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 7 shifts during the season. Regardless of the number of swimmers that you have on the team, you are only required to fill 7 shifts. 

Each swim meet is broken into two shifts, with the shift change beginning after event 44 (#44 Boys 15-18 100 Yard IM).  

Shift 1 - First Event - 44

Shift 2 - Event 45 - Last Event

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 indicate their committee preference at sign-up and will be assigned to one committee for the season. If needed, volunteers may be asked to assist in another role to ensure all positions are covered.

Volunteer sign-ups open at the start of the season, and each family is responsible for selecting and completing their required shifts.

Occasionally, missed shifts may be reassigned where needed (for example, a Clerk of Course may serve as a Timer). All adjustments are coordinated through the Volunteer Coordinator.

COMMITTEE CHAIRS

Committee Chairs coordinate schedules for their assigned volunteers and confirm roles prior to each meet. They are present at meets to provide guidance and step in if a shift is unfilled or a volunteer is unable to attend.

Announcer

If you are good at speaking clearly and confidently, there is a job for you.

• Make announcements regarding events, results, and important updates.
• Call swimmers to staging and keep families informed of meet progress.
• Help create an organized, energetic, and engaging atmosphere.

Back-Up Workers (Floaters)

If you are flexible and happy to jump in where needed, there is a job for you.

• Step in wherever help is needed during the meet.
• Fill open roles or relieve volunteers as necessary.
• Provide support to keep everything running smoothly.

Clerk of Course

If you are organized and comfortable working with kids, there is a job for you.

• Organize swimmers into the correct heats and lanes before each race.
• Ensure kids are lined up, ready, and in the right order.
• Keep the meet running smoothly from behind the scenes.

Concessions

If you enjoy serving others and staying busy, there is a job for you.

• Sell snacks, drinks, and coffee during the meet.
• Keep items stocked and organized throughout the day.
• Support team fundraising efforts.

Data Entry

If you are comfortable with numbers and focused on accuracy, there is a job for you.

• Collect time sheets and input official results.
• Calculate team points and verify placements.
• Ensure accurate final meet results.

Head Timer

If you are detail-oriented and comfortable leading others, there is a job for you.

• Oversee all lane timers and distribute stopwatches.
• Collect and verify recorded times after each race.
• Troubleshoot timing issues during the meet.

Hospitality

If you are welcoming and attentive to details, there is a job for you.

• Provide snacks, drinks, and refreshments for visiting coaches and officials.
• Keep the hospitality area stocked and inviting.
• Help create a positive team environment.

Photographer

If you love capturing moments and telling stories through photos, there is a job for you.

• Take action shots, team photos, and candid highlights.
• Share images for newsletters, social media, or season keepsakes.
• Help preserve the memories of the season.

Ribbon Writers / Awards Table

If you are organized and enjoy detailed tasks, there is a job for you.

• Label and organize placement ribbons after events are scored.
• Double-check names, events, and places for accuracy.
• Help celebrate swimmers’ achievements.

Set-Up & Clean-Up Crew

If you don’t mind lifting, organizing, or coming a little early (or staying a little late), there is a job for you.

• Set up tents, tables, chairs, and equipment before the meet.
• Break down and restore the pool deck afterward.
• Help create and maintain a safe, organized space.

Social Chair

If you enjoy building community and bringing energy to events, there is a job for you.

• Coordinate team spirit activities and meet-day engagement.
• Support theme days and team cheers.
• Foster a fun and inclusive team culture.

Starter

If you are calm under pressure and comfortable leading a crowd, there is a job for you.

• Signal swimmers to take their mark and start each race.
• Ensure consistent and fair starts for all heats.
• Work closely with the referee to keep races moving.

Stroke & Turn Judges

If you are attentive and committed to fairness, there is a job for you.

• Observe swimmers to ensure legal strokes, turns, and finishes.
• Stand at the side or end of the pool during races.
• Support fair and consistent competition.

Timers

If you can focus and react quickly, there is a job for you.

• Use stopwatches to record each swimmer’s finish time.
• Start timing at the horn and stop when the swimmer touches the wall.
• Help ensure accurate race results.