Team Volunteer 101
Volunteering is a great way to encourage your athlete, meet new friends and help our team. Our swim meets are 100% volunteer-run, and we have a variety of opportunities to choose from. The more volunteers we have, the better! Official meet sign-ups will be available the week prior to each swim meet.
Each family is expected to volunteer for 3-4 meets minimum. Volunteer shifts at swim meets are typically for eitherthe first or second half of the meet (1-1.5 hours per half). Swim meets begin at 6:00pm, and volunteers should plan to be there no later than 5:30pm to fill your assigned roles if you have signed up for the first shift. Announcements will be made closer to mid-meet to let second shift volunteers know when they should report to their roles.
When you registered your swimmer,you agreed to work 3 half-meets for a family of one child or 4 half-meets if you have more than 1 child on the team. If you do not meet this requirement by the end of the season, you will be charged an additional fee of $150.00 which will be used to pay the volunteers who worked for you.This fee will not be charged until the end of the season.
Basic Swim Meet Volunteer Role Descriptions
Bullpen: All of our swimmers wait to be called for their events in our team “bullpen” area under the pavilion (closest to the diving boards). Bullpen volunteers are responsible for gathering River Oak swimmers for their events and leading/directing groups of swimmers to the staging area at the pool. They area also a helping hand for our younger relay teams and make sure swimmers get where they need to be. This role is a great way to get to know most of the swimmers on the team while also providing you an opportunity to keep an eye on your own swimmers in the team bullpen area.
Staging: Once swimmers arrive from the bullpen, Staging volunteers arrange the swimmers in correct swimming order and ensure they are in the correct lane for the correct race. The staging area is located at the end of the pool both by the baby pool and behind the starting blocks. These volunteers work as a team to keep swimmers in the right order as they move up to swim their events. Heat sheets are provided so volunteers know exactly what event, heat and lane a swimmer should be in.
Starter: Using the PA system and our electronic starter, the Starter calls the swimmers to the block and starts each race. They also make sure timers are in place and ready and may occasionally make additional announcements as needed. *Certification is required (email [email protected] for more details).
Timers: Volunteer Timers use a stopwatch to time the swimmers from the start to finish of their race and record the times in the timer notebook. This role requires good attention, reflexes and decent handwriting (to transfer each swimmer’s times to their corresponding time card for recording).
Head Timer: The Head Timer will gather with all timers from both teams prior to the start of the meet to make sure everyone knows the directions and equipment is ready.
Back-Up Timer: Back-up Timers will stand behind timers during their shift and be ready to jump into action in the event of a timer malfunction.
Runner: The Runner collects timecards from the timers after every 2 races and takes them to the computer entry persons for River Oak. This is fast-paced volunteer role that is great for someone looking to get their steps in while watching everyone swim! (Comfortable shoes a must).
Heat Winner: At home meets, the Heat Winner volunteer waits at the end of every race to present each heat winner with a special prize.
Stroke & Turn Judge: Stroke & Turn Judges keep an eye on swimmers during races to determine that all swim rules regarding starts, strokes, turns, and finishes are followed. These volunteers get to wear a Stroke & Turn uniform and a headset! *Certification for Stroke and Turn Judge is required (email [email protected] for more information).
Computer Person/Verification: The Computer Person(s) takes the times for each swimmer’s events and inputs them into the swim meet software during the meet. Verification volunteers double-check that numbers being input are accurate. This role is great for the detail-oriented and someone who doesn't mind sitting. *Training will be provided beginning at the first dual meet.
Concessions: Concessions stands can be a great fundraiser for the team. The Concessions volunteers work with the Concessions Chair to set out/organize and sell food and beverages for home meets. These volunteers should be friendly and comfortable managing money.
Ribbons: Ribbon volunteers work with the computer persons to label swimmer ribbons for each event. Traditionally (due to space constraints during the swim meets), this volunteer role is fulfilled during Fun Friday morning practices.
Set Up/Reset Crew: It’s always fun to host swim meets at River Oak, but it does involve work to get everything in place. We always need Set Up & Reset volunteers to help move furniture, hang flags, set up staging and bullpen areas, install starting blocks, etc. both before and after the meet. The more help we have, the quicker it goes!
Fundraiser: We are a growing team. The Team Fundraiser helps to organize team fundraisers and identify local sponsors.
Team Photographer: The Team Photographer(s) takes candid shots of our swimmers during practices, meets and other team activities to be used in a slideshow at the end of the year. This can be a group effort! If interested, please talk to Cyd or Brandy to learn more about Gwinnett Swim League’s Media policy.
How to Sign Up for a Job Shift at at Swim Meet
1. Click on the Swim Meets tab and find the meet you’d like to sign up for.
2. Click on the green “Job Sign-Up” button.
3. Under your name, click “sign up for jobs.”
4. Select the role and shift you would like, then click “save assignment.”
Keep in mind volunteer shifts are usually either first half or second half of the meet. Please consider signing up for a second-half shift even if your young swimmer is finished with events at the halfway point.
