Encore Swim Team

Volunteers play a fundamental role during our swim meets.  Without our volunteers, our meets wouldn't happen!  

VOLUNTEERING COMMITMENTS

Families are required to fulfill 6 shifts during the season. Regardless of the number of swimmers that you have on the team, you are only required to fill 6 shifts. 

Other than our end of season Champs event, swim meets will be two teams competing.  The event is broken into two shifts, with the shift change beginning after event 44 (#44 Boys 15-18 100 Yard IM).  The lead of each group of volunteers will assign individuals to shifts.  

It is recommended that the second shift individual be ready and paying attention to the event numbers and be ready to report to their designated shifts around ~10-11am, depending on the pace of the meet.  

ASSIGNING POSITIONS

Families will be asked for their preference upon sign-up to serve on a Committee.  They will be assigned to one committee for the entire swim team season, however they may be asked to work in another position if we are short in that area.*

The Committee Chairperson will coordinate the workers needed for each meet and make sure that positions are filled. Signing up by family will allow either family member to fulfill their obligation at a meet. 

*Occasionally, families are allowed to make up missed shifts where needed (ex. Clerk of the Course can serve as Timers). This is coordinated through the Volunteer Coordinator.

COMMITTEE CHAIRS

Committee chairs are responsible for coordinating a schedule across the volunteers that are assigned to their group, informing and confirming the volunteers of their assigned positions prior to each meet.  These individuals will be at the meets to assist and will plan to fill in if a volunteer shift cannot be filled, or if a volunteer does not show up for their assigned shift.  

VOLUNTEER DESCRIPTIONS

All volunteers will be asked to work shifts at Time Trials & Champs.

Below you will find each type of volunteer position and a brief description of each. 

Data Entry (Swim Events): 

1 Committee Chair, 3-4 data entry workers

Data entry workers enter swimmer's times and event results in the computer. Data Chair generates the meet schedule prior to the meets, posts meet results during the meet, compiles & posts the results after the meet.

Timers:

1 Committee Chair, 24 Shift Workers (minimum of 18)

We need 3 timers per lane total (1-2 will be from other team). Timers use stopwatches to record swimmers times for each event (Need to attend training at Time Trials for the wireless timing system).

DQ Slips Runner: 

1-2 runners, report to Data Entry Committee Chair

1. Runners pick up the relay cards from timers after each event and take to Data Entry
2. After every event, runners collect the sheets the timers are using for recording and take to the Data Entry table
3. Every 10 minutes runners check with Stroke and Turn Judges for “Warning” and “DQ” slips.

“Warnings” go to the head coach for each team.

“DQ’s” go to the Data Entry where the white slip stays at Data and the yellow goes to the head coach for each team.

Ribbons: 

1 Committee Chair, 6 Ribbon Writers

The roles needed for the Home meets:

Ribbon runner: run between data entry and ribbons table

Label cutter/check:receive labels from data entry, cut and clip by event

Ribbon sticker: check labels by event, stick the label on corresponding ribbon

Ribbon check and sorter: double check ribbons by event, and sort into

Receives results from the data workers, prints stickers with results on the ribbons & files the ribbons into the family folders. The Ribbons chair orders the ribbons before the fist meet and creates sticker labels. Ribbons chair also orders medals and plaques for the end of season Awards Banquet.

Snack Bar: 

1 Committee Chair, 1 Committee Co-Chair, 14 Shift Workers (among them Hospitality workers)

All snack bar helpers will work 1-2 shifts to help with shopping for and the preparation of the snack bar at meets. 1st shift workers report at 6:00am to help with setup for the snack bar & 2nd shift workers stay for clean up and break down after the meet is over.

Hospitality worker: 

1-2 workers, report to Snack Bar Committee Chair

Snack Bar provides the coolers and waters, the hospitality worker distributes it to the volunteers approximately every 30 minutes.

Stroke and Turn Judges: 

1 Committee Chair, 6 Judges

Stroke & Turn workers review swimmers for proper stroke mechanics.  When necessary, and largely for 10U and over, these workers will issue Disqualifications to swimmers based on their technique.  These individuals must attend the league’s Stroke and Turn Training Clinic to be certified.

Clerk of the Course (great if you want to be in on the action!): 

1 Committee Chair, 6 workers

These individuals work under the tent where the swimmers are lining up and getting organized and ready to swim their races. These individuals enjoy organizing a bit of chaos, talking with all of the kids, and helping them get (and stay!) in order so the meet can run smoothly! It's fun! Being able to project your voice is a plus.

Organize the swimmers in the right places based on heats & lane assignments. One worker at the entry getting the swimmers situated and one worker at the end double checking names, heats, lanes and sending the swimmers to the blocks.

Equipment Management/Set-up/Break-down: 

1 Committee Chair, 3 workers

Maintain team equipment, set-up equipment (canopies, tables, chairs, audio, ropes, blocks, etc) for time trials, home meets & Champs on Saturday mornings and break down equipment after the meet. Set-up begins at 5:45am & breakdown after the home meet is completed. Must be available to help with both setup & breakdown.

Announcer: 

1-2 workers

Time trials:1 worker per shift, 1 shift

Home meets:1 worker per shift, 2 shifts

Away meets:not needed

Champs:possibly 1 worker for 1 shift

Calls swimmers to the Clerk of the Course for events and heats at time trials, home meets & possibly one shift at Champs. Advertises Snack Bar & Team Gear sales.

Starter: 

1-2 workers

Time trials:1 worker per shift, 1 shift

Home meets:1 worker per shift, 2 shifts

Away meets: not needed

Champs:possibly 1 worker for 1 shift

Runs the home meets. Starts the races by calling to swimmers, “Swimmers step up to the block” Then asking if the timers and data entry are ready, then starts the race with “Swimmers take your mark.“ When all the swimmers are ready and motionless, the starter pushes the timing system button to flash and beep the start. The starter needs to keep the meet running, ensuring he or she is in sync with the announcer on the correct event number and heat.

Fundraising: 1 Committee Chair, 1 Committee Co-Chair

Organize fundraising with dine-outs, swim-a-thon, and any other fundraising.

Social Chair: 1 Committee Chair

Organizes team activities including picture day/team kick off party, awards banquet and other swim team social get-togethers.

Team Gear Coordinator: 1 Committee Chair

Practices:1 worker - helps swimmers with swim suit try-kit for the first two weeks of the season

Time trials:1 worker per shift, 1 shift

Home meets:1 worker per shift, 2 shifts

Away meets: not needed

Champs:1 shift during the champs

Manages and keeps inventory and monies of all team gear (shirts, logo items, swim caps, etc) Helps market and promote sale of team gear and sales on SwimOutlet.

Team Photographer: 

Ideally 2 workers, 1 per shift

Attends all meets and takes pictures of swimmers to be posted on the Encore Swim Team Facebook page, web site, and used in Team marketing materials.

Buyout Option:

While we hope that everyone will plan to volunteer and fulfill their role as a participating family on the team, we understand that this may not always be an option. 

If you are unable to fulfill the 6 required volunteer shifts during the meets & Champs, we offer a buyout option. A family may opt to buyout and allow the swim team to cash the buyout deposit check. The swim team uses these funds to hire workers to fill positions needed in the various committees for the meet to run successfully.  If you do not opt for this option during registration but realize that you will be unable to fulfill your 6 meet requirement, please check with the Volunteer Coordinator (ideally in advance vs as a no-show) to discuss this option.