Swim Meet Jobs

Hospitality: Responsible for getting the cooler from the Storage Room, filling it with ice and water bottles, and serving water to the volunteers, including: the volunteers at the computer table, the starter, stroke and turn officials, referee, timers and recorders, and coaches (MCST & visiting coaches.) Hospitality works throughout the meet passing out water every hour. Hospitality also visits the opposing team’s coaching staff table to offer snacks and water.

Recorder: Accurately record swimmer name and times recited to you by the timer on lane slips during swim meet. If all stop watches are used, record all 3 times provided by each timer. The final time recorded is the middle of three clocked times. If only two times are clocked, the average of the 2 times is the final time. If two of the three clocked times are identical, that is the final time recorded.

Reliever: Responsible for relieving MCST timers or recorders for 15-minute breaks during a meet and must be available for the entire meet. Each family can only sign-up for this assignment once during the season.  Also, may be asked to serve as a substitute for no show jobs.

Ribbon Labeler: Responsible for labeling ribbons at Home and Away meets and filing them in family files. At Away Meets, this person is responsible for arranging with the awards coordinator to bring home the ribbon box and returning it to the pool the next day.

Heat Winner Ribbon Distributor: At each home meet, during all 6 and Under, 7-8, 9-10, and 11-12 events, this worker will watch the scoreboard closely and go to the lane where the heat winner swam, and hand the swimmer a heat winner ribbon. 

Runner: Collect lane sheets from Recorders after each event, and collect disqualification “DQ” slips from Stroke & Turn judges & deliver them to the computer desk.

Set-Up and Take-Down: This job requires you to be at the pool at 6:30 a.m. for a Saturday Meet, and 4:00 p.m. for a Wednesday Night Meet.  Additionally, take down requires all workers to stay after the meet until items on MCST Checklist for Take-Down have been completed.

Timer: Using the dolphin timer remote, hit the plunger as soon as the swimmer touches the wall. Timers with a stop watch will report time to Recorder. 

*Timing and recording jobs for New Swimmer Meet are reserved for new families and families of those entered in the meet. Timing and recording jobs for the 8 and Under Invitational meet will be reserved only for those families with swimmer(s) entered that day. Only one job per family will be allowed at these meets.*

Head Timer: Stays on deck during a meet near the Lead-Starter, Whistle-Starter and in line with the lane timers. Maintains two additional stop watches for each race in case one of the lane timers doesn’t get an accurate time or needs a new stopwatch.


 Non-Meet Jobs:

Photo Day Coordinator (1 job credit each): On Team (2 Photo Coordinators) and Individual Picture Days(1 Photo Coordinator), have extra picture envelopes, and pens available for families to fill out forms. On Individual Picture Day, help swimmers get in an orderly line for individual photos. On Team Picture Day, you will help with the line-up for the team photo.

Breakfast Coordinator (3 job credits): Coordinates sign up and running of the Breakfast of Champions breakfast which is the day before and day of League Meet, and breakfast for Swimmer’s Challenge.  Includes creating age group food sign up, setting up tables/food, cleaning up tables/food and directing volunteers at Breakfast of Champions day before and day of League and Swimmer’s Challenge.

Breakfast Volunteer (1 job credit): Monitors table, helps with setup and/or take down.

Rigatoni Night Volunteer (1 job credit): Work on the evening of Rigatoni Night Dinner. Responsibilities may include: cooking, serving food and drinks, and clean-up.

Awards Night Volunteer (1 job credit): Volunteers must arrive 30 min prior to assist with handing out league awards and other miscellaneous duties as assigned by the Awards Coordinator.

Tie Dye Coordinator (3 job credits):  Reserves the park for the team Picnic, working with Keelan for the date of the event. Coordinates the soda ash soaking the morning of the Picnic in the park.  Also runs the tie dye at the picnic. (Every other year-in 2020, 2022)


Rigatoni Night Age Group Basket Coordinator (1 job credit): Puts together an age group basket for Rigatoni Night. Decides on a theme and puchases items (Either with team funds or via reimursement).

