Team Hosted Meets:
St Croix Swim Club hosts 2-3 swim meets each year. Since we are a parent-run club, we rely entirely on our families and other volunteers to make these meets work! We work diligently to make sure the meets start and end on time, that delays are kept to a minimum and that the whole process goes smoothly. Running a meet requires hundreds of workers so ALL families MUST participate in this effort!
Each family is REQUIRED to fill at least two job slots per (two day) meet. This is a minimum requirement. All families are encouraged to do more to help fill all jobs.
Descriptions of Meet Jobs including age and experience requirements if necessary:
Announcer some experience required, adults only. Must arrive 30 minutes prior to start of meet session. Strong voice needed to come across microphone clearly.
Responsibilities include announcing events, heats and swimmers' names and any information relevant to meet process, such as coach meetings, timers meetings or any advertising for concessions. Need one announcer per session.
Colorado Operator experience req'd; adults only. Must arrive 30 minutes prior to start of session.
Duties include running Colorado operating system which is the interface between the pad timing system and the results computer. Must pay attention to each heat and monitor timing system for accuracy and watch for pad malfunctions. Help monitor laps by swimmers. Must reset system prior to the start of each race. Need one operator per Colorado system per session.
Colorado Operator Shadow no experience req'd; adults only. Must arrive 30 minutes prior to start of the session. This role is to prepare you to run the equipment at the next team hosted meet.
Watch and discuss Colorado operation with main Colorado operator. Shadow is expected to help run Colorado during the meet as part of the training and is expected to run as main operator in future meets.
Concessions: Team Leaders Experience helpful; adults only; strong leadership skills required. Must arrive 30 minutes prior to start of earliest warm up session. This job starts well before the meet days with preplanning, purchasing and organizing supplies.
Concessions team leaders work together prior to the meet, using the master concession list (and other team resources) to purchase food and supplies before the meet to sell through concessions booth. Concessions team must arrive before warm ups start to get set up and sell coffee and other breakfast items. Responsibilities include selling food items, handling money, cleaning food service area periodically and replenishing food offerings. Usually have one team leader on duty per session.
Concessions: Team Members no experience req'd; must be at least 16 yrs old. Must arrive 30 minutes prior to start of earliest warm up session. No cell phone use during shift please.
Concessions team members work as a team at the concessions booth selling food items, taking money, making change, cleaning food service area periodically and replenishing food offerings. Usually have one or two team members on duty per session.
Deck Marshals no experience req'd; must be at least be 16 yrs old. Must arrive 15 minutes prior to the start of warm up session.
Usually we have one female and one male deck marshal on deck at all times. Per USA Swimming rules, swimmers are not permitted in the pool until at least one marshal is present on deck to help enforce safety rules. Responsibilities include monitoring deck area and locker rooms for safety. Administer simple first aid as needed. No cell phone use.
Equipment takedown no experience req'd; must be at least 13 yrs old or cleared by meet director. Must be on deck at close of afternoon session.
Begin cleaning venue as meet is ending. Pick up any large trash items and lost clothing. Help pull timing pads and return diving boards to lowered positions. Help carry supplies out.
Heat Winner Awards Distributor no experience req'd; must be at least 13 yrs old or cleared by meet director. Must be on deck by start of session. Must pay attention to every event.
Responsible for watching each heat to determine winner and hand out heat winner awards. Can have one per session, or sometimes timers hand out awards.
Hospitality: Team Leaders Some experience helpful; strong leadership skills required. Adults only. Must arrive 15 minutes prior to start of earliest warm up session. This job starts well before the meet days with preplanning, purchasing and organizing supplies.
The hospitality team leaders work together to plan the menu for the hospitality room. Usually a breakfast and lunch are offered for coaches and officials during the meet, along with a variety of snacks and water for on deck volunteers. Usually have one team leader on duty per session.
Hospitality: Team Members no experience req'd; adults only unless cleared by meet director. Must arrive 15 minutes prior to start of earliest warm up session.
Responsibilities include helping prepare and serve meals and snacks to coaches and officials and make snacks available for on deck volunteers. Usually have at least one team member on duty per session.
Meet Computer: entries, data management experience req'd; adults only. Must arrive 30 minutes prior to start of session. If interested, you could "train" for this role.
Responsibilities include running meet computer on deck, making changes to entry files prior to the start of each session with re-seeds or deck entries, etc. Responsible for printing on-deck programs for results table and officials. Responsible for pushing meet to Meet Mobile or other online connection. Work with Admin ref during meet. Need one computer person on deck per session.
