Volunteer Meet Worker Chairs:
Ami Jankowski - 414-520-9456 / email@example.com
Jim Beier - 414-312-3392/ firstname.lastname@example.org
Hosting Meets is an important part of club revenue, second only to actual registration fees. As such every registered family is required to work at SWAT hosted meets regardless of number of children in the family or whether your swimmer is participating in the meet we are hosting or not. Every family has the same number of required sessions, regardless of number of swimmers in the family. Amount of required sessions may vary each season depending on number of meets hosted and membership numbers each session. New families generally are opted out during their first session(not season) with the team. Parents unable to fulfill their session requirements will be billed $100 per each missed session.
A team email blast will be sent by the meet worker volunteer coordinators announcing when the online signup is ready.
The signup for the December 2018 meet will not be up until November 2018.
Short Course (Fall/Winter) 2018/2019
SWAT is hosting three meets:
1. Swat SYOA (GHS) – two days, three sessions (11/30-12/1, 2018)
2. Grand Prix (RecPlex), two days, four sessions January 2019
3. Regionals (St. Aug Prep), three days, five sessions February 2019
Volunteer Requirement: 6 sessions
1. SYOA – ONE per active account
2. Grand Prix – TWO per active account
3. Regionals. – THREE per active account
Total for the season: SIX volunteer requirement positions.
Every account has a requirement for six (6) individual volunteer sessions for the Short Course season: one at SYOA, two at Grand Prix, and three at the Regionals. However, if you have a high school swimmer (male OR female), we will reduce your requirement by one position to five (5) for the season. If you have both a HS swimmer and a non-HS swimmer, you’ll need to volunteer for six (6) positions.
If you are NEW to SWAT as of this session (Fall 2018) you will NOT have any vol requirement for the Short Course season. If, however, you want to help out, please contact the vol coordinators rather than signing up to find out if positions are available.
If you joined SWAT prior to the Fall 2018 season, you have a full vol requirement as detailed above.
Long Course: (Spring/Summer) 2018
Spring Fling: April 27-28 @ St. Augustine Prep School, 3 Session meet: One shift requirement. New families (starting the spring session) to SWAT are not required to volunteer at this meet.
Silver State (Regionals): July 20-22 @ Rec Plex, 5 Session meet, with 2 additional time trial sessions: Two shift requirement. This requirement may be fulfilled with 1 worker for 2 shifts or 2 workers for 1 shift.
If you are registered for spring only – you’ll have a ONE shift requirement at the Spring Fling meet. If you are registered for summer only – you’ll have a TWO shift requirement at the Silver State meet. Payment is $100 for each missed shift or $150 for signing up and being a no-show. If you are a new family (a new family joined Spring, Summer or full Spring/Summer session), you don’t have a volunteer shift requirement at all. But if you are interested in helping, we’d love to have you!
A Guide to Volunteering for SWAT Hosted Meets
All registered families are required to work a set number of sessions for the short and long course seasons for all SWAT-hosted meets. Session requirements for registered families depend on season registration numbers and whether SWAT was awarded any championship meets. This requirement applies even if your swimmer is NOT participating in that meet. Volunteering to help out another team at a non SWAT-hosted meet does not fulfill your requirement for SWAT.
A $100 session buyout option is available on a case-by-case basis. Please contact the SWAT Volunteer Coordinators for more information.
Meets typically have two sessions per day, with each session lasting approximately four to five hours. “Prelim-Final” meets may have three sessions per day. Meets may go longer, so please plan accordingly.
The Volunteer Coordinators are willing (within limits) to work with team members to help them reach their commitment. If you know you have another obligation that will conflict with you meeting your family volunteer requirement, contact the Volunteer Coordinators immediately.
Consult the meet information web page(s) for specific information on the meet and the exact times of warm ups, check-ins, start times for meet, etc.
If you cannot find a volunteer slot it is imperative that you email the Volunteer Coordinators to let them know. There may be other opportunities for you to meet your commitment. This will also avoid you being charged the $100 buyout!