League Program Advertising (3 job credits): Responsible for preparing the our team contribution of pages to the program that can be purchased at League Meet. Creates and distributes fliers to sell ad space into family files a month prior to the deadline for the copy. Creates a poster with samples portraying ad size and examples from past league programs. Coordinates all ad sales, ad prep, and positioning in layouts, producing camera-ready pages adhering to League deadlines. Emails flyer to website administrator for posting on the team website.



Season Jobs

All Board Positions

  • President

  • Vice President

  • Treasurer

  • Secretary

  • Membership

  • League Representatives (2)

  • Past President

Meet Director: Communicates via email with other teams to exchange insurance and bios.  Responsible for the 8 & Under Invitational (sending email invitations, exchanging bio and insurance information, drawing team setup maps, collecting entry fees. Work with Vice President to arrange vendors). The Meet Director is the liaison and point of contact for visiting teams during a swim meet, making contact with their coaches at the beginning of meets to answer questions or address needs. The Meet Director will check in with the various groups of MCST parent volunteers (Shepherds, Computer team, Set-up, etc) to ensure everything is running smoothly, properly, and on schedule. 

Setup and Take Down Coordinator: Two volunteers will coordinate.  One has to be at each meet. Responsible for directing volunteers for the complete setup and take down of the meet.

On Deck Volunteer Coordinator: Two volunteers will coordinate for 2020. Checks-in all volunteers at each swim meets, invitationals and league meet. Provide the Stroke & Turn Judges with their clipboards and the meet protocols. Provides Volunteer Coordinator with listing of job obligations not meet after the meet has taken place.

Announcer: Responsible for announcing the next event.  A loud, strong voice and ability to speak into a microphone is a must.  The Announcer is required to remain on deck for the entire meet. 

Computer Committee Chair

  • Oversees scheduling of the various on deck computer positions for each home meet including New Swimmer and 8 & Under Invitational meets.

  • Responsible for the on deck training of Timers and Recorders.

  • Responsible for the upkeep of team computer equipment and software.

  • Prepare and submit summary Fee Sheet. Submit to League Rep/President/Coach for approval and delivery with team payment for meet entries. Coordinate with League Rep/President/Coach if meet entries are to be delivered electronically or by hand.

Website Meet Entry

  • Imports Swimmer Entries from Head Coach & oversees preparation of electronic entries for all meets into Meet Manager.

  • Commits swimmers and updates times before entries are complete in Team Unify before entries are ready for a meet.

  • Home Meets: Responsible for providing the visiting Team the Meet Event File and a Team Roster for preparation of their team’s meet entries.

  • Create an event meet file in Meet Manager.

  • Email file to other team

  • Away Meets: Responsible for importing the meet entries for meet seeding .

  • Contact the opposing team’s computer representative.

  • Import entries received from the opposing team into Meet Manager.

  • Seed the meet in Meet Manager.

  • Post Meet – Home and Away

  • Responsible for supplying Meet Results file to visiting team Computer Representative.

  • Import meet results into Team Manager and send reports to: Coach, Awards Board, Website, Publicity, and League President.

  • Upload entry files and results files into Team Unify.

Computer - On Deck

  • Runs computer operations for the team at all home meets including setup and take down of the computer equipment, timing system and score board.

  • Download Dolphin times into Meet Manager or manually enter times from lane sheets when the opposing team does not have a Dolphin teams download.  Works all home meets including New Swimmer and 8 & Under Invitational meets.

Sorter/ Checker: Sorts lane sheets and staples any applicable DQ slips to the corresponding lane sheet in preparation for On-Deck Data Entry.

Data Caller: Reads aloud swim time and/or DQ results to the On-Deck Data Entry person.

On-Deck Data Entry:

  • Check lane sheets for any swimmer changes and enter them in Meet Manager.

