VAST Volunteer Policy 2025-26
For the 2025-26 Swim Year, we will divide the commitment into three trimesters versus a running year total. This will allow us to make sure that we get the help when we need it at the meets but that families are also not in a situation with a lot of hours left with not a lot of opportunities. Families can choose to work some meets, pay for some volunteer's hours, and find a way to support the team that works best for them. We will be working on developing a FAQ section for the website.
Families are responsible for the hours assigned for their highest group swimmer. For example, A family has a swimmer in Silver Elite and Bronze. In Trimester 2, the family is responsible for working 16 hours since that is the requirement for Silver Elite Families.
Intrasquad meets: All swimmers participating, regardless of swim group are required to have volunteer participation at intrasquad meet. Hours worked at intrasquad meets count as ½ towards the volunteer requirement. While intrasquad meets are a great way to provide opportunity for our swimmers, they do not serve as fundraisers in the same way as other meets do.
For the 2025-26 swim year, VAST is hosting the following four meets:
Fall Invitational: October 18th/19th open to all swimmers
Washington Open: January 15th-18th: (a high-level meet that brings athletes from all over the West Coast but will need all families to help)
VAST Summer Sprints & Distance Meet: May 30th/31st: open to all swimmers
13 &over Long Course PNS Champs: July 16th-19th: qualified swimmers but will need all families to help.
What is a “buy out”?
Buy outs happen at the beginning of the trimester and you pay the money upfront before the trimester starts (or right at the beginning). It is a lesser hourly charge ($30) as it helps us to know that you will not be available to help that trimester so we can find other volunteers and higher other local organizations ahead of time if we need to. For example, if you are opting out of your volunteer hours for Trimester 1, you will pay the buyout fee with registration. You then will not be responsible for working any hours during trimester 1. You can buy out 1 trimester if are busy with one another activity but then work your hours in another. What you pick for one trimester does not have to be the same for all trimesters.
VOLUNTEER requirements beyond the Volunteer Policy: At some of the meets where our swimmers are entered, VAST is required to help provide volunteer support, usually as volunteer timers. When we receive our assignments, we will first solicit people to fill these spots using their required volunteer hours. However, if these spots are not filled, we will divide the spots amongst the families that having swimmers entered in the meet. This may go beyond your volunteer hours but is a condition for entering your swimmer in the meet. We will do our best to assign the spots when your swimmer is actively swimming, however, it may require you to stay slightly beyond your swimmers’ races. Thank you in advance for understanding that we must meet our teams' requirements
OFFICIATING: Becoming an official is a great way to meet your volunteer hours and so vital for the running of swim meets. After your volunteer hours are met, officials will receive a $20 billing credit for every two sessions they work each month. (VAST Swimmers need to be entered in the meet)
Trimester Hour requirements:
September-December
Gold Elite: 10 hours Trimester 1 buy out: $300
Silver Elite: 8 hours, Trimester 1 buy out: $240
Silver/Gold: 8 hours, trimester 1 buy out: $240
Bronze: 4 hours, trimester 1 buy out: $120
Blue: no required hours
Volunteer opportunities: VAST October Invite at KCAC October 18th/19th assigned timing spots at PNS Champs, October challenges, and other meets. Planning holiday events, donations, etc.
Families with less than 2 hours left will be waived for the trimester.
Family is responsible for the whole trimester worth of hours should regardless of whether they participate for the entire trimester. Trimesters are not prorated. Should a swimmer stop swimming in the middle of the trimester, they will be billed the full amount owed on the next month’s invoice.
Remaining Hours will be billed $30 an hour on your January billing statement.
Credit will be given up to 4 additional hours per family on your February billing statement for hours worked beyond the above requirements paid at $20 per hour.
January-March
Gold Elite: 10 hours Trimester 1 buy out: $300
Silver Elite/Sprint Performance: 8 hours, Trimester 1 buy out: $240
Silver/Gold: 6 hours, trimester 1 buy out: $180
Bronze: 4 hours, trimester 1 buy out: $120
Blue: no required hours
Volunteer opportunities: Our largest meets happen during this time. Washington Open (January 15th-19th). There will also be other opportunities at various other meets during this time. There will be opportunities for families to work together during this trimester! Your swimmers will be able to time, help at meets, etc.
Families with less than 2 hours left will be waived for the trimester.
Remaining Hours will be billed $30 an hour on April billing statement.
Credit will be given up to 4 additional hours per family on your May billing statement for hours worked beyond the above requirements paid at $20 per hour.
Trimester 3:
Gold Elite: 10 hours Trimester 3 buy out: $300
Silver Elite/Sprint Performance: 8 hours, Trimester 3 buy out: $240
Silver/Gold: 6 hours, trimester 3 buy out: $180
Bronze: 4 hours, trimester 3 buy out: $120
Blue: 1 session if swimmer is participating the VAST Summer Sprints meet.
Volunteer opportunities: VAST Summer Sprints (May 30th and 31st), 13 & over PNS Champs in July, intrasquad, other meets where we are assigned timers.
Families with less than 2 hours left will be waived for the trimester.
Remaining Hours will be billed $30 an hour on your August invoice.
Credit will be given up to 4 additional hours per family for the September 2026-27 swim year paid at $20 per hour.
