Volunteer Policy

 

**New IFLY Parent Zoom Meeting- February 4, 2022- 6:30 - 7:00 p.m.

If you are new to the team, haven't volunteered with us at a home meet before, or have questions about volunteer job descriptions, join us on February 4th via Zoom. 

Next "New IFLY Parent" Zoom Meeting- Early May 2022, Early July 2022, Early November 2022

 

Meet Check-In Times - In Order of Reporting Times (please check the signup frequently as times may change):

Coaches Check In / Hospitality - 45 minutes prior to WARMUPS.  If there are split warmup sessions, this means prior to the FIRST warmup. 

Marshal / Heat Sheet Sales / Clerk of Course - 30 minutes prior to WARMUPS.  If there are split warmup sessions, this means prior to the FIRST warmup. 

All Timer Positions (Timers/Head Timer/Backup Timer) - 45 minutes prior to the start of the SESSION.

Announcer / Awards / Parade Sign Bearer / Runner - 30 minutes prior to the start of the SESSION.

 

IFLY Swim Meet Positions

ANNOUNCER
** Training is required for this position **

  • Volunteer(s) Needed: 1 per session
  • Arrival Time:30 minutes prior to the start of the session
  • Age Requirement: minimum 18 years old
  • Make all necessary announcements over the PA system as requested by the Referee/Official, Clerk of Course, or the Meet Director.
  • Announce event information (event, heat, stroke, and distance).
  • Provide "color" commentary for all Finals sessions


AWARDS

  • Personnel Needed: 1-2 per session
  • Arrival Time: 30 minutes prior to the start of the session
  • Age Requirement: minimum 12 years old At least one adult required.
  • Place preprinted labels on ribbons for swimmers.
  • Prepare certificates for swimmers achieving a new time standard.
  • Distribute ribbons/certificates to swimmers during the meet.
  • Distribute remaining ribbons/certificates to Teams at the end of the meet.
  • ** May involve some time after the meet to complete ribbons/certificates, depending on the timing system.

 

CLERK OF COURSE
** Training is required for this position **

  • Personnel Needed: 1-2 per session.
  • ​Arrival Time: 30 minutes before first warmup.
  • Age Requirement: minimum 18 years old.
  • Assist Meet Director and Admin Referee with any required tasks
  • Confirm positive check-in of swimmers prior to the event being seeded by Admin Officials.
  • Works scratch table for finals.
  • Work with the Runner(s) to post heat/lane assignments and post final results.

 

COACHES CHECK IN

  • Personnel Needed: 1-2 per session.
  • ​Arrival Time: 45 minutes before first warmup.
  • Age Requirement: minimum 18 years old.
  • Manage all aspects of Coaches Check In.
  • Distribute Coaches bags when required
  • Verify Deck Pass for all coaches to permit entry to the pool deck
  • Provide information about the facility and meet procedures to all coaches

 

DECK MARSHAL

  • Personnel needed: 2 per session, depending on the size of the meet.
  • Arrival Time: 30 minutes prior to first warmup
  • Age Requirement: minimum 18 years old
  • Role is to maintain the deck is for meet personnel and participants only.
  • Escort non-meet participants to the program pool – away from the meet
  • Must not leave your position until substitute is provided or until excused, (must finish the session)
  • Monitor the entire pool area
  • Ensure that swimmers behave in a safe manner. (No running, abusive behavior, etc.)
  • Notify the coach of any swimmer who is behaving/acting in an unsafe manner.

 

HEAD TIMER
** Experienced Timer is required for this position**

  • Personnel Needed: 1 per session/ per pool.
  • Arrival Time: 45 before the start of the session.
  • Age Requirement: minimum 18 years old.
  • Assist in training to all NEW Lane Timers.
  • Designate one timer on each lane to be the recording timer for that lane.
  • Operate multiple back-up stopwatches.



HOSPITALITY LEAD
** Training is required for this position **

  • Personnel Needed: 1 per session
  • Arrival Time: 45 minutes prior to the first warmup
  • Age Requirement: minimum 18 years old
  • Helps to arrange food with Hospitality Coordinators
  • Setup refreshments (food and drink) for coaches, officials, and meet volunteers (NO Swimmer allowed).
  • Morning sessions – Beverage preparation, set out and serve breakfast, snack service, re-stock beverages as needed, prepare lunch service
  • Afternoon sessions – Lunch service, snack service, re-stock beverages as needed, prepare dinner service
  • Final session – dinner service, snack service, re-stock beverages as needed, inventory and pack up supplies to return to storage.
  • Every Session - setup, keep food fresh, cleanup.

 

HOSPITALITY WORKER

  • Personnel Needed: 1-4 per session
  • Arrival Time: Varies, usually 45 minutes prior to first warmup
  • **Food will be arranged by the Hospitality Coordinator/Lead.
  • Setup refreshments (food and drink) for coaches, officials, and meet volunteers (NO Swimmer
  • allowed).
  • Morning sessions – Beverage preparation, set out and serve breakfast, snack service, re-stock beverages as needed, prepare lunch service
  • Afternoon sessions – Lunch service, snack service, re-stock beverages as needed, prepare dinner service
  • Final session – dinner service, snack service, re-stock beverages as needed, inventory and pack up supplies to return to storage.
  • Every Session - setup, keep food fresh, cleanup.

 

VOLUNTEER / SERVICE CREDIT CHECK-IN
** Training is required for this position **

  • Personnel Needed: 1 total per session
  • Arrival Time: 45 minutes prior to first warmup
  • Age Requirement: minimum 18 years old
  • Check in all meet personnel – both service credit and volunteer
  • Coordinate with Clerk of Course any position openings
  • Provide completed check-in sheet to Clerk of Course

 

LANE TIMERS / BACKUP TIMERS

  • Personnel Needed: 2 timers per lane - 16 for 8-lane pool / 20 for 10-lane pool.  Backup timers 1 per pool
  • Arrival Time: 45 minutes before the session starts.
  • Age Requirement: minimum 10 years old experienced swimmer with parent timing in same lane.
  • No experience required. Training will be provided by the Officials/Head Timer.
  • Check the name of the swimmer before the start of each race. Notify the Head Timer of any conflicts.
  • Operate stopwatch and touch pad button used for the entire session. If stopwatch fails, notify the Head Timer for a replacement stopwatch for that race.
  • Record times from both stopwatches on the lane/timer sheet for each swimmer.

 

PARADE SIGN BEARER

  • Personnel Needed: 1 per session - Finals only
  • Arrival Time: 30 minutes prior to the start of the session.
  • Age Requirement: minimum 8 years old
  • This position works actively with the Clerk of Course and the Admin Officials.
  • March all finalists from Ready Room to behind the starting blocks
  • Update event information on the Parade Sign

 

RUNNER

  • Personnel Needed: 1-2 per session / per pool
  • Arrival Time: 45 minutes prior to the start of the meet.
  • Age Requirement: minimum 12 years old
  • This position works actively with the Clerk of Course and the Admin Officials.
  • Collect lane/timer sheets from each lane at the end of each event.
  • Post event results