  • Enter swim times and any DQ‘s into Meet Manager.

  • Score the events and print results to be posted.

 Ribbon Label Proofing/Printing:

  • Prepares data for printing labels by comparing entered swim times and lane sheets.

  • Prints and delivers labels to the Ribbon Labelers.

 Meet Entry Print and Post:

  • Prints all lane sheets, meet programs, entries list and rosters for MCST and other team coaches, meet starter and computer table.

  • Posts event schedule at meets.

  • Prepares lane sheets with a pencil on clipboards for recorders.

  • Prepares Stroke and Turn Judges and Referee clipboards with event schedule/program and roster.


Lead-Starter: Responsible for starting races at home meets. A loud, strong voice, and ability to speak into a microphone is a must. Lead-Starter is responsible for recording a False Start DQ when; they independently observe a swimmer starting before the starting signal is given and they are able to confirm with either the Whistle-Starter’s or Chief Judge's own independent observation that a false start took place. MUST attend training in May and additional training with Coach Keelan TBA.

Whistle-Starter: The Whistle-Starter calls the swimmers to the blocks by using a series of whistle blasts.  When the Lead-Starter is ready to begin the race the Whistle-Starter blows a long whistle instructing the swimmers to place their feet on the blocks.  The Lead-Starter then starts the race. When the race is almost over the Whistle-Starter calls the next group of swimmers to the blocks with the whistle. They may independently observe and confirm a False Start. MUST attend training in May and additional training with Coach Keelan TBA.

Stroke & Turn Judge: The S&T volunteer is responsible for “judging” swimmers during races. Judges may work part or all of meets depending on the number of judges available for a meet. MUST attend training, either with TCSL or with Coach Keelan. At meets they will check in with the On-Deck Volunteer Coordinator 30 minutes prior to start of meet to see how the meet will be run via Keelan’s instructions (examples: special needs of certain swimmers, running at 70/30, 80/20, or 100 percent). They will be given a written explanation for the meet protocol, the meets rotations, and starting stations to share with the visiting team.


Chief Judge:  During home meets all Stroke & Turn Judges will rotate to take a turn for this duty.  The Chief Judge acts as liaison for the judges or may report the decisions for any of the  stroke, turn, place and take-off judges. They may also serve simultaneously in one of the judging positions. They may independently observe and confirm a False Start for the Lead-Starter to record a DQ.  During their shift this judge walks the perimeter and checks in with the judges throughout the meet. IF one of our S&T needs to be relieved they are able to fill in. Periodically they check in with the computer desk to sign the DQ slips, they sign on the Referee line. MUST attend training in May and additional training with Coach Keelan TBA.


Snack Bar Crew (1 Buyer, 2 On-Deck Leads): At the beginning of season, Buyer conducts inventory of paper goods and cooking supplies to determine what is needed to prepare for the season. Additionally, purchases the hospitality supplies (water bottles, snacks) for the season.  For all Home Meets, Buyer and On-Deck Lead work together to prepare a menu of food items with prices to be posted and sold at the pool, and Buyer purchases food in advance with reimbursement from the team once receipts are turned in. On-Deck Lead oversees set-up, clean-up, and take down of Snack Bar at home meets, manages workers, and ensures food safety procedures are being carried out sufficiently. On-Deck Lead supplies hospitality with snacks, meals, and drinks for coaches from both Home and Visiting teams. At the end of meet, On-Deck Lead secures the cash drawer and oversees the delivery of cash to Treasurer.

Snack Bar Crew Worker: Works a shift in the Snack Bar at all Home Meets. Assists with set up and clean up. This job requires that set-up volunteers be on deck 30 minutes prior to the beginning of warm-ups and clean up volunteers to stay after the meet, if needed. Closing and take-down begins 30 minutes before the end of meet. 

Head Shepherd: Responsible for recruiting and coordinating the shepherds for all meets, and shepherding swimmers.

