PineBrookWood ORCAs
Meet Volunteer Schedule

Thank you for volunteering!
 to volunteer contact - Debbie: volunteers
 

Approximately 120 ORCA volunteers are needed to run each home meet and 80 to run each away meet.

During registration, parents provide information about their past experience in working swim meets. Based on this experience, a parent assignment schedule has been prepared for each meet. Please review the assignment schedule located below to determine your work dates and times.

Volunteer

Info. Sheet & Schedule

 

 

 

 

                                                                                           

 

 

Suggestions? Questions? To report broken links...
Please contact the webmaster.

All Volunteers Please Review
Prior to the Meet Volunteers are responsible for finding their own substitutes. In the event a conflict arises with your scheduled volunteer time, please call volunteers scheduled for another time or a future meet and trade shifts with them. As a last resort call the “lead” volunteer  for your assignment and ask for assistance in finding a substitute.
Notification of the substitutions can be given to the Volunteer Coordinator at meet check-in.

At the Meet
All volunteers must check-in with the Volunteer Coordinator before the start of the meet.
Show up to your assigned area on-time. The announcer will make reminder calls over the loudspeaker at the beginning of the meet and at shift change-over.
 

 

Thank you!
Set Up – Take Down and Traffic Control Volunteers                       Return to top
The Set Up – Take Down volunteers report to the team equipment manager and are responsible for preparing the pool area for the meet and returning all equipment to the storage closet at the end of the meet.

Away Meets
Show-up time for set-up is 6:00 a.m. Report to the equipment manager for task assignments.
Take-down shift begins at the end of the last event although as families begin to leave toward the end of the meet you can start taking down the tents.

Set up and take down items for an away meet include:

Tent Area:
 “Tent Area” tent and table
 “Tent Area” Event flip chart
 Tents for ORCA families

General:
 Ribbon boxes
 Ready Area equipment (bull horn, clipboard, etc.)
 Timers

Water Runner and Grounds Check Volunteer                           Return to top

Water Runner
Prior to meet fill water coolers with ice.
Fill cups with water and take to the volunteers working the meet. Collect used cups and throw them away.

Volunteers in the Tent area, Ready Area, and Timers and Runners, and Stroke & Turn judges are in the heat and need special attention. Check on them frequently.

Check the latrines about every 30 minutes and make sure toilet paper is available and toilets are flushing. Empty garbage cans into large outdoor garbage cans. Report to equipment manager if there are any problems.

Check the garbage cans every 30 minutes and report to equipment manager if any are full.

 
Set Up – Take Down Home Meets                       Return to top

The Set Up – Take Down volunteers report to the team equipment manager and are responsible for preparing the pool area for the meet and returning all equipment to the storage closet at the end of the meet.
 

Home Meets
Show-up time for set-up is 2 hours before the meet, typically 6:00 a.m. Volunteers should report to the equipment manager for task assignments.
Take-down shift begins at the end of the last meet event and ends when all items are properly stored in the storage room.

The following is a checklist of set up/take down items for a home meet:

Pool:
 Lane ropes
 Chairs
 Blocks
 Pool Perimeter ropes and stakes
 Timing/Starter clock/ buzzer
 Starter’s stand
 Event flip chart

Tent Area:
 “Tent Area” tent and table
 “Tent Area” Event flip chart
 Tents for ORCA families

Ready Area:
 Benches
 Shade tarps and all ropes
 Announcer’s table and equipment
 Electric extension cords

Clerk of Course, Scoring, and Ribbons:
 Tables for clerk of course and scorers
 Table for ribbon workers
 Cork boards for score posting
 Table for meet sign up

Concessions:
 Clean out kitchen before and after
 Tables for concessions (candy/soda and hot food condiments)
 Ice Coolers (empty, dry out and store at end of meet)

General:
 Ribbon boxes
 Ready Area equipment (bull horn, clipboard, etc.)
 Timers
 Garbage cans/bags
 Check bathrooms for cleanliness and paper supplies

Traffic Control:
 Set up “No parking signs” at street corners and around the fire hydrants.
 Direct traffic to appropriate parking locations.
 Discourage double parking.
 Encourage quick “drop offs” in front of the pool area, limit prolonged “standing”.
 Report violators to the announcer’s table



Water Runner and Grounds Check Volunteer                       Return to top

The water runner volunteers report to the volunteer coordinator and the team equipment manager. They are responsible for taking water to the volunteers and checking the latrines and around the pool grounds a couple times a shift.