Responsible older swimmers and siblings can fill some volunteer shifts in fulfillment of the family's obligation. However, swimmers MAY NOT work shifts at a SWAT hosted meet until they have finished competing at that meet (until after they have swam their last event at that meet, or if they are not swimming at that meet at all). There are minimum age requirements for some of the positions (timing, admissions), so be sure to check the job descriptions.
The Volunteer Coordinators at any time may ask someone to fulfill another obligation on the day of the meet other than what they signed up for.
How to Sign up
SWAT uses the web-based Team Unify program to organize volunteers. You will receive an email when the Volunteer Sign-Up page goes “live”. Once the Volunteer Sign-Up page is “live”, choose the job(s) you want to volunteer for. Job descriptions are below. Please sign up quickly, as jobs fill up fast!. As a reminder, you will not receive a confirmation once you sign up. To ensure that you were added to the job sign up, please go back in to verify you are listed next to the job you signed up for.
Families who must cancel their meet shift(s) during the week prior to that meet must make their own arrangements for someone else to cover those shifts and to notify the Volunteer Coordinators of your replacement. If you are a no-show on the day of a meet that you signed up to work for, your account will be billed a $150 per missed session meet volunteer fee.
Other Ways to Fulfill Work Requirements
There are other ways to receive volunteer work credit. Working or apprenticing as an official at any home meet will count toward fulfilling your family volunteer obligation. If your son/daughter is a certified life-guard and they work the meet, that can also fulfill your family obligation. There may be some shifts available for the pickup/preparation of food for concessions (food sold at meets) or for hospitality (food served during the meet to coaches and officials). In addition, there are other meet-support positions, such as Head Timer, Awards Chairperson, Decorations Chairperson and Colorado System Operator(s) which can be filled. All of these positions require more of a time commitment. If you would like to explore any of these additional jobs or want to devote more time to help out at SWAT hosted meets, please contact the Volunteer Coordinators.
Note Regarding "Hospitality Food" Positions (new as of Feb 2016)
In order to stay within our budget but maintain the high quality of food at our meets for officials and coaches, we've been utilizing the job sign-up list so families can purchase and bring food to the meet (for coach/official hospitality), and then apply that as a volunteer commitment. Each family will be allowed a MAXIMUM of one food preparation/delivery job per season. We'd much rather have your time on deck supporting the meet. If you have any questions regarding this change, please contact your Volunteer Coordinators.
Failure to provide the correct designated item(s) in the amount requested AND at the correct time or session WILL result in your family being charged the $100 buyout. Please do not sign up for the food item if you are unsure about what to bring or unable to get to the facility on time.
Descriptions of Volunteer Positions:
50/50 Raffle Sales – Sales of 50/50 raffle tickets to raise funds for SWAT. Work with and near the admissions table at the beginning of each session, and then walk throughout the facility to sell raffle tickets.
Admissions – You will arrive before the scheduled start of warm-ups to sell entrance admission wrist bands and heat sheets. Must be older than 18 years of age, as you will be handling money for the club. Requires two persons each session. It is extremely important to arrive on time for your shift start.
Admissions Marshals – You will check for wristbands at all entrances to the pool deck to ensure we have paid attendance only in the stands. You will also check to make sure coaches/swimmers/officials are only allowed on the pool deck. You must be at least 18 years old for this position and you must arrive on time for your shift start.
Announcer – Provides the voice of the meet. You will announce the events and the participants in each heat, along with any other pertinent informatio. An announcer is needed for each session, and sometimes an assistant Announcer may be required. Please arrive one hour prior to the start of competition.
Awards Table Assistants – Depending on the size of the meet, you will take results from the Computer Operator or Results Runner, and organize ribbons and trophies for distribution. This job not available for April or October Senior meets since we do not hand out award for these meets.
Clean-up Crew – At the conclusion of sessions and meets, we need volunteers to assist with returning the facility to its pre-meet condition. The AM Clean-Up Crew cleans up after the first session. The PM Clean-Up Crew begins towards the end of the meet. There are usually more PM full-shift positions each day as we need extra assistance in final take down at the end of the meet day for final clean-up. You will pick up trash under bleachers, check the locker-rooms, the spectator areas and around the deck. We will need male and female workers each session.
