GIST Swim Meet Volunteer Job Descriptions

Meet Job Descriptions:

The following outlines the jobs that are required to run a meet including a brief description of what the jobs entail, the time frame required, and the level of expertise required (4 stars requires the most training). A “session” starts at the time of warm-up and ends after the last event. Please note that some jobs require that you be available to work before a session begins or after it ends.

Meet Manager/Coordinator: ***

 Organizes the meet, identify and coordinate meet workers and assist the Meet Referee the day of the meet to ensure that everything runs smoothly and efficiently.  Must be a USA Swimming registered. Time estimate: 2-3 hours prior to meet plus meet session(s).

Assistant Meet Manager: **

Assist Meet Manager. Often, this person is training to become a Meet Manager. Time estimate: Same as Meet Manager.

Officials:

Meet Referee: *****

 Responsible for running the meet once the warm-up session has started. Gives instructions to other officials working the meet. Must be USA Swimming registered. Training for position set by USA Swimming. Time estimate: Meet session.

Clerk of Course: ****

Sets up the meet in Meet Manager and prepares all files (meet info, hy tek, & psych sheet) to be posted on web site. Reviews and checks heat sheets prior to copying. Checks all meet entries before copying. Responsible for the team registrations and add on swimmers. Collects all fees due for the meet. Checks in all coaches and verifies USA Swimming Certification. Assigns lanes for warm-up. Responsible for meet fee collections and all reports.

Starter/Recall: ****

Reports to Referee. Responsible for starting the swimmers from the blocks. Must be USA Swimming registered. Training for position set by USA Swimming. Time estimate: Meet session.

Stroke & Turn: *****

Reports to Referee. Insures that strokes and turns are done legally. Illegal strokes/turns are reported to the Referee and the swimmer is disqualified (DQ’d). Responsible for speaking with swimmer to identify what was done incorrectly. Must be USA Swimming registered. Training for position set by USA Swimming. Time estimate: Meet session.

Computer: ****

Responsible for running the swim meet computer program. Includes, scratches, heat lane assignments and retrieving results from the Colorado system and printing event results. Training on the computer is required; length of training is based on an individual’s understanding of the program and comfort level in operating the computer at a meet. Time estimate: Meet session plus pre-session preparation time and post-session completion of results.

Computer Assistant: ***

Assist Computer person as required including sorting papers, checking results, etc. Should be in training, or already comfortable with computer system. Time estimate: Meet session plus pre-session preparation time and post-session completion of results.

Colorado Timing System: ****

Operate the timing system that is used to record the swimmers’ times. Training on this system is required and is usually done during a meet; length of training is based on an individual’s understanding of the system and comfort level in operating it during a meet. Time estimate: Meet session.

Colorado Timing Assistant: ***

Assist Colorado Timing person. Time estimate: Meet session.

Head Timer: ****

Recruits timers prior to the meet. Checks all stopwatches and equipment (pencils sharpened) prior to the start of the meet. Responsible for stopwatch and lane assignments. Also serves as “Back-up” timer and assists Runner as required. Time estimate: Meet session.

Timer: *

Responsible for operating the stopwatch to record a swimmer’s time on the timer sheet. These times are used as a back-up time in case the touch pads of the Colorado Timing system do not function properly. There are 2 timers per lane. In addition to operating the stopwatch, one timer records the stopwatch times on the timer sheet and the other operates the back-up button of the Colorado Timing system. Time estimate: Meet session.

Runner: *

Responsible for distributing and retrieving timer sheets during the meet. Time estimate: Meet session.

Poster: *

Responsible for posting heat/lane assignments and results. Time estimate: Meet session.

Announcer: ****

 Responsible for warm-up session music and announcements. Announces results of events and, in the case of trials and finals, takes scratches for finals. Time estimate: Meet session.

Marshals: ****

 “The person wearing the orange vest.” One male and one female required at each session. Responsible for monitoring access to pool deck to ensure that no unauthorized person(s) gain access, checking the locker rooms, and making sure swimmers are demonstrating safe behavior (no running, no playing in locker rooms or in doorways, etc.). Marshals also look out for unsafe conditions, such as water on floors in hallways and people standing in front of doorways.
Responsible for incident reports on all reported injuries. Time estimate: Meet session.

Awards: **

 Responsible for getting the award labels from the computer person, placing them on the awards and filing awards in appropriate team bags. Time estimate: Meet session until all awards are filed.

Hospitality: ***

 Work in the hospitality area to provide meals for coaches and officials between meet sessions. Time estimate: Varies with meet timing, but requires attendance between sessions of a meet.

Concession Food Coordinator: ***

Responsible for all concession’s operations and money. sets up the schedule for those working the concessions. Coordinates with the Food Shopper, makes bank deposit, brings change to the meet, and keeps all records relating to the operations of running the concessions.

Concession: *

 Work in Concession area preparing, stocking and selling food, and meet items such as programs. Time estimate: Meet session. Individuals working the last session of the day should be prepared to assist with clean up.

Heat Sheet Coordinator: **

Responsible for coordinating the selling of heat sheet ads prior to the meet, doing the layout and printing the copies prior to the meet. Also selling of the heat sheet at the meet. Time estimate: Several weeks prior to the meet and meet sessions.

Heat Sheets: *

Assists with the selling of heat sheet ads prior to the meet, printing, and selling of the heat sheet prior to the meet. Time estimate: Several weeks prior to the meet and meet sessions.

Meet Photographer/Publicity: ***

Responsible for taking photographers at the meet for team publicity purposes, web site, and/or newsletter use. Time estimate: Meet sessions.

Swimmers Tent Supervisor: **

Responsible for assisting swimmers prepare for their events and makes sure that they leave the tent in time for their event. Time estimate:  Meet sessions.