The water runner and grounds checker does the following tasks:

- Prior to the meet, fill water coolers with ice

- 2-3 times during a shift, fill cups with water and take to the volunteers working the meet. Collect used cups and throw them away. (If water coolers are not available, use bottled water from the candy/soda concessions stand.)
Note: Volunteers in the Tent area, Ready Area, and Timers and Runners, and Stroke & Turn judges are in the heat and need special attention. Check on them frequently.

- Check the latrines about every 30 minutes and make sure toilet paper is available and toilets are flushing. Empty latrine garbage cans into large outdoor garbage cans. Report to equipment manager if there are any problems.

- Check the garbage cans every 30 minutes and report to equipment manager if any are full.
 
Tent Area Volunteers and Ready Area Volunteers                       Return to top

The Head Tent Area volunteer is responsible for:
- calling tent area and ready area volunteers before each meet and finding substitutes if a volunteer can’t make it.
- gathering the swimmers at the designated “tent” area and escorting them to the “ready” area.
- updating the event board to the event currently being called to the tent area.

 
Tent Area Volunteers and Ready Area Volunteers                       Return to top

Tent Area volunteers

- The setup crew should set up the number stand for you. You may need to find the equipment manager to get the clipboard, pencil, and bullhorn.

- Get the swimmer code sheet (which shows who is here and who isn’t here) and the heat sheet from the Clerk of Course. This will be available about 20 minutes before the meet starts.This will help you avoid looking for absent swimmers.

- Your main job is to keep ahead of the ready area but also avoid huge crowds from mobbing the ready area. Listen for announcements such as “Swimmers for events 1-5 to the ready area.” You should then call the swimmers for events 6 and so on to the “Tent Area” and line them up to go in to the ready area. One technique is to keep an eye on the ready area and as the backlog of swimmers gets low call the next 1-2 events to the tent area. Tell the announcer what events you want called to the tent area and then use the bullhorn out in the tent area to reach folks outside the PA system.
You should have the event numbers on the event board flipped to the event that you are calling for. Most of the older swimmers will go directly to the ready area on their own so keep this in mind as you determine which events to call to the tent area.

- Don’t bother to put the swimmers in order by their heats, they will do that in the ready area. Changes are frequently made. Just make sure you have all swimmers for the event. If some are missing have the announcer call them directly to the ready area.

- Relay changes will be brought out to you from the Clerk of Course. Relays that were scratched should be notified, BUT, many times, most of those swimmers will be put on another relay or in another individual event. These changes will be brought out to you from the Clerk of Course.

- Please return the clipboard, pencil, bullhorn and event number stand to the equipment manager at the end of the meet.

 
Tent Area Volunteers and Ready Area Volunteers Ready                       Return to top

Ready Area Volunteers
The ready area is the area the swimmers gather just before being placed in their lanes at the pool. There are a series of benches set up for the purpose of lining up the heats for each event.
The “ready area” is typically staffed with 2 volunteers from the home team and 2 volunteers from the away team.

The volunteers in this area receive the event cards from the clerk of course and line up the swimmers on the benches by heat and lane. They give each child his/her heat card.
They move the children up a row as each heat is completed.
The pool assistants/coaches should help the ready area workers by escorting the young swimmers to the chairs in the lanes at the pool.

For relays additional volunteers are needed to escort the 8&under swimmers to the correct lane and side of the pool. Assistant coaches will also help with escorting these swimmers to their correct locations. Call on them if you need help.
 