Clerk of Course - Prepares swimmers for finals events and scratches. Takes deck entries and fees. Not needed at every meet.
Colorado Timing Operator (trainee) – This person will operate (under instruction) the timing console at SWAT meets to make sure touch pads are working and the scoreboard accurately shows who is racing in the proper event and heat. We use the Colorado timing console unit and Daktronics console (Greenfield HS). Training sessions at any non-championship meet are usually available for anyone who would like to learn the timing system. We may have up to two AM and two PM positions available.
Concessions – This involves selling and/or preparing food. Please observe the start and end times of these work sessions as they may be different from the beginning and end times of the actual meet sessions. There is a Concessions Chairperson who will dictate the need for number of positions and kind of help (preparing, picking-up, and/or selling food) needed. Please check the Volunteer Sign-Up page for specifics.
Hospitality – You will work with our Hospitality Chairperson in providing food for coaches and officials in the Coach/Official Hospitality Room. This position involves food/beverage preparation, distribution and clean-up. You will also deliver water/snacks to coaches, officials and timers during each session.
Hytek Operator (trainee) – The Hytek computer system is the "the brains" of the meet. These volunteers double check times (in case pads aren't working properly), take out DQ's, and generate the official race finishes.
Meet Marshal – USAS regulations requires at least two Meet Marshals to be on site during a sanctioned meet – depending on meet size we may need up to four Meet Marshals each session. We require at least one male and one female volunteer as you also walk thru and monitor the locker-room facilities. From warm-ups until the session ends, you will be ensuring that the swimmers, coaches, and spectators adhere to certain standards of safe behavior.
Officials – If you are interested in becoming an official, this will fulfill your volunteer requirement. Let the Volunteer Coordinators know and we will get you the information you need. If you are a qualified official, there will be opportunities to sign up when the Volunteer Sign-Up page goes “live”.
Positive Check-In and/ or Time Trial Sign-Up – If Positive Check-In is required for a meet, this position will be listed and receive guidance from meet officials. Regarding Time Trial sign-up, you will work on deck to take requests and fees for Time Trials and to verify that swimmers have qualifying times. This job is only available if SWAT hosts a State Championship Meet. These positions are usually only at our July meets or Championship meets.
Runner and Results Runners – You will pick up Timer sheets and deliver them to the computer office, post results outside the pool deck, distribute to and from the awards table and meet announcer, and carry out other duties as needed. This is a great job for a responsible young person.
Set-Up and Decorations – Volunteers here will work with the Set-Up and Decorations Chairperson to assist with set-up on the evening before or on the early morning prior to the meet—decorating, setting up the lobby, hospitality area, concessions area, and pool and testing the equipment so that all will be ready when the meet begins the next day. If help is needed, the Volunteer Sign-up page will have specific time and number requirements. Additionally, we may need some people to set up equipment on each morning of the meet, prior to warm-ups.
Swimmer Line-Up – When meet sessions include younger swimmers (8 & Under’s), often times an adult volunteer or two is needed to line up the swimmers and assist them with getting into the proper lanes.
Team Gear Sales – Based on guidance from the SWAT board and the Team Gear Chairperson, there may be opportunities to sell SWAT gear (towels, caps, shirts, warm-ups, etc.) during the meet.
Timers & Back-Up Timers – We require two timers per swim lane, plus an additional two back-up timers per shift. Your primary duty is to operate a stopwatch and electronic back-up button. Timers serve as the secondary and tertiary back up to the primary (electronic pad) timing system. At our home meets, we will supply all of the timers (16+2 or 20+2 timers per session). Timers need to be at least 15 years old. The Timers meeting usually takes place about 30 minutes before meet start time. New timers don’t need to shy away from this commitment as we will combine a more experienced timer with a new timer. There is a Head Timer Chairperson who organizes this commitment and runs the Timers meeting.
Volunteer Check In Table – The Volunteer Coordinators need a responsible person each session to check in volunteers at the check-in table, distribute marshal vests and/or t-shirts and assist in the organization of all the volunteer positions each session. One person required for each session.
Printable PDF of above information: click here