Meet Results Coordinator no experience req'd; adults only. Must arrive 30 minutes prior to start of session.
Work with meet computer person and admin official to manage data during meet, organizing results into binder, etc. Need one results coordinator on deck per session.
Volunteer Coordinator Experience with swim meet volunteers required, adults only; this role has responsibility before and during the meet.
This role includes recruiting volunteers for all jobs before the swim meet. On meet day(s), the role includes greeting and checking in volunteers, providing name-tags, recording absences and moving volunteers from job to job as needed to insure vital roles are filled. Responsibilities also include answering questions and directing swimmers, coaches and other meet-goers where to go or how to follow signs in facility. Responsible for bringing information and issues to attention of Meet Director and/or Head Coach. Coordinator also checks in with volunteers throughout the day to assist where needed. May sell team t-shirts.
Pre-Meet Set-Up: Equipment pick up and drop off no experience req'd; adults only. Must be available during morning on Friday before meet and Monday after meet.
NEED LARGE VEHICLE and flexible schedule. Responsible for picking up strip scoreboard and other on-deck equipment from Hamline University before the meet and then returning the equipment to Hamline the following week. Need one pickup/drop off person per meet.
Pre-Meet Set-Up: Venue set up -- requires vigorous activity no experience req'd; must be at least 16 yrs old and ready for strenuous activity. Must be available during midday on Friday before met.
Responsibilities include carrying heavy supplies into venue, moving and setting up tables and chairs for concessions area or on deck. Need one hauler to help concessions, hospitality and on-deck set up crews for each meet.
Results Posting no experience req'd; must be at least 13 yrs old unless cleared by meet director. Must arrive by start of meet session.
Responsibilities include picking the results sheets up from the results table on deck and posting one copy on the wall near the pool (for swimmers to see) and posting the second copy upstairs on the wall around the corner from the concessions booth (for spectators to see). Need one results poster per session unless have awards crew to do it.
Runner no experience req'd; must be at least 13 yrs old unless cleared by meet director. Must arrive 30 minutes prior to start of session.
Usually we have two runners on deck per session. One runner is in charge of picking up DQ slips from officials and bringing them to the meet ref for confirmation and then to the results table. This runner later picks up the finalized DQ slips to return them to the appropriate teams. The other runner is in charge of picking up the lane timer sheets from each set of timers at the close of each event. These sheets, plus the order of finish (OOF) sheet, are brought to the meet ref at the close of each event and then to the results table. Sometimes the runners help determine OOF and sometimes help with results posting.
Stroke and Turn Officials (and shadows) experience and certification req'd; adults only. Must arrive one hour prior to start of meet session.
Typically MN Swimming requires that each club hosting meets have at least five Stroke and Turn (S&T) officials in membership. Training and certification are a straightforward process which includes a training clinic followed by a short, open-book test plus a specified number of hours of "shadowing" a certified official on deck. The officials help keep the races fair and fun for the swimmers. Need four to six officials on deck per session.
Timers: Head Timer experience req'd; adults only. Must arrive 45 minutes prior to meet session start. Proven leadership skills needed.
The head timer has two main responsibilities, the first of which is to run the timer's meeting prior to the meet start and the second is to run two back-up watches during each heat to avoid any timing mishaps for the lane timers. The head timer works with the admin ref and meet ref to provide an overview of the main aspects of timing for the timer's meeting, including guidance on how to handle any poor touches at the pad and how to manage the chaos of the swimmers behind the blocks. During the events, the head timer is not assigned to a lane, but instead stands near the results table to run the two back-up watches. In the case of any watch malfunctions, the lane timer can switch watches with the head timer and still provide an accurate time measurement. The head timer can also briefly substitute in for the lane timers if there are no extra timers on hand. Need one head timer per session.
Timers no experience req'd; must be at least 13 yrs old or cleared by meet director. Must arrive 40 minutes prior to session start. May get wet! Absolutely no cell phone use.
We usually have two timers assigned per lane, one of whom uses a stopwatch to time each heat as a back up to the (Colorado) pad timing system. The other timer will use a plunger button to stop the pad as soon as the swimmer touches the wall at the end of each race; this is a second redundancy to the timing pad, to help prevent any timing malfunctions. The timers are also responsible for helping the swimmers know which order in which to swim. The timers manage the lane timer sheets which describe the order of swimmers. The timers also use this sheet to record the times for each heat; these sheets are submitted to the runner and taken to the meet ref at the close of each event. Need at least 16 timers on deck per session, plus one or two back up timers to help with the OOF, if necessary.