Volunteer Job Descriptions
Our swim team relies heavily on parents to run the meets. It takes more than 100 volunteers for a swim meet to run effectively. Some positions require certification or training, look for clinics and training sessions on https://whale.swimtopia.com/training
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ANNOUNCER (Home & Away)
Announces the meet events and sponsors through the entirety of the swim meet using the sound system.
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TAKE DOWN (Home & Away)
Takes down all the tents, tarps, heating benches, ropes and signs & returns to storage.
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CONSOLE OPERATOR (Home & Away)
Must have certification. This person is responsible for ensuring the timing system is operating properly and all DQs are correctly entered for the swimmers.
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CONCESSIONS OPERATOR (Home)
Work with concessions to help set up and sell as needed. Work with the Concession Head member and take direction accordingly.
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DECK LEAD (Home & Away)
Ensures that correct swimmers are stepping up for each heat.
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ROAMERS (Home & Away)
Will arrive in time to attend the timers meeting and be on hand the entire meet to help where needed. MUST BE AVAILABLE FOR THE FULL MEET IF NEEDED.
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READY BENCH RUNNERS (Home & Away)
Ready Bench Runners stay with their assigned age group for the ENTIRE meet. They MUST inform the swimmers of their assigned events based on the heat sheets for that meet. They will work with the tent parent to write the swimmers’ “EHLS” (Event/Heat/Lane/Stroke) on their arms and line them up to be ready to swim in their events. Ready Bench Runners also bring the swimmers in swimming order to their assigned lanes in a timely fashion. The Ready Bench Back-up will fill in for no-shows or assist where needed. YOU MUST HAVE A 6 & UNDER SWIMMER (and can only sign up for their gender tent) TO SIGN UP FOR 6 & UNDER READY BENCH.
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RIBBONS (Home & Away)
This team of volunteers are responsible for taking the printed labels from the Console team and attaching them to the place ribbons. Once this is done, work with the Ribbon Committee member to distribute them to the swimmers' file boxes.
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RUNNER (Home & Away)
A runner's responsibility is to collect timing sheets and run them over to the console operator. They may also need to run to tell Tent Parent's an event is starting or other duties as needed. And they may run ribbon sheets over to the ribbon table. Basically "run" wherever they are needed!
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SETUP (Home & Away)
Set up all tents, ready benches, tables, timing chairs, umbrellas, etc.
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STROKE JUDGE – TOUCH/TURN & STROKE (Home & Away)
All Judges and Starters must attend a training course and hold current WHALe certification. WILL WORK ENTIRE MEET. This role has the best seat in the house and watches swimmers to determine if the stroke is legal or not. We have a lot of experience here and are happy to help new judges learn the ropes!
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TENT PARENT (Home & Away)
Responsible for monitoring swimmers in your tent. Make sure they stay in the tent, helping swimmers be ready for their races, calling them up for the races they are swimming. They will work with the Ready Bench Runners to write the swimmers’ “EHLS” (Event/Heat/Lane/Stroke) on their arms and line them up to be ready to swim in their events. Multiple tent parents for each age group for each meet. Only 6 and under Tent Parents may leave after ALL 6 and under swimmers have been released after backstroke, all other age groups WORK THE ENTIRE MEET.
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TIMER (Home and Away)
The seemingly simple position but has the most importance. The timer sits poolside and stands up to watch the swimmers finish. There is an automatic timing system in which you only need to stop the race, and a manual timer to start-stop. Record the times and wait for the next race!
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HEAD TIMER (Home)
Responsible for Supervising the Timers; Coordinates with the Timing Judge and Referee to make sure Timers are doing their jobs. Starts two watches for every race and uses them to replace malfunctioning watches on the lanes. At the end of the meet, collect watches and other equipment.
How to sign up for Volunteer Positions
