LACOMBE SWIM MEET - VOLUNTEER POSITIONS
Meet Manager - Books pool, books referee, forms a swim meet committee, sets up meet on ASSA website – chooses events and events order, creates meet program on ASSA website – add details around meet warm-ups, entry deadlines, etc. Works with office manager/computer tech person to - create meet entries once coaches have submitted their entries - ensure everyone has the supplies they require – pens, pencils, clipboards etc. - ensures all required forms are available and ready for use at the meet – generate and print heat sheets for officials and sales. (More information available from current Meet Manager)
Any questions or concerns can be directed to the chair of the position or the meet manager.
Office Manager/Recorder/Scorer – organizes the office to run the meet. Sits at Hytek laptop and ensures files are properly uploaded. Results are changed based on Chief Finish Judges input. Create copies of results. (one for ref to sign off, one for runners to post and one that must be kept by the meet manager for one year.)
Office Assistant – assists office manager as necessary, uses timer sheets and Hytek results to check and calculate results & give to recorder/scorer, distribute labels to runners/awards/ribbons
Clerk of Course – Processes all scratches and creates updated heat sheets for printing to distribute to officials, gives timer cards to timers. Answers questions, process relay events, collects fees and gives receipts as needed. (relays any information, questions from coaches etc. to the office staff)
Office Runner – post results on wall, labelling ribbons and medals and place in envelopes according to club, gather timer sheets and bring to the office, take disqualifications to announcer, assist clerk of course and office staff as necessary.
Starter System and Timer Set-up – responsible for equipment, make sure set-up properly and working with the Hytek computer system. Make sure all stop watches have new batteries and there are enough of them well ahead of the scheduled meet date
Fundraising Chair - raffle draw - purchase prize, obtain license, print and distribute tickets. Organize bottle drive and raffle table at our meet.
Assist volunteers on meet day at raffle table.
Raffle table sales – under direction of fundraising chair help set up/take down of table, sell tickets. Manage “Beat my time” draw box
Heat Sheet & Highlighter Sales -sell heat sheets and highlighters to parents and spectators.
Food Preparation Chair – prepare & provide food and beverages for officials and coaches meetings, breaks and lunch. Provide on deck hospitality (snacks and beverages throughout the day to officials and coaches, coolers on deck refilled when necessary).
Food Preparation Assistant – perform above duties under direction of Food prep chief.
Audio Equipment Set-up - provide a high quality public announcement system and set-up and take down for event. (Parkland Audio Systems has graciously provided this for a number of years)
Announcer – announce events, swimmers to marshalling, missing swimmers, disqualifications and general messages over PA system.
Announcer Back Up – provides relief for announcer to have regular breaks throughout the meet.
Pool/ Facility set- up and take down Foreman – organize set up and take down of facility for the meet. This includes the swimmers camp and all on deck equipment, chairs etc. required on deck for officials and spectators
NOTE: All parents are required to help with set-up and take down. The foreman is very well prepared and all volunteers are well utilized. It goes very quickly. A notice of when parents are to volunteer will be posted on the Lacombe Dolphins Bulletin prior to the meet.
Swimmers Camp and Camper Monitor – monitor the garbage cans and recycling receptacles, empty when necessary. Clean up any wet messes or spills as soon as possible to avoid any injuries. Monitor the washrooms – empty garbage and mop as necessary. Monitor behavior in the camp, no running or activities that could cause injuries.
Outside Camping Monitor – make sure trailers are parked in designated area, no open fires, area left as we found it after meet. (no camping in the facility parking lot, the city will not allow it.)
Officials Chair – Organization of clinics, maintenance of Officials database, co-ordination of officials for swim meets and supporting the development of officials. (More information available from current Officials Chair)
Swimmer Marshal Chief - create a process to ensure there is a streamlined flow of swimmers from camp, to marshalling area to the starting blocks for each event.
Will call out swimmers names, swimmers will be seated in order of event and heat, Marshal assistant will guide them to the blocks at appropriate time.
Swimmer Marshal Assistant – works under direction of Swimmer Marshal Chief to insure swimmers arrive at starting blocks in timely manner. Relay names of any swimmers not in marshalling area at proper time to the announcer.
