2025 Rio Rapids Parent Volunteer Commitment
As the old saying goes, it takes a village to run a swim meet!
The Rio Rapids Swim Team runs only because of our committed, dynamic parents. Whether it is home or away meets or great team events, nothing would happen without our fantastic family volunteers. Our team is not unique – every swim team requires a volunteer commitment from their families. Also, it’s your chance to get involved, get to know other Rapids families, and have an opportunity to support our team.
Volunteer Responsibilities
Our family commitment this year for the regular season (not including League Championships) is less this year than in years past, 10 shifts per family. The value of the shift varies based on the type of job being performed at the swim meet. You will see on the volunteer descriptions below and on the online volunteer sign-up how many "shift" or "shifts” each job is worth.
The exception to the # of shifts per family requirement is for families with only 15-18 age group swimmers. These families must fulfill two shifts for the regular season (in addition to the Championships volunteer requirements). The Parents or the swimmer may satisfy this requirement. Note: if you have a 15-18 swimmer AND a swimmer in another age group, you must fulfill the entire 10-shift commitment.
In addition to the regular season volunteer requirements, if your child or children swim at the League Championships, then you are required to complete 2 shifts per family over the course of the 2-day meet. Families with only 6 & under swimmers competing (and thus, only swimming on the first day of the meet) will be required to complete 1 shift per family. Swimmers will only be allowed to enter Championships after they or their parents sign up for their required shifts.
All job duties will be filled on a first-come, first-served basis and will be available online before our first swim meet. You will also be able to track your participation online. Our incentive program rewards families who perform the most volunteer hours. The top reward is front-row parking at each home meet.
While we understand that all families are incredibly busy, swim meets cannot run efficiently and finish on time if volunteers don’t sign up or show up for their shifts. Because of this, if you miss a shift you signed up for and do not find a replacement or receive prior approval to miss your shift from the volunteer coordinator(s), you will be charged $50 and receive no credit for the missed shift.
At the end of the season, all of the volunteer shifts will be reported and assessed.
If the required shifts were not completed, or you were a no-show to a shift, the swimmer’s family account will be assessed $100.00 per shift for all shifts not completed. All fines will be automatically deducted through the Rio Rapids Team Unify Account.
We really are all in this together, and we appreciate you doing your part to make this an enjoyable and rewarding experience for all parents and swimmers. Thank you in advance for being part of the Rio Rapids Family and making this season the best yet!
Parent Job Descriptions
Announcer: Poolside seat during meets! Announces events, lane changes, and updates to events at home meets. Calls for missing swimmers and or shift workers as needed.
Value: 1 shift.
Experience required: NONE, but working with an experienced announcer during time trials is helpful.
Ready Bench Volunteer: Works with Head Ready Bench Volunteer to help seat swimmers in the Ready Bench area.
Value: 1 shifts.
Experience Required: NONE, but it is helpful to work with experienced volunteers at time trials.
Head Ready Bench Volunteer Coordinator:
Works with parent volunteers during every meet. By signing up for this job, you agree to be at all meets or find a responsible replacement. At the end of the season, you will receive a full 10-shift credit for the season.
Value: 10 shifts.
Experience Required: NONE.
*Please note: this is a job for the entire season.
Computers: Manages computerized timer system to track and record event lane results and watch the meet poolside. Manages the scoreboard as needed.
Value: 2 shift.
Experience Required: One shift of training experience during Time Trials.
Parking Attendant: Arrive at the home meet by 7 AM to assist with monitoring designated parking areas for all families participating in a swim meet.
Value: 1 shift.
Experience Required: NONE
NOTE: This job will be completed by the start of the meet.
Head Ribbon Volunteer Coordinator: Works with parent volunteers during every meet. Ensures that all ribbons are completed by the end of the meet. Responsible for bringing "Family Files" to all away meets as well. By signing up for this job, you agree to be at all meets or find a responsible replacement. At the end of the season, you will receive a full 10-shift credit for the season.
Value: 10 shifts.
Experience Required: NONE.
