Swim Meet Jobs

2019 Parent Work Schedule

PWS sign-ups for meet jobs will be online only.

Sign Up Time - 5/4 @ 10:00AM - 5/5 @ 11:59PM

2019 Meet Job Substitutes

Substitutes for dual meets must be 16 years or older and are to be paid $75/meet.  You must pay your sub directly.  It is YOUR responsibility to find a replacement from the approved substitute list* that will be provided below if you will be late or absent.  Please notify the IVST board with the name of your substitute from the approved substitute list and contact the meet director of the meet with any changes. The meet director is listed on the top of each meet page (in the handbook and as an attachment on the Event page).

If you or your substitute are no-shows, you will be charged $150/meet payable to the team.

Name Phone # Email
Ingrid Stabb 206-335-9233
Max Campos 925-330-2749  
Michael Forbes 925-708-3314
Austin Adams 925-262-3435
Victoria Lewis 925-451-6306
Camille Powell 925-588-5279  
Liza Nelson 925-548-7996
Cindy Obrero 925-586-1363
Al Obrero 925-586-1363
Halle Gibson 925-464-6679  
Max Callan 925-899-7763  
Camille Heathcock 925-478-0795  


Meet substitutes must be 16 years old or older. Please note: substitutes for Conference Meet must be 18 years old or older.  Meet substitutes must also have familiarity of working a swim meet.  We cannot accept subs who don't know how to do the swim meet jobs, thus the need to be approved by the board prior to being added to the list.

If you would like to be a substitute, contact


Meet Jobs Overview:

Timer: Accurately time swimmers in one lane for entire meet

Head Timer: Oversee timers during meet, operate back-up stopwatches

Recorder: Record swimmer name and time in one lane for entire meet

Floater: Fills in where needed, requires flexibility, must keep in contact with meet director entire meet

Runner: Collect lane slips after each race and deliver to the Computer Operator or the Sorter/Reader

Ribbons: Sort & sticker ribbons, read and post times (often must stay half an hour after meet ends to finish job)

Sorter/Reader: Read lane slips to computer input volunteer throughout meet

Shepherd: The Shepherd’s job is to organize, gather, and deliver the 8 & under swimmers to the appropriate lanes for each stroke.

Snack Shack: Assist with cooking/food preparation, taking money, bbqing, and set-up/clean-up of snack shack.

The numbers of meet jobs each family will be required to work will be determined after registration is complete. All families will need to go online to sign up for swim meet jobs for the 2019 season

Here is how you can view your Meet Jobs through the IVST website:

go to the Home page,
then go to EVENTS tab,
then REPORTS tab,
then choose JOB SIGN UP REPORT FOR MY ACCOUNT,  print for your records

Detailed job descriptions of the swim meet jobs:


  •  Receive labels from computer operator signifying swimmer placement in a race.
  •  Attaches labels to appropriate ribbon (1st place blue, 2nd place red, etc) Home and away teams may have different ribbons – follow directions of hosting pool when applying labels to ribbons
  •  File all IVST ribbons into family files of Ribbon Box.
  • Keeps track of all 6&U and 7/8 swimmers who receive ribbons: prepares by hand participant ribbons for all who DO NOT receive a placement ribbon.



  • The Recorder accurately AND CLEARLY records the swimmer’s name and times for each heat in lane.
  • Ask the swimmer, “What is your name?” when they come out of the pool, NOT "Are you John Doe?" as the swimmer will say 'yes' and the name will be wrong.
  • Record all 3 times from the lane timers. If all 3 times are different, circle middle time. If 2 times are the same to the 100ths place, use that time. If only 2 times available, average the times.<
  • Write the final time in the Official Time column.
  • If an official has changed the heats around, cross out the wrong swimmer’s name and handwrite the new, correct swimmer’s name. Runner will take your lane slip.<


  • Take the slips from the Recorder at each lane immediately after each heat and check for any missing information including the event, heat, name, age group, visitor or home and that the correct time is circled.
  • Deliver the slips to the Sorter/Reader.

SNACK SHACK WORKER- 2 shifts, prep & serve OR clean & serve

  • Assists the Snack Shack Prep Team as needed in providing food to home meet participants and guests.
  • Snack Shack workers may be assigned to oversee serving guests, cooking/food preparation, taking money, assisting with set-up/clean-up of snack shack.


