Volunteers - A Critical Part of Summer Swimming!

As all returning Stonebridge parents know (and new parents will find out), it takes a tremendous number of volunteers to put on a swim meet.

Swim meets normally require up to 50 adults to handle all of the roles of timekeepers, officials and concessions. To ensure that we have adequate coverage for every meet, a parent from each swim team family is required to volunteer for at least 4 jobs during the season, including Time Trials.

Time trials require even more volunteers since there is no opposing team to share the workload. Time Trials is a great time to try new volunteer roles and to meet other Sharks parents.

To streamline the process, we've set up committees for which you can volunteer. You can do all your volunteer work for one committee, which helps make each set of tasks run more smoothly throughout the summer. Scroll down to see what the committees are all about, or use this menu to jump around.  

Here's some additional information on the various volunteer categories:

Meet Logistics

·     Meet Set-up - These volunteers arrive at least an hour before the meet is scheduled to start, and help with clearing the pool deck, setting up lane lines and roping off team areas, placing chairs for each lane, setting up the concessions, starting equipment, and other activities.

·     Announcer - (Experience helpful) This person announces all the events for the meet as well as all check-ins to the Clerk of Course. Works closely with the Starter to keep the meet running.

·     Meet Tear-down - These volunteers remain after the meet to help put everything away. This is one of the hardest slots to fill, so please sign up for it and remember--if you've said you'll stay to do it, leaving early is bad form!


·     Refreshments/Hospitality - Volunteers help layout and prepare food and snacks for the meet, collect money for purchases, sell programs, and help clean up the snack bar area at the end of the meet.


·     Referee (MCSL Training Required) - The Referee is the final arbiter of all decisions and questions during the meet and has full authority over all officials, assigning and instructing them. The referee must be thoroughly familiar with all applicable USS rules and MCSL rules, all meet procedures and duties of all officials. We need at least one Referee for our Wednesday and Saturday home swim meets.

·     Stroke and Turn Judges (MCSL Training Required) - Stroke and Turn Judges determine whether the swimmers perform their strokes and turns in accordance with the prescribed rules of MCSL. Two Stroke and Turn Judges are required at each swim meet.

·     Starter (MCSL Training Required) - The Starter has complete control over the swimmers from the time the Referee signals the start of the race until after a fair start has been achieved. He/She calls the swimmers to their starting positions and to "take their mark" and indicates if any false starts have occurred. We need a Starter for every Away Meet.

Times and Clerk of Course

·     Head Timer - While you do not have to be certified, it is recommended that you have been a timer several times before signing up for this position. The Head Timer makes sure all timers are in place and ready for each heat, communicates with the Head Judge and acts as 3rd timer when a timer's watch malfunctions. Head Timer works the entire meet. We need a Head Timer for our Saturday and Wednesday meets, and our two Relay Carnivals.

·     Timers - 3 timers per lane are required for all meets (1/2 from each team). A stopwatch is provided and you are trained before the meet begins. Standing for long periods is required. Please bear in mind that Wednesday night meets are more relaxed, but they usually go until about 9 p.m. Please do not sign up for that slot unless you are able to stay for the whole meet (or find someone to relieve you).

·     Clerk of Course - All swimmers report to the Clerk of Course for their event. The Clerk(s) of Course organizes the swimmers according to lane assignments and makes sure they have their time cards to be given to timers. He/She arranges with the Announcer to call the events with adequate time intervals. The Clerk of Course also records "scratched" swimmers.

·     Assistant Clerk of Course - The Assistant Clerk of Course will help assign children to lanes and monitor the children's whereabouts.

·     Runner - The runner collects the time sheets/cards from the timers and turns them in to the computer operators. A runner also passes out the time sheets/cards to the timers. We can ask swimmers to help with this, but we need an adult to keep track of them!


·     Automation Lead: as visiting team, prepare the entry files and sends
to the home team; as home team, receives entry files, sets up Meet
Manager; prints out the program and lane sheets the day before the
meet; provides technical support during the meet as needed; collects
the results and posts on TeamUnify at the end.

·     Volunteer Positions at the Meet:
Reader (visiting team): collects the lane sheets from the Runner,
reads the times (the middle of three times, or the average of two
times if one is missing), looks out for DQs if there are any.
Data Entry (home team): enters the time into Meet Manager, prints out
score sheets after each event, and prints out ribbon labels every few

Verifier (visiting team): verifies the score sheet with lane sheets
to make sure times are correct, hands the verified score sheets to

       Automation station is usually either indoors or in the shade.

Ribbon Writers - Ribbon Writers will attach "Placement" stickers for each event onto the ribbons during the meet. They are also responsible for sorting and organizing the ribbons as they are generated.

Special Awards - This part of the team makes sure that the seniors get recognized at their last home event, and all year-end awards (certificates, trophies and coaches'awards) are in place for the banquet.