NOTE: This is a job for the entire season.
Ribbons: Label and sort all ribbons awarded to swimmers. Place in the family file. Sign up to help the Head Ribbon Volunteer Coordinator at individual meets.
Value: 1 shift.
Experience Required: NONE
NOTE: This is good job for new families or those with small children.
Runners/Results Poster: Gather completed lane slips from each timer at the end of each event. Delivers lane slips to computer operators. Also responsible for posting results during meet. Watches the meet poolside.
Value: 1 shift.
Experience Required: NONE
NOTE: This is good job for new families.
Lead Setup Volunteer Coordinator: Present each Friday Night and Saturday Morning for setup. In charge of all setup volunteers. The "go-to" person for all set-up questions during Home Meets. Coordinates the pickup of all E-Z Up tents for Away Meets with Transport Volunteers. By signing up for this job, you agree to attend all Friday Night Set-ups and Saturday Morning Setups for Home Meets or finding a responsible substitute if unavailable.
Value: At the completion of the season, if the job is successfully completed, 10 shifts will be credited.
Experience Required: Familiarity with the setup procedure at Rio. Prior setup experience is preferred.
NOTE: This is a job for the entire season.
Setup Friday Night, Home Meet: Help to prepare the pool area and team areas starting Friday evening at 5 PM before a Saturday Home Meet.
Value: 1 shift.
Experience required: NONE.
NOTE: This is good job for new families or those with small children.
Setup Home Meet, Saturday Morning: Completes preparation for meets – Must arrive at 6:30 AM.
Value: 1 shift.
Experience Required: NONE
NOTE: This is good job for new families or those with small children.
Hospitality Prep: Washes and preps produce the Friday before home meets. Delivers produce to the meet on Saturday morning before 8:30 AM.
Value: 1 shift.
Experience required: NONE
NOTE: This is a good job for new families or those with small children.
Hospitality Worker Prepares and delivers refreshments during all home meets to deck officials and coaches.
Value: 1 shift.
Experience Required: NONE.
Starter: Starts races for swimmers.
Value: 2 shifts.
Experience Required: You must train with an experienced Starter before signing up.
Stroke and Turn Judge: Verifies swimmers are using the correct stroke and turn. Submits event disqualification (DQ) slips to the meet referee. A swimming background is helpful but not required. Watches the meet poolside.
Value: 2 shifts.
Experience Required: This job requires attendance at a training meeting TBD.
Takedown: Takes down and puts equipment away after the meet.
Value: 2 shifts.
Experience Required: NONE.
Tent Transportation and Setup at Away Meets: Needs a truck or larger SUV to transport tents that shade the swimmer during the meets. The job requires pickup of E-Z Ups from Rio on Friday night and Saturday transportation, setup, breakdown, and return of E-Z Ups to Rio.
Value: 2 shifts.
Experience Required: NONE (not a job for 6&U only parents as it requires you to be present at the end of meet to take down tents).
NOTE: This is for AWAY meets only
Team Area Parent Chairperson: Trains new team area parent volunteers, delivers meet sheets to team area parents, and provides/collects Sharpees for each team area.
Value: 1 shift.
Experience Required: Must have been a responsible team area parent during the previous season. Ideally, has a child in 9-10 & Up.
Team Area Parent: Positions are available for each age group, girls and boys. Hands-on interaction with swimmers in the team area. In charge of the meet sheets and informing and marking swimmers ahead of their races. Deliver swimmers to the ready bench in time for their race.
Value: 1 shift.
Experience Required: NONE
NOTE: If you have younger children who require supervision in addition to your swimmer(s), this may be a perfect spot for you. Also, this job position requires you to be ON TIME for meets. If you are not present to help with writing numbers on the hands of the swimmers, you will not receive credit for your shift.
Timing: Front row seat in the shade, this position is responsible for timing and recording individual swimmer’s times at home and away meets.
Value: 1 shift.
Experience Required: NONE
NOTE: This is good job for new families or those with small children.
