BEST Volunteer Opportunity Descriptions
IMPORTANT TO NOTE:
As you can see below, it takes MANY volunteers to run a meet efficiently and
make it a successful event! Although it is really important to have FUN at the
meet, it is essential that all volunteers take their positions seriously and dedicate
the time and effort needed to do the job right. Once slots have been assigned, if
your plans change and you cannot fulfill your slot, it is the family’s responsibility
to find their own replacement and notify the Volunteer Coordinator prior to the
meet. If you are assigned a volunteer assignment first thing in the morning, it is
expected that you will arrive at the meet at least 10-15 minutes prior to warmups to check in and begin your assignment. PLEASE do not wait until start time to
arrive because others will have to step in and help set your things up if you are
not there!
The following positions are for the entire season. Due to the nature of the
position, we do not know how many hours will be required, therefore, all of your
volunteer hours will be waived at the completion of the season. If you do not
serve for an entire season, your hours will be pro-rated. These positions require
the approval of the Booster Club Officers.
Hospitality Chair:
Create menu and lists of donations or items to be bought. A few days
preceding the meet, purchase required supplies and food items. Makes sure
adequate food and drinks are put out at all times and that adequate supplies
and stock are available throughout the meet.
Concessions Chair:
The Concessions Chair will be responsible for setting up the area and making
sure adequate food and supplies are available at all times. The Concessions
Chair will be empowered to make decisions as necessary to keep the
concession stand running smoothly, including authorizing emergency trips to
the store and providing funds from the money box.
Timer Coordinator Chair:
The Timer Coordinator will be responsible for creating a timing schedule for each
meet we attend. At the meet, it is your responsibility keep track of the schedule
and make sure we have our timing assignment covered at all times. This may
require last minute changes and substitutions based on the availability of the
parents. After the meet, you will be responsible for providing a list to the
Treasurer of anyone that needs to be billed for missing their timing assignment.
This person needs to be someone who can attend most of our away meets.
Fundraising Chair:
The Fundraising Chair shall coordinate all swim team fundraising activities with
the Head Coach and communicate these activities to the swim team members.
Duties will include the seeking of corporate sponsors, coordinating Swim-a-thon
and other team fundraisers, and continuing to be creative and strive for new
fundraising ideas.
Volunteer Coordinator:
The volunteer coordinator is the person(s) who helps the swim team parents
meet their volunteer commitments. This person is responsible for talking with
parents about job descriptions and helping them find the best fit on the job board
for their particular circumstances. Prior to the meet, this person must make sure
all jobs are filled and provide email reminders to the working parents. They will
also check-in the workers at the swim meets. Additionally, the volunteer
coordinator reports no-shows to the Booster Club Officers so that penalties can
be assessed. They must arrive early for each home meet to facilitate worker
check-in and to ensure that all areas are covered. Lastly, they will instruct new
parents as to their assignments and who to report to.
The following positions also require the approval of the Booster Club Officers.
The jobs may or may not be in direct support of a meet, and the volunteer
credits earned for each will be different.
Graphic Designer:
Responsible for assisting the team in creating graphic designs for t-shirts, heat
sheet covers and other promotional materials. You will receive 4 Volunteer
Credit Hours for this position.
Special Events Coordinator:
Organize social events and parties (excluding Banquet) for the team. Create and
distribute flyers for these activities, such as water parks, ice skating, movie outing,
etc. Possibilities are endless! Coordinate team parties and events such as
Halloween and Christmas Parties, Saturday morning breakfasts, ice cream socials,
Much of this work is flexible and can be done from home. The Coordinator should
be available to help with events. You will receive 3 Volunteer Credit Hours for
this position.
“Team Spirit” Coordinator:
Generate team spirit at meets. Includes organizing team dinners and other social
opportunities for families during away meets. Also help swimmers create posters,
signs, and hotel door decorations for swim meets. Assist with executing “Team
Spirit” days at home – getting swimmers to show team spirit and pride by wearing
BEST team gear to school. This is a newly created position that we will be
monitoring and expanding as the year progresses. You will receive 2 Volunteer
Credit Hours for this position.
Banquet Coordinator:
Organizes end of season event in conjunction with the coaches and Booster Club
Secretary. Selects a date for the banquet and prepares a list of requested food
items. Helps set up of tables, chairs and decorations before the banquet begins.
You will receive 2 Volunteer Credit Hours for this position.