  • The Shepherd’s job is to organize, gather, and deliver the all 8 and under swimmers to the appropriate lanes for each stroke.
  • The Head Shepherd will be the Lead, and will follow the timing of the meet and ring the bell early enough to ensure swimmer are available for line ups.
  • All shepherds are responsible for the organizing and delivering one lane of swimmers to the starting area.
  • Event order: Medley Relay, Freestyle, Breast Stroke, Butterfly, Individual Medley, then Free Relay.

Step One, Initial Setup:

  1.  30 minutes before the start of the meet a shepherd collects the shepherd box from the Meet Director
  2. In the shepherd area near the baby pool, lay out the lane cones for each lane of the pool, using the laminated cards to indicate the lane number.
  3. Some time during this setup, the shepherds will receive several copies of the Swim Line Up for that swim meet from meet director. Shepherds need the swim lineup NO LATER than 30 minutes prior to the start of the meet or else you will not have time to lay out the place cards. (Place cards are cards with kids’ name and age group. Shepherds lay place cards out on ground to indicate where swimmers will stand when organizing them within the lane.)

Step Two, Organize the Place Cards:

  1. The place cards are laid out in the order as indicated by the Swim Line Up. The Swim Line Up is organized by age, sex, lane, and heat of a particular stroke.
  2. During initial setup, lay the place cards out as early as possible, after that, lay them out at the completion of the delivery of the prior stroke.
  3. For Relays, you may find it easier to form two lines for each lane; one for the timing end and one for the shallow end as the 1st and 3rd swimmers of each relay are led to the timers' end of the pool and 2nd and 4th swimmers of each relay are led to the shallow end. You will also need additional parental help to take the extra lanes of kids to the other end of the pool.

Step Three, Gather:

  1. Ring the bell to call the 8u’s swimmers to the shepherd area at least 15 minutes prior to the start of the meet and direct them to stand on their place card. They will be able to participate in the cheer from the shepherd area.
  2. The 8u’s swimmers for the subsequent events should be called when the 11/12 boys are swimming the prior stroke.
  3. Shepherds need to be especially attentive as the meet goes on because there are typically fewer swimmers in the later events and they may need to ring the bell earlier.


Step Four, Deliver:

  1. Lead the swimmers to the lanes when the 13/14 boys are finishing the prior event. The coaches may take over at this point or may still need your assistance at the blocks. Stay with the swimmers until a coach has taken over. Remember, for relays, the 1st and 3rd swimmers are led to the timers' end of the pool and 2nd and 4th swimmers are led to the opposite end.
  2. When Step Four is completed, organize the place cards for the next stroke and repeat the gathering and delivering. If the place cards are laid out right after the delivery, the shepherds can relax a bit and the kids often like to see if they are swimming the next stroke and where they are standing.


NOTE: Parents are ultimately responsible for having their children in place and on time for events. Feel free to enlist their help getting the children to the cones. On perfect days, the swimmers will all come to you on time. Let the coaches know of any no shows, scratches or scared swimmers before the event. This is especially important for relays as other swimmers are affected.


At the end of the meet:

  1.  Please return your shepherd bib and clipboard to the shepherd box
  2.  Return the shepherd box to the meet director when the Free Relay swimmers are in place.



  • Sort the time slips received from the Runner into stroke, heat, and lane order, double-checking the information is complete. If information is missing, return the lane slip to the Runner.
  • Read aloud the lane slip information to the Computer Operator for entry into the computer system. Post time reports on wall periodically throughout meet.
  • Requires good organization skills, and comfortable working with numbers.


  • Three timers per lane are required for each meet.
  • Home lanes (1,3,5) have two timers from IVST and one timer from the visiting team.
  • Visiting lanes (2,4,6) have one timer from IVST and two from the visiting team.
  • Timers, if issued a manual stopwatch, start their watches when the starting light flashes.
  • Timers stop their watches when both swimmer’s hands touch the wall in free, breast and fly.
  • Backstroke has a one-hand touch.
  • 6U’s and 7/8’s swim 25 yards.
  • 9 through 14 swim 50 yards.
  • 15-18’s swim 100 yards. Sometimes the 15-18’s swim 50 yards depending on how the meet is going. Listen to the announcer.
  • The timers report their times to the Recorder sitting behind them.


  • A Head Timer is available if you miss your start. Signal the Head Timer and he/she will give you a set stopwatch.
  • The Head Timer is also responsible for resetting the Timing system for the Starter for all 6U and 7/8 races, as the Starter is at the opposite end of the pool