Volunteer Check In: Need to arrive early to meet (6:45 AM), assist the Volunteer Chairperson with checking in Parent Volunteers. This job is typically completed by the start of meet.
Value: 1 shift.
Experience Required: NONE
NOTE: This is good job for new families or those with small children.
Bathroom Monitor: Sits in front of the bathroom area near the pool and monitors people in vs. out. Makes sure athletes are the only ones using the pool deck bathrooms.
Value: 1 shift.
Experience Required: NONE
Hot tub Monitor: Sits next to the hot tub area and tells swimmers to stay out of the hot tub during the meet. Hot tubs are open and available to club members during the meet.
Value: 1 shift.
Experience Required: NONE
FAQs
Q: I’m a new parent with little children, and often at meets without my spouse. What jobs can I do while watching small kids at a swim meet?
A: This is a challenging situation for many new families, but there are a lot of jobs that can be done with little ones. For example, serving as your age group’s team parent at meets ensures you are always in the area with your child. There are also jobs you can do that aren’t during meets, like setup or takedown. The parent volunteer coordinator is here to help, so if you’re having trouble filling your shifts, please email Jen, and we’ll help you find shifts that are convenient for you!
Q: My child is on the swim team, but we won’t be attending any meets. Do I still need to do volunteer shifts?
A: Yes. Every family that is registered for the swim team must complete their 10 shifts. Even if you do not attend meets, there are shifts – like Friday night setup, Hospitality Shopping and Prep, Saturday morning setup, or post-meet takedown that you can complete.
Q: I have a 15-18 on the team and never come to the meets. We’ve never been required to volunteer before – does our family still need to volunteer?
A: In the past, families of the older kids on the swim team were not required to fulfill volunteer shifts. This year, however, families of 15-18 swimmers must fulfill 2 volunteer shifts plus their Champs requirement (1 shift per day they compete). While many families with young swimmers on our team struggle to meet their volunteer obligation, we feel it is necessary and fair to require a partial commitment from families of our oldest swimmers.
Q: What if an emergency arises and we can’t make our shift at a meet?
A: As soon as you know you cannot fulfill your shift due to an emergency and cannot secure a sub to fill your spot, please notify Jen Trudel-Alusic immediately. On a case-by-case basis, you may be able to reschedule a shift; however, you will still be required to complete those shifts later.
Q: When I get to a meet, where do I go to start my volunteer shift?
A: Look for the “Rio Rapids” volunteer sign-in table by the back parking lot entrance at home meets. At away meets, someone with a clipboard in the team area will check you in. You will not receive credit for your shift if you don't check in. Jen is usually there early and wearing her lampshade hat, so you can find her.
Q: I signed up for a meet setup shift, and my partner wants to help, too. If only one of us signed up, can we both come and get double credit?
A: No. Only a certain number of spots are available based on what we need for setup and the overall need for volunteers. If you and your partner each sign up for a spot, that’s great, and you both get credit. Grandparents can help, too! However, you can't get double credit if you’ve only signed up for one spot and the rest are full.
Q: What do the times for the shifts mean, and are they strictly adhered to?
A: Some are, some aren't. Assume your first shift times are adhered to so we can start the meet on time. Many “2nd shift” jobs begin after backstroke (and after the 6&unders are done for the day.) An announcement will be made over the loudspeaker for the ‘2nd shift workers’ to report to their stations – please listen to this. If you don’t report on time, you could delay the meet. For parents that only have a 6&under swimmer, you will want to only sign up for 1st shift jobs so you’re done when your swimmer is done. Your name tag will also indicate the times we expect you to be on duty for your shift, so please take notice of that when you get your name tag at check-in.
Q: These policies seem pretty strict. What do other teams do for their parent requirements?
A: We try to be fair with these policies, balancing the need to ensure our meets run smoothly while ensuring that every family carries some of the load required to complete these tasks. Many other clubs in our region require higher deposits, and some even scratch kids from meets if their parents don’t do the jobs. We believe these policies will provide the impetus for people to take them seriously and complete their volunteer commitment while still being fair.