Safety Marshal – visible by safety vest, situated at the end of the pool during warm-ups, actively monitors all scheduled warm-up periods, ensures participants comply with warm-up safety procedures and report violations to the Referee. Note: Warm-up Guidelines must be posted at poolside and reviewed by the Marshals prior to the event.
Any questions or concerns can be directed to the chair of the position or the meet manager.
Office Manager/Recorder/Scorer – organizes the office to run the meet. Sits at Hytek laptop and ensures files are properly uploaded. Results are changed based on Chief Finish Judges input. Create copies of results. (one for ref to sign off, one for runners to post and one that must be kept by the meet manager for one year.)
Office Assistant – assists office manager as necessary, uses timer sheets and Hytek results to check and calculate results & give to recorder/scorer, distribute labels to runners/awards/ribbons
Clerk of Course – Processes all scratches and creates updated heat sheets for printing to distribute to officials, gives timer cards to timers. Answers questions, process relay events, collects fees and gives receipts as needed. (relays any information, questions from coaches etc. to the office staff)
Office Runner – post results on wall, labelling ribbons and medals and place in envelopes according to club, gather timer sheets and bring to the office, take disqualifications to announcer, assist clerk of course and office staff as necessary.
Starter System and Timer Set-up – responsible for equipment, make sure set-up properly and working with the Hytek computer system. Make sure all stop watches have new batteries and there are enough of them well ahead of the scheduled meet date
Fundraising Chair - raffle draw - purchase prize, obtain license, print and distribute tickets. Organize bottle drive and raffle table at our meet.
Assist volunteers on meet day at raffle table.
Raffle table sales – under direction of fundraising chair help set up/take down of table, sell tickets. Manage “Beat my time” draw box
Heat Sheet & Highlighter Sales -sell heat sheets and highlighters to parents and spectators.
Food Preparation Chair – prepare & provide food and beverages for officials and coaches meetings, breaks and lunch. Provide on deck hospitality (snacks and beverages throughout the day to officials and coaches, coolers on deck refilled when necessary).
Food Preparation Assistant – perform above duties under direction of Food prep chief.
Audio Equipment Set-up - provide a high quality public announcement system and set-up and take down for event. (Parkland Audio Systems has graciously provided this for a number of years)
Announcer – announce events, swimmers to marshalling, missing swimmers, disqualifications and general messages over PA system.
Announcer Back Up – provides relief for announcer to have regular breaks throughout the meet.
Pool/ Facility set- up and take down Foreman – organize set up and take down of facility for the meet. This includes the swimmers camp and all on deck equipment, chairs etc. required on deck for officials and spectators
NOTE: All parents are required to help with set-up and take down. The foreman is very well prepared and all volunteers are well utilized. It goes very quickly. A notice of when parents are to volunteer will be posted on the Lacombe Dolphins Bulletin prior to the meet.
Swimmers Camp and Camper Monitor – monitor the garbage cans and recycling receptacles, empty when necessary. Clean up any wet messes or spills as soon as possible to avoid any injuries. Monitor the washrooms – empty garbage and mop as necessary. Monitor behavior in the camp, no running or activities that could cause injuries.
Outside Camping Monitor – make sure trailers are parked in designated area, no open fires, area left as we found it after meet. (no camping in the facility parking lot, the city will not allow it.)
Officials Chair – Organization of clinics, maintenance of Officials database, co-ordination of officials for swim meets and supporting the development of officials. (More information available from current Officials Chair)
Swimmer Marshal Chief - create a process to ensure there is a streamlined flow of swimmers from camp, to marshalling area to the starting blocks for each event.
Will call out swimmers names, swimmers will be seated in order of event and heat, Marshal assistant will guide them to the blocks at appropriate time.
Swimmer Marshal Assistant – works under direction of Swimmer Marshal Chief to insure swimmers arrive at starting blocks in timely manner. Relay names of any swimmers not in marshalling area at proper time to the announcer.
Safety Marshal – visible by safety vest, situated at the end of the pool during warm-ups, actively monitors all scheduled warm-up periods, ensures participants comply with warm-up safety procedures and report violations to the Referee. Note: Warm-up Guidelines must be posted at poolside and reviewed by the Marshals prior to the event.
