Roles Available

Volunteer Roles At Swim Meets

A few of these positions run the entire meet, while most have a second half shift come in at the midpoint of the meet. These roles are critical to the success of every swim meet.

Roles

Starter (announcer):

The starter manages the swim meet by directing swimmers onto their lane, getting them into ready position and direct the swimmers to take their mark. The starter will announce the stroke to be used, the distance to be swum and identify the heat number. The starter will then sound the horn. The starter may call a false start only at the beginning of the heat.

Prior to the start of a heat, the announcer will often preview the immediate upcoming events, which notifies the swimmers to go to the designated area to prepare. This is necessary to keep all team swimmers ready to compete.

Head Timer

This person will let the starter know if the timers are ready by holding up the Wait or Ready signal paddle. This person times every heat (with 2 stop watches,) so that in the event that a timer misses the start of the heat, the Head Timer can step into that timers place.

Timer

The timer will time only the designated lane. The timer needs to listen for the horn blast before starting their watches and to stop the watch when the swimmer has touched the wall. It is not up to the timer to determine if the touch is or is not correct.

If a timer misses the start of the heat, they should raise their hand and the back-up timer will step in. There will be two (2) timers in every lane.

Scorer

There is one scorekeeper from each team to score results and swimmer’s names from the official heat sheets. The scorekeeper cannot change the official results on the heat sheets.

Recorder (Computer Operator)

The Recorder records the official time and finish place on the heat sheet, which is taken to the ribbon table by the Runner. The Recorder insures that proper recording for lane and swimmer has occurred.

This person will enter the times for swimmers and DQ’s into Meet Manager Software (HyTek), which generates labels and reports from the accumulated data. The Meet Manager Software generates the Swim Meet Reports, which will be given to the visiting team, as well as sent to the GCSL offices, at the conclusion of the swim meet.

In Thornhill, we have combined the scorer / recorder into one position. We use the title of HyTek/Scorer to describe this combination.

Runner

This runner takes heat sheets from the Clerk of Course to the Recorder – this person also takes the official heat sheets with swimmer times to the scoring table.

Stroke & Turn Judge

The stroke and turn judge will judge strokes for their designated lanes, judge the proper touch on the turn and at the finish and false starts during relays according to league stroke guidelines. Stroke judges cannot sit down and must follow the swimmers up and down the pool. There will be two stroke and turn judges from each team throughout the meet.

Clerk of the Course

The clerk of course will organize the swimmers in their proper lanes and heats. The clerk will make necessary adjustments when applicable. If possible, no swimmer should have to swim alone. After loading the chairs, the clerk of course will give the heat sheets to the runner to take to the head timer/recorder.

Deck Parent (BullPen)

In effort to control the tendancy towards chaos, as well as for overall safety, our team members are expected to be in the assigned Team area, when not actually swimming. The Team Parents will line up swimmers in the team area for each event, then leads swimmers to the Clerk of Course. At the conclusion of each heat, the participants are expected to return to the Team Area.

These parents make sure the swimmers stay in their team area to keep things under control. This is one component which speeds up the overall duration of a meet. The more efficiently the Deck Parents / Bull Pen operates, the sooner everyone gets to go home.

Check In Process

To minimize the last minute delays, the Tornados initiated a Check In process for all swimmers and volunteers. Each person is expected to check in upon arrival at the pool. In this way, the coaches are better able to compensate for no-shows, and the League Rep(s) can also detemine that all of the scheduled volunteer roles are to be fulfilled.

Ribbon Writer Coordinator:

This person pre-writes what information they can on the ribbons, i.e., date and event may be filled out in advance so that all that is needed is the name of the swimmer and their team name. The coordinator also oversees the ribbon table during the meet and makes sure that every swimmer, who earns a ribbon, receives the ribbon.

Ribbon Writer

This person will write ribbons for placement. The ribbon will put in the appropriate team box. Other recorders at the ribbon table are at the individual team’s discretion. This person places the ribbons for each swimmer in their envelope for distribution at practice the next morning.

Concessions

Where would we be without Concessions? This is how the swim team makes money! There are many volunteers needed: cooks, cashiers and additional people to help sell all the goodies.

One person generally heads up Concessions. This person organizes the logistics of the concession volunteer roles, as well as obtaining the products to be offered at home swim meets.

Also, the setup /cleanup roles (see below) support the concessions manager.

Participation / Heat Ribbons

During home meets, this person gives out participation ribbons to both teams for ALL 6 & under (shrimps) swimmers. Heat ribbons are awarded to both teams for all heat winners in the 6 & under, 8 & under and 9-10 individual events.

Set-up / Clean-up

The set-up crew arrives at the pool by 4:30pm at home meets to help with the set-up of concessions and the deck of the pool (lining up chairs, setting up the scoring/ribbon writing tables, placing garbage bags on the fence and clearing the deck to make room for everyone attending the meet). Clean-up stays to help remove any garbage on the pool deck, check bathrooms and help put all lounge chairs and tables back where they need to go. The clean-up crew also helps Concessions pack up.

Non Swim Meet Roles

In addition to the above descriptions, our team needs additional help throughout the season. The League Rep(s) need help with the Registrations, Sponsors, and many other logistical tasks, such as Spiritware, team parties, team swim suits, and more!