Volunteer Shifts (AKA: How Swim Meets Magically Happen)

It takes up to 60 parent volunteers to run a home or hosted away meet. Sixty.
That means we need YOU (yes, you reading this).

Swim meets don’t run on good vibes alone—although we bring plenty of those too. All volunteer shifts will be managed through our website.

What Each Family Commits To

Each family is required to complete:

  • 5 volunteer shifts during the season at meets and/or team events
    (BBQs, Family Fun Night, Swim-A-Thon, etc. all count!)

  • 1 additional volunteer shift at the Championship Meet

✔️ If your child is not swimming at Champs, you are not required to work a Champs shift.

Volunteer Sign-Up Dates (Save These!)

  • Half-season and full-season roles open: April 16

  • Meet & event volunteer shifts open: April 30 at 7:00 PM

(Yes, these fill quickly—setting a reminder is strongly encouraged.)

Championship Meet jobs will be posted a few weeks prior to the event, and families will be asked to sign up at that time.

Meet job sheets will be emailed and posted before each meet. Please double-check what you signed up for.
If you can’t work your shift, it is your responsibility to find a replacement.

Special Requirement for Our Younger Age Groups

To help support our youngest swimmers and keep communication running smoothly, families in the following age groups are required to take on Age Group Coordinator roles:

  • 6 & Under

  • 7 & 8

  • 9 & 10

Families in these age groups must complete a minimum of three (3) Age Group Coordinator roles, which will count toward the five (5) required volunteer shifts for the season.

Age Group Coordinators are essential—they help relay information, support coaches, and keep families organized and informed. These roles make a huge difference and help meets run smoothly (and with fewer last-minute panics).

Sign-ups and role descriptions will be available through the volunteer system on our website.

How to Sign Up for Volunteer Shifts

  1. Log in to the website

  2. Click Events

  3. Select the event you want

  4. Click “Sign Up for a Job”

  5. Choose any open position

You’ll be able to log in anytime to view and manage your volunteer hours.

Family Work Excuse Fee – Please Read Carefully

Swim meets—and our entire season—depend on parent participation. To ensure we always have the support needed to run successful meets, the Family Work Excuse Fee has been updated:

  • $600 per family (not per swimmer)

  • Applies to families who choose not to complete the required
    5 seasonal shifts + 1 Championship shift

  • The fee is collected from all registered families at the start of the season

  • Families who complete their volunteer requirements will not have their check cashed, or will receive a refund if paid in cash

In short: help out → no fee.
Skip volunteering → fee applies.

Mandatory Meet Sign-Up (Very Important, Please Don’t Skip This)

Swimmers (or parents on their behalf) must declare attendance or absence for every meet.

To sign in or out:

  1. Log in to the website

  2. Click Events

  3. Scroll to the meet

  4. Click “Attend This Event”

Please declare absences as early as possible.

  • Swimmers who do not declare attendance or absence will not be scheduled for events

  • League rules limit teams to 140 swimmers per meet

  • If more than 140 swimmers sign up, coaches will determine participation

Emergency Absences (Day-Of Only)

For day-of meet emergencies only (illness or family emergency), please call: 925.548.5403

This number is for emergencies only—not late RSVPs, not schedule checks, and not “we overslept.”