There is a MANDATORY number of volunteer sessions (minimum of 6 but we usually need as much extra help as possible) required to successfully host these fundraiser meets; if you don’t do these – you will forfeit your $250 work bond deposit.
You may get other family members to help out – however they must be high school aged or older. When signing up please state who is signing up in the comments. Sign up will be done through Sign Up Genius. Please note, at least 5 of your 6 volunteer sessions need to be as timers.
Why Do We Need Parent Volunteers?
Running a swim meet involves many moving parts, and having parent volunteers allows us to efficiently manage the event without the need to hire external staff. This keeps our costs down and allows us to allocate more resources directly to our swimmers and programs. Without your help, we would need to raise enrollment fees to cover these additional costs, which is something we want to avoid.
What Does Volunteering Involve?
Volunteering at a swim meet is a fantastic way to get involved in the swim community, meet other parents, and directly contribute to the success of our events. We offer a variety of roles, so there’s something for everyone, regardless of experience or comfort level.
Available Roles:
| Duty | Description |
|---|---|
| Admissions | Greets all patrons during our home meets and collects the entry fees/sells programs. Must be able to handle money. (Dress in layers as you are by the door and exposed to the cold coming in) |
| Announcer | Announces each event; prior event winners; natatorium rules, etc. Must have a strong clear voice. |
| Awards | Sort, Peel and place labels on ribbons and medals for top award winners in each event. |
| Gym Caller and Gym Line up | four different volunteers that organize swimmers from where they are resting to pool deck in the order of their events/heats/lanes to keep meet moving efficiently. Must be very organized and patient. |
| Timers | What it is: Timers are crucial for recording the swimmers’ official times during races. Timers are assigned a lane where you will time all swimmers. Your time is a backup in the event of a discrepancy. Minimal training required, parents are Required to time 3 times during the year. Training: Training will be provided at the start of the year and for each meet you sign up for. You are required to attend the VAC Timer training at the beginning of the year. You are required to attend the Timer’s meeting at the meet you are timing for per session you are working. Why it’s fun: It’s an up-close-and-personal view of the action, and we provide training, so you’ll feel confident in the role. |
| Concession Stand Helpers | What it is: Help setup and manage the concession stand, serving food and drinks to participants and spectators. Must be able to handle money and serve with a smile! Why it’s fun: It’s a social role with lots of interaction, plus you get to be the go-to person for snacks and refreshments! |
| Deck Door Security | Responsible for the deck door and that only those that are to be on deck are. |
| Gym Monitor | monitors the gym and our team. |
| Officials | Trained in stroke rules, ensures fair competition. New recruits are always needed. |
| Security | What it is: Walk through the meet area, rest rooms and locker rooms to make sure there is order and house rules are followed. Why it’s fun: If you enjoy being part of the behind-the-scenes action, this role is for you. It’s also a great way to ensure the event runs smoothly. |
| Runners | What it is: Collects time sheets and brings them to table. Posts results for each event. Must have the ability to walk quickly on slippery surfaces. Why it’s fun: If you like to stay active, this role keeps you on your feet and moving around the venue, ensuring the event flows smoothly. |
| Setup/Cleanup | Prepares pool deck and spectator area for meets. Clean up the same areas once meet is over. |
| Hospitality | Order & setup luncheons for coaches and officials at US home meets. |
How to Sign Up:
When we’re hosting a swim meet, we’ll send out a signup list where you can choose the date, time, and role that best fits your schedule. Since we often host events over a weekend, you’ll need to volunteer for multiple time slots and/or days to meet the minimum volunteer requirement. We recommend checking which session your swimmer is assigned to so you can decide whether you’d like to volunteer during their session or at another time during the weekend.
Volunteering is not just a requirement; it’s an opportunity to be part of a vibrant community, support your child, and have some fun along the way. We’re looking forward to seeing you at the pool and appreciate your commitment to helping our swim meets run smoothly!
Watch your email for the sign-up link on upcoming hosted events.