team that relies on parent volunteers to run the meets. It takes over 40 volunteers per meet and your involvement is necessary (and mandatory) for a successful swim season. Creating the meet schedule is a tedious task and while every job is not a favorite, just hang tight—it’s only one shift! Thank you in advance for your cooperation!
BULLPEN PARENTS
Each age group 5/6, 7/8, 9/10, has a selected number of Bullpen Parents to help organize, provide structure, and to help navigate the swimmers during each swim meet.
Bullpen parents responsibilities:
1. Make sure the swimmers are checked in
2. Set up and oversee a bull pen area where swimmers will know where to find you.
3. Get the swimmers to the deck for their events 4 heats ahead
Bullpen Parents are not babysitters and cannot chase down swimmers who have left their bullpen. Parents need to supervise their younger children at the swim meets.
TIMERS
Times shall be taken on each lane for all heats. There shall be at least one timer for each end of the pool to accommodate one-length events. Home team will be responsible for Even lanes and Visiting team for Odd lanes. In Five Lane pools the Home team will provide the deep end timer and the Visiting team will provide the shallow end timer.
Timers at the shallow end are to ensure swimmers do not dive in. Swimmers need to be instructed to start from the sitting position.
PLACE JUDGE
1. Each team shall provide two place judges
2. Two place judges (one from each team) shall be stationed at the finish end of the pool. The place judges must be positioned to have a clear view of the finish
3. The judges will determine the order-of-finish for each heat. One place judge will observe and speak the order of finish to the other place judge who will record the results on the appropriate form.
4. Judges shall not also serve as timers concurrently
5. Describe different roles. For each team, one judge will announce on one side and the other place judge will record on the other side.
RUNNERS
1. Each team shall provide a minimum of one (1) runner at all times during the meet.
2. Runners shall collect event cards from the timers, place cards and disqualification forms from the place judges after every event.
3. The Runner will take the above items directly and promptly to the scorers' table.
RIBBON WRITER
Ribbon Writers (usually sit at the same table as the score keepers) shall be responsible for writing down swimmers' time and place from the results delivered by the runners on pre-made printed labels. We do NOT record DQs (disqualifications) on the ribbons!
They will then place the completed labels on the appropriate ribbon and place the ribbons into each swimmer's folder. Ribbons will be given out to swimmers on Fun day.
CONCESSIONS
Our team offers a concession stand at each home meet. The concessions coordinator will need assistance from 4 to 5 volunteers taking food orders and collecting money.
ANNOUNCER
- Keep abreast of meet progress
- Announce upcoming events 2 events in advance with first and second calls to ensure swimmers are on deck and at their assigned lanes
- If using electronic Event Board, use the remote to ensure the event and heat displayed are consistent with meet progress.
- The Announcer is the key person to ensure the meet runs smoothly and in a timely manner
- Work closely and communicate well with the Starter
Example of correct commands:
- At the beginning of the meet the announcer shall say the following:
- "First" call (event #, description of event) Event 1, 8 & under girls, 50 yd. Freestyle.
- After a short interval, they will repeat the above for the second call.
- At the end of the 2nd call, they will wait a short interval and give the final call for the event.
- Announcer then proceeds to give the first call for the next event proceeded with a 2nd and final call for the event.
SCORE KEEPER
Each team shall provide one scorer. The scorers will work together at a table provided by the host team. The scorers will enter the scores from each event on their respective score sheets immediately after each event. Each team will be responsible for providing its own score sheet. The scorer shall submit the results to the team coordinators for signature and delivery to the Referee at the conclusion of the meet.
Scores and Scoring
Each swim team may enter the following in heat one of each event for scoring purposes:
- 2 swimmers per individual event
- 1 relay team per relay event
SCORING:
Individual Events: Relays:
1st Place: 5 Points 1st Place: 7 Points
2nd Place: 3 Points 2nd Place: 4 Points
3rd Place: 2 Points
4th Place: 1 Point
In no event shall points be awarded to swimmers in exhibition lanes or heats. Disqualification scoring is illustrated below:
- If the 1st place finisher is disqualified, finishers 2, 3 and 4 shall move up one slot, leaving no 4th place points.
- If the 2nd place swimmer is disqualified, the 3rd and 4th place finishers shall move up one slot, leaving no 4th place points.
Tie: in the event of a tie that is not resolved by the place judges in concert with the referee, the following process shall be used: Points for 1st and 2nd place shall be added together (5+3, in the event of a first place tie) and divided between the tying swimmers (Four points per swimmer).
STARTER
The host team will provide a Starter and PA system or megaphone and air horn or other similar device to audibly indicate the start of the heat.
-All starters are to attend the first swim meet for instructions from the referee on starter procedures.
Starter Responsibilities
- Starter shall stand within ten feet of the start end of the pool so the swimmers can easily hear the starting device.
- Assume control of the heat when signaled by the Referee.
- The Starter maintains control until a fair start has been achieved.
- Determine in cooperation with the Referee whether a false start has occurred
- Notify relay swimmers that all but the last swimmer must leave the pool immediately upon completion of their leg.
POSITION: EXTRA HELP/FILL INS
Volunteer coordinators will let you know in case you are needed for extra help.
CLEAN-UP
To ensure we provide a safe and fun environment for our swimmers, we need all volunteers’ help in the clean-up after the home meets.
- Assist in the take down of the necessary equipment, such as concession items for home meets, signs displayed for home meets
- Get the pool area prepared after each home meet (close umbrellas, straighten out lounge chairs, etc.)
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Clean up bathrooms, take out trash, collect forgotten items and place them in ‘Lost & Found’.