Banquet Set Up:
Assists the Banquet Coordinator with set up of tables, chairs and decorations
before the banquet begins. You will receive 1 Volunteer Credit Hour for this
position.
Travel Coordinator:
Coordinates hotel rooms for away meets. Contacts hotels and reserves blocks of
rooms for the team. Assists family members with reservations, if necessary. You
will receive 2 Volunteer Credit Hours for this position.
Meet Photographer:
Photograph swimmers/events at assigned meets. Need to be able to do basic
editing and sorting of pictures, and upload to website where families can view.
Photographic skills and experience needed. Must have your own equipment. You
will receive 3 Volunteer Credit Hours for one session at a meet.
(You must have approval from the Booster Club Officers to take this position.)
The following positions are in direct support of the hosted home swim
meets.
Hospitality Cart:
Take drinks to timers and officials. We will have buckets set up by each group
of timers and officials. Fill these with ice and water before the start of the
meet and refill a couple of times each session as needed. Carry a basket of
“goodies/snacks” around approximately once an hour to the officials and
timers.
Sell Heat Sheets/T- Shirts:
We will have a table set up to sell heat sheets/t-shirts for the meet. The last
day of the meet all remaining heat sheets are moved to the concessions table.
Runners:
Collect timing slips from the timers and DQ slips from the officials and take to
the office.
Post Results
Collect the printed results from each race and tape them up on the Results
Wall.
Awards
Place labels on ribbons/medals as they are printed from the Admin Official.
Coaches Books:
Copy necessary paperwork and place in coaches binders. This job is
completed in the two or three days prior to the meet.
Head Timer:
Start extra stopwatches as a backup for the timers.
Relief Worker:
Takes over jobs from the other workers for 10-15 minute only to give them
a quick bathroom break or time to watch their child swim.
Heat Winner Prize Distributor:
Distribute prizes the winner of each heat, during the 10 & Under sessions.
Hot Heat Prize Distributor:
Distribute prizes the winner of each hot heat.
Hot Heat Music Coordinator:
Responsible for the music during a hot heat.
Meet Set Up:
Help setup tables, chairs, tents, etc. in preparation for the swim meet.
Meet Breakdown:
Help put away tables, chairs, tents, etc. We must leave the facility in the
same condition as we started.
Soliciting Ads/Sponsorship:
Beginning one or two months before the meet, solicit sponsorships and ads
from area businesses to help cover the cost of the swim meet.
Heat Sheet Design:
Take artwork from all sponsorships and donors and arrange in a document
for the heat sheets.
Donation Pickup/Store Runner:
Drive to restaurants and stores to pick up donations or purchase necessary
items as directed.
Announcer:
Announce events, promote sponsors and play music. Use microphone to
direct swimmers to Clerk of Course. Provide updated scores and make
general announcements such as sponsor thank you’s, concessions
announcements, record-breaking times, etc.
You must have approval from the Booster Club Officers to take this position.
Concession Cashier:
Collects money for concessions sales. Maintains control of the cash
register. Assists with meet set up and break down when possible.
Concession Griller:
Grills food for concession stand. Assists with meet set up and break down
when possible.
Concession Server:
Assist with concession stand sales. Assists with meet set up and break
down when possible.
Hospitality/Concessions Food Prep:
Prepare foods for concessions and hospitality. Such as marinating and
skewering chicken, making pasta salad, etc.
Starter Console:
Runs the electronic timing system at meets. (The timing system receives times
from the touch pads in each lane, operator monitors those times and corrects any
errors or records DQ’s). Position requires prior training.
Starter Console Trainee:
Trains to run the electronic timing system at meets. (The timing system receives
times from the touch pads in each lane, operator monitors those times and
corrects any errors or records DQ’s,)
Raffle Ticket Sales:
Sells raffle tickets during the meet.
Hospitality Assistants:
This volunteer works a "shift" or "shifts" in the Hospitality room during the
meet where they assist the coaches and meet personnel with their
breakfast/lunch/snacks. Duties may include things like restocking coolers,
portioning and serving food, cleaning up.
Finals Heat Sheet Printing:
Copy the finals heat sheet page for distribution at finals.
Meet Official: must have certification
The officials you see on deck are parents just like us! They are volunteers who
have had training in stroke and turn requirements, starting procedures, and
other USA Swimming rules. Training and classes are available, and parents are
welcome on-deck with working officials any time to learn more, or just to see
what it’s about!