Gators Volunteer Positions (updated: June 2024)
Set-Up (4):
Set-up volunteers use the maps posted on the trailer walls to unload equipment for the meet and set it up before the swimmers arrive. Home meet arrival time is 6:15am, away meet arrival time is 6am. First, tarps are laid down in two rows 10’ apart (kids are excellent at this task!) and then tents (with green tops) are set up on top of them. To erect a tent, a volunteer should lift each corner and walk away from each other to open the sides. Lock the corners in place BEFORE extending the legs as not all adults can reach the top corners after the legs are extended. Place weights on the legs of all tents (kids like to help with this strength challenge). Once all tents are up, add age group signs and hang a trashbag between each age group tent. For home meets: set up the white/silver tents in the ready bench and computer stations (follow the map) then set up ready bench chairs and lane marker cones.
Volunteer Check-in (2):
Assist with volunteer check in by handing out name badges, directing volunteers to the lead for their job assignments, and helping fill last minute volunteer requirements. The first tent parent to check in for their age group should be given their athlete check in clipboard/folder. Volunteers for the 2nd half of the meet help check in second half volunteers, collect name badges at the end of the meet and pack up the volunteer table supplies and return to the trailer.
Parking (home meets only: 3): (You get to drive a golf cart)
Arrive during swimmer check-in. Help by managing traffic and showing attendees designated parking areas. Great Hills Club members are encouraged to sign up. At the shift change, collect all of the parking/no-parking signs including the two on Pathfinder and six on Crenata Cove. Signs can be returned to the volunteer check-in table.
Age Group Tent Parents (16 total: 2 per tent, 6&Under G&B, 7-8G, 7-8B, 9-10G, 9-10B, 11-12G, 11-12B, 13+ G&B): (This is a great position if you need to watch a younger child)
Age Group Tent Parents work in pairs to ensure swimmer safety above all else. They escort swimmers to the ready bench well in advance of their events and that the tent is always supervised; swimmers are taking care of eachother, their belongings and the cleanliness of the tent. Age Group Tent Parents are responsible for accounting for all of their swimmers.
The Early Shift Tent Parent arrives at the age group tent 10 minutes before swimmer arrival and runs swimmer check in: take attendance (pick up the athlete check-in clipboard at volunteer check in), ensure swimmers are marked and remind swimmers of the tent rules.
The Late Shift Tent Parent arrives at the age group tent during swimmer arrival, assists the Early Shift Tent Parent with swimmer check in, and takes swimmers to warm-up 10 minutes before warm-up starts. The Late Shift Tent Parent will ensure that the tarp is shaken out and folded at the end of the meet (swimmers should do this) and that all forgotten items remaining in their tent area are taken to the Gator’s Lost & Found next to the trailer.
The Lead Tent Parent (1 lead for the entire season): (A little leg work before the meet, off-duty by event 5!)
Prints age group/gender check in sheets and prepares clipboards the night before each meet, delivers to the volunteer check in table 15 min before swimmer check in. Checks in with each age group Early Shift Tent Parent before warm-up and records any no-shows (using the Tent Parent check-in form). Lead tent parent will complete any change forms needed. During warmup, take change forms to the computer station, and the tent parent check in form to the Head coach. Lead also ensures that all tent parents know their responsibilities and is available to the tent parents to solve problems/answer questions.
Back-Up Volunteer:
Be on call in case any position needs to be filled at the meet. Be especially attentive at shift change and fill any missing timer roles if needed. Check-in at Volunteer Table at the beginning of shift and again periodically for any volunteer needs.
Concessions & Hospitality (2):
Assist Great Hills staff with concessions and pass out water to volunteers. If Gators is hosting a meet at another location, assist with concessions as needed, check-in with Concessions lead or Volunteer Coordinator for details prior to meet.
Computer Systems (2): (This takes place pool side in guaranteed shade)
Responsible for entering disqualifications (DQ’s), uploading and verifying Dolphin times to SwimTopia during the meet and printing sticker labels for ribbons. Some training required. The Computer lead will be on hand the whole meet to ensure you have good instructions.
Computer Systems Lead (1 lead for the entire season): (This takes place pool side in guaranteed shade)
In the week leading up to the meet, the Computer Lead works with the opposing team to build the heat sheet in Swimtopia. At home meets, the Computer Lead sits in the Computer station and oversees the Computer System volunteers.
Dolphin System Lead (1 lead for the entire season): (This takes place pool side in guaranteed shade, is off duty for away meets!)
Responsible for Dolphin hardware and software setup and running the computer with the Dolphin software. Communicates with the Starter to ensure the Dolphin stop watches are ready and presses “reset” at the start of each race. Meets with the Lead Timers during warm-up and shift-change to explain nuances of Dolphin stopwatches.
Announcer & Starter Controller (1):
A fun and energetic position responsible for announcing the races, any team sponsors and playing music during the swim meet. The announcer creates a fun energetic atmosphere during the meet.
Runner (2):
Pick up completed event/swimmer timing sheets from the timers in each lane and deliver these sheets to the scoring table. Runners also pick up stroke and turn judge DQ slips and deliver these sheets to the scoring table. Runners will also periodically take stickers from the computer station to the ribbons station.
Timer Lead (1):
Meets with the Dolphin lead during warm-up and shift change for training. Conducts instructional meeting with timer volunteers before the shift begins. Provide official and back-up timing for half of the meet.
Timers (6-12): (In the thick of the action, best view!)
Timers operate a stopwatch and time swimming events. There are multiple timers assigned to each lane. No experience required. HINT: Wear flip flops and a hat!
Stroke & Turn (3):
Stroke and Turn Judges must attend training before the first meet. The Judges observe the starts, strokes, turns and finishes of each swimmer according to the rules set forth by the NAAL. Most Judges volunteer for the entire meet. If you are not available for the entire meet, please contact the Stroke & Turn Lead, or the Volunteer Coordinator.
Scribe for Stroke & Turn (2):
Complete the DQ slips for Stroke and Turn Judges, no training needed.
Events Electronics Board (1):
Responsible for making sure the Events Board matches the progress of the meet and accurately shows the current event and heat by using the remote control to change the event and heat numbers.
Heat Ribbons (1):
Stand at the finish line and watch the finish of each race. Hand ribbons to heat winners and congratulate them.
Place Ribbons (2):
Place printed labels on ribbons. Sort and organize ribbons for distribution at Monday practice. This is usually done inside or in the shade. You may take a break to watch your child swim. For "1st Half of Meet" labels may not be printed until ~event #25, so first help any relays that may need extra assistance - assist with line-up, escort, and stay with swimmers for the relays. For the "2nd Half of Meet" shift, check in often to see when labels are ready to be put on ribbons. You won't have to sit at the ribbons table for straight 3 hours.
Ready Bench (3):
Line up swimmers at the ready bench. Verify that all swimmers for upcoming heats are listed on the heat sheet and waiting for the correct lane assignment. Ensure each swimmer is interacting appropriately with peers and respecting the pool facilities while waiting.
Take Down (3):
Ensure that all tarps have been folded by tent parents, then take all bags of trash to the dumpsters (leave one trash bag open and going until everything else is put away, then take it). Collect weights in orange buckets and return to the trailer. Coaches will collapse the tents, but Take Down volunteers should carry them to the trailer and load them in the designated spots (labeled in trailer). Coaches will take Lost and Found bins with them, but they need your assistance gathering the lost and found items. For Home meets: Coaches will bring over tents from the pool area, but you need to retrieve the ready bench chairs and lane marker cones. Chairs have a designated area, cones are stored with the weights.
