Meet Volunteer Job Descriptions

Volunteering is important for our swim team to be successful.  Each family must volunteer at 4-5 shifts in a season plus one shift at Champs (if your child attends Champs). 

Season-Long Jobs: Signing up for one of these jobs fulfills all or half of your volunteer requirements.  Note: A Champs shift is still required unless we state in the description that it includes the Champs shift.

• Swimmer and Volunteer Check-In: (completes full volunteer requirements including Champs shift) Prepares clipboards for Swimmer Line-up (Age Group) Coordinators before the day of the meet.  Transports clipboards, check-in equipment/supplies, and team canopy to the meet.  Arrives early to set up check-in area and team canopy and to check-in swimmers and volunteers.  Reports any scratches to the Computer Chair.   Is responsible for returning the clipboards & aprons, team canopy, and supplies to the BH office at the end of the season.  Must be at every meet including Champs.
• Home Meet Equipment Manager (new for 2025!): This person must be available for each home meet – May 31, June 7, June 21, July 12.  Meets set-up volunteers at Briarhill the Friday evening before the meet and ensures all Briarhill equipment is put into volunteer cars for the meet the next day.  At the meet, this person is directing volunteers in how all equipment is set-up to ensure a successful day of hosting a swim meet.  At the end of the meet, this person is directing volunteers of how to take down equipment and ensuring it has found a place in volunteer cars to return to Briarhill.  Meets volunteers at Briarhill and ensures all equipment is back in storage at the Briarhill pool.  Looks for any equipment issues and notifies the board of broken or missing equipment.  This job ensures you have no work during the actual swimming at the meet.  All work is Friday evening, Saturday morning before the meet starts and Saturday afternoon after the meet.
• Ribbon Coordinator: (completes full volunteer requirements) Affixes the stickers to the event ribbons and double checks that the swimmers’ name, event, and time are correct on the event place ribbon.  Files all ribbons and leaves them in the pool office.  Orders ribbons as needed.
• Coaches Gift Coordinator: (Half of your volunteer requirements) Coordinate coaches' and volunteer coach gifts from the team to be gifted at the awards party.
• Computer Scorer (3 individuals): (completes full volunteer requirements)  These 3 individuals will work with Jeff Dyer, our Briarhill computer chair.  You will sit at the computer desk for 5 different shifts (a shift being half of a swim meet) to assist with running the computer.  This role does require one extra training on May 21^st from 6:30-7:30 to understand the equipment and be able to troubleshoot with timers during the meet.  The computer is always set up at a prime location with one of the best views of the pool under a tent.  It is a great place to watch the swim meet while also getting real-time access to all the kid’s swim times.  This is a great job for people who like data and are comfortable with computer work.  Volunteering for 5 shifts will fulfill your volunteer commitment for the season.  Questions on this role?  Reach out to Jeff at [email protected]
• Stroke and Turn Judge (3 individuals): (completes full volunteer requirements including Champs shifts) These 3 individuals will receive training from the Tri-Valley Swim League and will also receive guidance from our board members Jason Wigand and Kristin Speck.  Between the three individuals, you will split up the 7 meets (including time trials and champs) so that two judges are available for each meet (one for each half).  During the meet, you will watch half the lanes and mark any swimmer who has a stroke infraction on the given forms.  Due to this volunteer job requiring training and a high level of focus, you have less of a time commitment at swim meets than other volunteer jobs.  Volunteering for half of 4 meets (including Champs) will fulfill your volunteer commitment for the season.
• Party Planner (2 individuals): Plan 3 parties and food for the awards banquet.  A budget will be provided by the board so that food can be catered expect for the Carbo Load which has been potluck.  Responsible for sending out the sign-up genius for any potluck style parties and reserving park time for park parties. You will have party helpers for set-up, food serving, and clean-up. You wil be in charge of coordinating the volunteers during the event.  Dates of parties: May 31at Mape, June 25 at Briarhill, July 16 at Briarhill and July 20th (award ceremony) at Kolb
• Snack Bar Coordinator (1 individual): You would be in charge of planning and purchasing food for the three hosted meets.  You would purchase the food prior to the meet and bring to the swim meet. No grilling at this time. You would not need to be at the snack bar the whole meet just helps the volunteers set up and go over the menu/prices. Then get the second half of the snack bar volunteers up to speed and ready to run the snack etc. 
• Swim-A-Thon Coordinators (2 individuals): You would be in charge of overseeing and running the day of the swim-a-thon (6/26) and the evening raffle and events.  For the day of the swim-a-thon it includes ordering the donuts, getting juice, coordinating the volunteers and helping young swimmers with tickets and raffle process.  You will have volunteers for the setup, cleanup and counters, but they will take direction from you for what needs to be done. The board will provide a budget for donuts and small things. You will need to request local businesses to donate raffle prizes for the swimmers.  A prior year list will be provided.  New this year we want to have raffle prizes aimed at adults that they can purchase tickets for.  With the elimination of the fireworks booth, we want this party to also be a fundraiser.  You will be expected to look for sponsors for the event.  We will provide a list of past sponsors.