Shepherd: Responsible for gathering all the 8 & under swimmers and getting them to their appropriate lanes before their scheduled event. Shepherds are identified by wearing a “Shepherd” apron and calling swimmers with the use of a cow bell. Training will be provided.

Apparel & Product Sales Coordinator: Coordinates with MCST Board and coach to determine items to be carried. Works with vendor to design spirit wear items. Responsible for managing the online apparel store, receiving items from vendor, and distributing items to MCST families.

Ribbons Coordinator: At the beginning of the season, take inventory of the remaining ribbons from the past season and place an order for ribbons based on need for the current season including ribbons for 8&Under Invitational. Stocks ribbon drawer for home meets, greets ribbon labelers and provides training for ribbon labelers. Responsible for taking family files to Away meets and delegating a ribbon labeler to return the family files to the pool on the next day of practice. Responsible for bagging all the league ribbons and clearing out family files for distribution at awards night.

Medal Board: Works with the Head Coach on creating the Medal Board for the year.  Updates the medal board on a weekly basis. At the beginning of the season, set-up the Team’s Awards Board (near the coaches room), the “Star Board” (swimmers’ medal level),  Update and maintain the awards board weekly based on meet results, swimmers’ progress, and change pictures regularly.

Rigatoni Dinner and Group Basket Coordinator: Prepare and distribute flyers for the event, via family files and team website, set price, collect reservations, and payment for the dinner. Responsible for purchasing the food, plates, cups, and silverware Oversees set-up, food, beverages, serving, and clean-up of kitchen facilities. Oversees the Rigatoni Night Volunteers. Oversees age group basket coordinator for each age-group (e.g. 6 & under boys), and overseeing that each coordinator puts together an age-group basket for Rigatoni Night Raffle. Also responsible for setting up baskets for display at Rigatoni Night, purchasing raffle tickets and providing containers for each item and cleaning up after the event.  Responsible for decorating the venue.

Team Photographer: Must cover all events between the two volunteers. Take pictures of the swimmers during the season. Venues should include swimmers of all age groups, the meets, individual shots, team trips, and team activities. Take photos of Swimmer of the Week/Swimmer of the Meet (coordinate with Coach Keelan to schedule this). Digital camera required. Stand out digital photos should be e-mailed to website administrator for posting on the team website. It is the photographer’s responsibility to make sure that at least 2-3 pictures are taken of every swimmer. Responsible for editing photos take so that no more than 150-200 images are posted per event. You may obtain a roster from the Membership Director.   

Season Wrap-Up Show & Rigatoni Video: Compiles short videos created by swimmers for Rigatoni Night.  Prepares End of Season video presentation of swimmers set to music for Awards Night. Include pictures of all swimmers taken throughout the season (supplied by the team photographer). There should be a minimum of 2-3 photos of every swimmer; you can obtain a roster from the Membership Director. Must have or be able to obtain the necessary video equipment, screen, etc. and will run the presentation at Rigatoni and Awards Night. Coordinates reproduction and sales of DVD of combined Rigatoni Night videos and End of Season video.

End of Year Certificates: Designs and prints individual swimmer certificates of achievement presented to swimmers at Awards Night.  

Coach Appreciation Week: Gathers information from coaches about their favorite things (treats, restaurants, etc.) and circulates that information to the families. Creates decorations and signups as needed for coach appreciation events, provides boxes or large bags to gather gifts and coordinates delivery to the coaches. Also recognizes swimmers who are aging out.  Creates league ads and slideshow pictures of swimmers.

Social Coordinator: Coordinates team activities. Dates of activities should be scheduled in collaboration with Coach Keelan.

Volunteer Coordinator: Computer worker: Prepares website for families to sign-up for jobs, coordinates sign-up for season jobs. verifies families have fulfilled their jobs at meets and for the season. Communicates with Head Coach and Team President when job obligations are not being met.