“Timers” and “Runners” Volunteers Head                       Return to top

The Head Timer is responsible for:

- verifying there are enough stopwatches in working order (contact equipment manager if purchases are necessary)
- calling timer and runner volunteers before each meet and finding substitutes if a volunteer cannot attend
- distributing timers, clipboards, and pencils to volunteers
- explaining how to time and record times at the meet to new volunteers
- reminding all timers about rules for timing (two hand touch, etc.)
- gathering timers and clipboards at the end of the meet, putting them in their storage boxes, and returning them to the storeroom (PM Head timer only)

 
“Timers” and “Runners” Volunteers -- back-up                       Return to top

Back-up Timer
The back-up timer is responsible for starting 2-3 “back-up” stopwatches at the beginning of each race. If any of the timers has a problem with their stopwatch they call the back –up timer for a replacement.
 
“Timers” and “Runners” Volunteers -- Timers                       Return to top

Timers
The referee for the meet will hold a short meeting before the meet begins to review the rules for timing. All timers (both shifts) for that day should attend this meeting. Listen for the announcement.
The timers work in groups of 3 and one volunteer keeps the clipboard and writes down the scores. The “runners” will give this score writer the event cards for the next heat.
All three timer volunteers start a stopwatch at the beginning of the race using the strobe light or the buzzer as their indication. Once the swimmer touches the wall, the volunteers stop their watch and report the time to the score writer. The heat card is collected by a runner that takes the cards to the scoring table.
 
“Timers” and “Runners” Volunteers                       Return to top

Runner
Runners are responsible for collecting the heat cards from the timers after each heat and running them to the scoring table.
For 25 yard events and relays the runners also need to help gather the heat cards from the swimmers and take them to the timers on the other end of the pool.

 
Scoring Volunteers                                                      Return to top

Head Scorer, Score Verifier, Card Placer/Sorter, Scoring Assistant, Computer 1 and Computer 2

The scoring team is responsible for entering the swimmer’s times into the computer, verifying the scores and printing out the score reports and the ribbon labels.

This task involves eight people. Six people from the home team and two people from the visiting team. The scoring process begins with sorting and placing the result cards in order. Next the computer operators and their assistants enter the times into the computer. The Head scorer and score verifier review the times and verify they are correct. Finally the summary score reports are printed and displayed and the ribbon labels are printed and turned into the ribbon table.
At away meets the head scorer and score verifier assist the home scoring team as directed by the home team’s head scorer.

Head Scorer
The head scorer is responsible for the scoring team. The head scorer should call the team members prior to the meet and work out any substitutions necessary prior to the day of the meet.
At the meet the head scorer is responsible for verifying the score averages and the data entered into the computer. They should verify the print-outs are accurate prior to posting. The head scorer should also log the DQs and pass that information onto the head coach. The head scorer should also help out wherever needed at the scoring table to keep things moving quickly.

 
Scoring Volunteers - verifier                                     Return to top

Head Scorer, Score Verifier, Card Placer/Sorter, Scoring Assistant, Computer 1 and Computer 2

The scoring team is responsible for entering the swimmer’s times into the computer, verifying the scores and printing out the score reports and the ribbon labels.

This task involves eight people. Six people from the home team and two people from the visiting team. The scoring process begins with sorting and placing the result cards in order. Next the computer operators and their assistants enter the times into the computer. The Head scorer and score verifier review the times and verify they are correct. Finally the summary score reports are printed and displayed and the ribbon labels are printed and turned into the ribbon table.
At away meets the head scorer and score verifier assist the home scoring team as directed by the home team’s head scorer.

Score Verifier
The score verifier assists the head scorer in the verification of the scores and computer data. Typically the scores are printed out after computer entry and the score verifier compares them with the handwritten times on the heat cards. Any errors identified should be corrected in the computer before results are posted.