Meet Jobs at Every Meet: Sign in to the system and select Events, click on the "Sign up for a Job" button for the event you want. Click on any open job.

• Age Group Coordinator: Organizes children in a specified age/gender group to make sure swimmers are at starting blocks before the race begins. One shift includes the entire meet.
• Timers: Meet with the Head Timer before the first race. Will time each race in an assigned lane, with a partner from the opposing team.  One timer in each lane will record swimmers’ times on timer sheets.  Shifts are split into the First Half and Second Half.

Meet Jobs only when Briarhill Hosts: Sign in to the system and select Events, click on the "Sign up for a Job" button for the event you want. Click on any open job.

• Set-up: Must be at Briarhill pool at 5pm the Friday before we host the meet to get equipment.  Must be able to bring some equipment (smaller car is okay as long as trunk and backseat is available for gear).  Arrive by 6:50am.  Place the meet equipment in the proper place, including setting up the announcing system and starter.   Empties garbage cans, replace them with clean garbage bags and takes garbage to the dumpster as needed during the first half of the meet.  Must not have a problem lifting.
• Starter: Works the starter system, announcing "swimmers, take your mark" and operating the start horn. Acts as the official false start judge for each race and is responsible for calling back the swimmers if an early start occurs.  They must issue a warning for the first time and stop the race asking the swimmer to exit the water if they leave early a second time.  Shifts are split into the First Half and the Second Half.  At each meet, Jason Wigand will be training individuals who sign up for this job.
• Announcer: Announces the start of the meet, and race, heat, lane, and swimmers name for each race.  Must be comfortable reading a meet sheet and speaking into a microphone.  Shifts are split into the First Half and Second Half.  At each meet, Kristin Speck will be training individuals who sign up for this job.
• Clean-up: Empties garbage cans, replaces with clean garbage bags, and takes garbage to the dumpster as needed during the second half of the meet.  Stays after Home meet ends to clean the pool area and reset the grounds back to normal requirements.  Must not have a problem lifting.  Must have space in car to transport gear back to Briarhill.  Larger car preferred, but smaller car with backseat and trunk is also okay.
• Runner: Collects timer sheets and DQ sheets to give to the scoring table.  One shift includes the entire meet.
• Head Timer: Distributes and collects timers at meets.  Conduct meeting for all timers at home meets to train and/or review timing procedures.  Times all races and steps in for a lane if a timer malfunctions. Shifts are split into the First and Second Half.
• Snack Bar: Assist in the operation of the snack bar.  Will need to be comfortable handling money, cooking, and serving food. Shifts are split into 2 per meet.  The first shift includes set-up and the second shift includes clean-up.  May also need to transport food and/or equipment to and/or from the meets.

Misc. Volunteer Jobs: 

We will need help with set-up and food serving at our parties, picture day help, swim-a-thon lap counters, and potentially others