Volunteers Responsibilities

If you have any questions about your volunteer role, please contact Melissa Hambleton at [email protected]

Volunteering 101

Welcome to the Eagle Ridge Swim Team! Whether you’re looking for information about the club or you’ve already joined us, we’re happy you’re here! Our swim team is a non-profit organization, and our registration fees only covers bathing suits, TSA fees and coaching costs. We are run entirely on volunteer support. Find out more below on the how and why of summer swim volunteering and the options available to help us have a successful season for all Eagle Ridge swimmers.

Why do we need so many volunteers?

The process to take our community pool and transform it into a tiny tent city by 5:30pm to accommodate hundreds of swimmers is a monumental task, and that’s before anyone even gets into the pool! In all, it takes about 30 volunteers to successfully run each home meet. Every position during the meet is handled by a volunteer (excluding coaches) and there are dozens of positions to fill. It’s a lot of work. It’s also an extremely rewarding way to support the swimmers and our community!

How long is a volunteer shift?

Shift length varies based on position. Some positions are completed before the meet begins (set-up) and after the meet is over (tear down) while some positions are for the whole meet (i.e. kid pushers, timers, starter). Most positions are for the duration of the meet, which is usually a four-hour commitment.

What positions are available and do they require special training?

All the volunteer positions can be found below. There are dozens of positions available for home and away meet. Before selecting which positions you’d be interested in committing to for the swim season, please read over their descriptions. There are some positions that require previous experience, and some do require training that will be provided at the beginning of the season.

How are the volunteer assignments handled?

The Volunteer Coordinator coordinates the whole of the volunteer duties for all swim meets. The coordinator is not a part of the Swim Team Board but is responsible for ensuring all volunteer spots are filled for each swim meet. There are a handful of volunteer positions that are pre-assigned and last the entire season. Any job that requires advanced training will only be available to those who have completed the training.

How does one select a volunteer job?

At registration, when you sign up your swimmer, you will be required to sign up for volunteer shifts. Each family will sign up for a minimum of 4 volunteer shifts. All volunteer selections must be submitted at registration and are first come, first serve.

Please note: We try very hard to be as flexible as possible with regards to volunteering. We respect your time and want to be accommodating. We are also running a large swim club, and it takes everyone involved to be patient and willing to step in for others. There may be a week you will work a shift for a position you did not request. There may be a week when we are short-handed due to vacations, and we will need to scramble for coverage. There may be a week when your own swimmer is out, and your commitments will need to be covered by others. Please be open to all options during the swimming season. We appreciate it!

What happens if a swimmer’s family does not show up for volunteer commitments?

When a volunteer does not show up for an assigned shift, it impacts the entire swim team. Several volunteer roles are required by TSA regulations, and if those positions are not filled, the swim meet may be delayed, compromised, or even unable to take place.

We understand that unexpected situations arise. If you are unable to fulfill your shift, please make every effort to find a replacement and notify the volunteer coordinator as soon as possible. If you are unable to secure coverage after reaching out, contact the coordinator so they can assist in filling the position.

Running a successful swim meet takes a coordinated effort from many families. Simply put, without volunteers, we cannot have a swim team. We ask that all families honor their commitments and communicate promptly if issues arise.

As a token of appreciation, volunteers who step in to cover no-show shifts at least twice will receive a discount on registration for the following season.

Questions? Comments? Concerns?

The Volunteer Coordinator is always available to chat! Please reach out with any questions, comments, or concerns to [email protected]

When you sign your child up to participate on the swim team, you are committing yourself to work a minimum of four meets in one of the following volunteer positions:

		ROLE AND RESPONSIBILITIES
		SET-UP AND CLEAN-UP Prepare the pool deck for the swim meet Clean up the pool deck
		FLOATER/SUB - Substitute for absent volunteers and temporarily relieve others as necessary.
		MEET ADMIN - Picks up timing sheets, DQ slips and possible Clerk of Course sheets as needed from meet officials during the meet and delivers them to the Meet Administrator. This position requires you to be attentive to the Stroke and Turn judge and deliver DQ slips to the Meet Administrator in a timely manner. THIS POSITION REQUIRES ADDITIONAL TRAINING
		RIBBON DELIVERY ON DECK- Hand heat-winner and participation ribbons to younger swimmers (6 & under, 7-8) as they emerge from the pool for all heats in individual events except main event.
		STARTER - Use the PA system to announce upcoming events, scores, records, etc. Starts each event and heat. Training is available at one of two Mega Clinics. Dates provided on website as they become available. THIS JOB REQUIRES ADDITIONAL TRAINING
		RUNNERS - Picks up timing sheets, DQ slips and possible Clerk of Course sheets as needed from meet officials during the meet and delivers them to the Meet Administrator. This position requires you to be attentive to the Stroke and Turn judge and deliver DQ slips to the Meet Administrator in a timely manner.
		KID PUSHERS One pusher is needed for each age (6&U, 7-8, 9-10, 11-12) and gender group to gather up the swimmers to be brought to the clerk of course when the event is first called by the starter/announcer. Bring the swimmers, in event order, to the clerks at the entrance to the seating area behind the blocks. Pushers are expected to remain with their designated group during the meet and know where their swimmers are. Providing activities for the younger groups is encouraged. Deliver the relay swimmers to the clerks 5 minutes prior to the start of their race. Accompany 6 and under swimmers and 7-8 swimmers to their correct lanes at the opposite end of the pool. We will do our absolute best to assign you to a group that your child is in but sometimes help is needed in other age groups and we appreciate your flexibility. If assigned to a 6 and under group, your shift will end at 8:30. Other age group pushers are expected to remain until the end of the meet.
		TSA REPRESENTATIVE - TSA reps officiate the meet. One TSA Rep from each team will ensure TSA rules and guidelines are followed. Any disputes will be solved by the two TSA Reps on deck. One TSA Rep per team is authorized to ensure rules are followed to the best of any team's ability. (One home and one Away Rep) Any disputes are to be discussed with the singular TSA Rep on deck such that the two opposing team Reps will determine best solutions together. The TSA Rep may not volunteer in any other capacity on deck during the meet. THIS POSITION REQUIRES ADDITIONAL TRAINING
		TIMERS Positioned on the side of pool to obtain times for 6 & Under swimmers, at the end of the pool opposite the blocks for 7-8 and 9-10 swimmers and at the blocks end of the pool for ages 11 and older and for all relays. Timers should start their stop watches when they hear the buzz of the starter. They should have a clear line of sight over the edge of the pool to stop their watches as soon as the swimmer touches the wall or the rope (6&U). Timers should verify the name/number of each swimmer to ensure that the correct time is reported for each swimmer. One timer per lane is required.
		STROKE AND TURN JUDGE - Verifies that main event heat athletes are swimming each stroke in accordance with TSA rules. TSA provides free STROKE & TURN CLINICS prior to the first meet in late May and early June. Alternatively, there is an option to pay for online training to be paid for by your club or individual volunteer, the link is on the website. Or a certified Stroke and Turn Judge Official can provide USA Swimming credentials prior to the start of first meet of the season. THIS POSITION REQUIRES TRAINING AND CERTIFICATION
		STAR SPANGLED BANNER PERFORMER - At the start of the meet you will be signing or playing your instrument. Let's hear you!
		CONCESSIONS Volunteers will sign up for either ice runner or pizza runner to be completed pre-meet. During the meet they will be responsible for preparing and serving food and drinks, distributing water to meet officials, setting up and tear down of the Concessions Stand, and inventory counts. ICE RUNNER - pick up ice from Holland's United Methodist Church between 4:30 - 4:45 PM. Fill coolers with ice and return coolers to the swim meet. Bring coolers to the red food truck. Assist with food truck set up. Check in and assist as needed with the food stand. At the end of the meet, assist with clean-up of concessions. THIS JOB IS TIME SENSITIVE PIZZA RUNNER - pick up first round of pizza from La Roma Pizzeria at 4:45 PM. Bring sixty 10" pizzas to the swim meet. Bring the pizzas to the red food truck. At 5:45, go back to La Roma with the bags from the pizzas and pick up thirty more pizzas. If you choose to use the bags for that second round of pizzas, you will need to bring the bags back to La Roma. Bring the second round of pizzas back to the red food truck. Assist with food truck set up. At the end of the meet, assist with clean-up of concessions. THIS JOB IS TIME SENSITIVE CONCESSIONS ASSISTANT - Help with all food-related tasks needed in the truck. Offer bottled water to volunteers.
		PIZZA RUNNER/CONCESSIONS STAND OPERATOR, to pick up pizza from La Roma Pizzeria between 4:30 - 4:45 PM. Bring 60 - 80 10" pizzas to the swim meet. During the meet they will be responsible for preparing and serving food and drinks, distributing water to meet officials, set-up and teardown of Concessions Stand, and inventory counts. THIS JOB IS TIME SENSITIVE
		SWIMATHON - LANE COUNTERS - Count laps of 2 swimmers that are assigned to their lane. They must commit to this job for the duration of Swimathon and submit the results to the treasurer at the end of the event.
		SWIMATHON - SIGN-IN/REGISTRATION - Responsible for signing in swimmers and advising them of time and lane they are swimming in. Will also collect any swimathon donations and submit them to treasurer at the end of the event
		SWIMATHON - SWIM SWAG - Responsible for selling swim swag for the duration of the event and submitting inventory and expenses to treasurer at the end of the event.
		END OF SEASON BANQUET - DJ - Responsible for DJ-ing music from an appropriate playlist, coordinating the start and end of games, and assisting the coaches with announcements for awards. Must be energetic and comfortable with public speaking.
		END OF SEASON BANQUET - AWARDS ASSISTANT - Help coaches distribute ribbons and awards during the ceremony
		END OF SEASON BANQUET - BANQUET CONCESSIONS - Volunteers will sign up for either ice runner or food runner to be completed pre-banquet. During the banquet they will be responsible for preparing and serving food and drinks, setting up and tear down of Concessions Stand, and inventory counts. Ice Runner/food server: pick up ice from Holland's United Methodist Church. Fill 6 coolers with ice and return coolers to the eagle ridge pool. Food Runner/server: pick up the pre-ordered food and deliver to the eagle ridge pool Food Server: will assist the other 2 stand operators in serving food and drinks
		END OF SEASON BANQUET - GAME COORDINATOR -Responsible for starting up predetermined games such as hot potato, pick a duck, snake, etc. Start and end times will vary and be assigned by social committee later.
		END OF SEASON BANQUET - RAFFLE TICKET CLERK - Hand out raffle tickets for door prizes and free shaved ice.
		END OF SEASON BANQUET - SET UP / CLEAN UP - Set up the pool deck for games, food, and awards. Will assist with the cleanup of the pool deck to leave it in better condition than when we arrived.
		TOTAL VOLUNTEERS required to operate a swim meet = 32-33

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