 
Scoring Assistant                                           Return to top

Head Scorer, Score Verifier, Card Placer/Sorter, Scoring Assistant, Computer 1 and Computer 2

The scoring team is responsible for entering the swimmer’s times into the computer, verifying the scores and printing out the score reports and the ribbon labels.

This task involves eight people. Six people from the home team and two people from the visiting team. The scoring process begins with sorting and placing the result cards in order. Next the computer operators and their assistants enter the times into the computer. The Head scorer and score verifier review the times and verify they are correct. Finally the summary score reports are printed and displayed and the ribbon labels are printed and turned into the ribbon table.
At away meets the head scorer and score verifier assist the home scoring team as directed by the home team’s head scorer.

Scoring Assistant
Usually the Scoring Assistant helps read off the scores as the computer volunteer types in the information.
 
Scoring Volunteers Card                                         Return to top

Head Scorer, Score Verifier, Card Placer/Sorter, Scoring Assistant, Computer 1 and Computer 2

The scoring team is responsible for entering the swimmer’s times into the computer, verifying the scores and printing out the score reports and the ribbon labels.

This task involves eight people. Six people from the home team and two people from the visiting team. The scoring process begins with sorting and placing the result cards in order. Next the computer operators and their assistants enter the times into the computer. The Head scorer and score verifier review the times and verify they are correct. Finally the summary score reports are printed and displayed and the ribbon labels are printed and turned into the ribbon table.
At away meets the head scorer and score verifier assist the home scoring team as directed by the home team’s head scorer.

Card Sorting and Placing
The “runners” will bring a stack of time cards from the “timers”. The Card Placer/Sorter volunteer and an assistant should sort the cards in heat and lane order, clip them and then place them in event order for the computer entry volunteers.
 
Scoring Volunteers Computer 1&2                       Return to top

Head Scorer, Score Verifier, Card Placer/Sorter, Scoring Assistant, Computer 1 and Computer 2

The scoring team is responsible for entering the swimmer’s times into the computer, verifying the scores and printing out the score reports and the ribbon labels.

This task involves eight people. Six people from the home team and two people from the visiting team. The scoring process begins with sorting and placing the result cards in order. Next the computer operators and their assistants enter the times into the computer. The Head scorer and score verifier review the times and verify they are correct. Finally the summary score reports are printed and displayed and the ribbon labels are printed and turned into the ribbon table.
At away meets the head scorer and score verifier assist the home scoring team as directed by the home team’s head scorer.

Computer 1
The computer 1 volunteer enters the event results into the computer. Usually the Scoring Assistant helps read off the scores as the computer volunteer types in the information.

Computer 2
The computer 2 volunteer verifies the scores and then prints the event reports for posting and the ribbon labels for the ribbon workers.
 
Head Ribbons Volunteer                                                                   Return to top

The Head Ribbons volunteer is responsible for:

- getting the ribbon boxes (family folders) to each meet . 1 is as Pinebrook Pool, the other is at Brookwood Pool.
- setting up the ribbon table at each meet with mailboxes and ribbons
- calling ribbon volunteers before each meet and finding substitutes if a volunteer can’t make it
- showing volunteers at the meet how to work the ribbon table
- storing mailboxes at the end of the meet and bringing them to the next practice

Notes:
The ribbons (Pinebrook) and mailboxes (Pinebrook and Brookwood) are kept in the pool storage closet. The team is only responsible for providing ribbons for the home meets. At away meets the other team will provide the ribbons.
 
Ribbons Volunteers                                                               Return to top

Ribbons

The ribbon workers apply the labels to the appropriate ribbons and file them in the mailboxes.
Catch the DQs and use a “participation” ribbon for those labels instead of a place ribbon. Also keep an eye on the events for which you receive labels and make sure no events are skipped.

Ribbon volunteer shifts start 1.5 hours after the other shifts due to the fact that it takes a while before the first labels are printed. For the same reason, the second shift for the ribbon workers lasts about an hour and a half after the last event of the meet.

 
Concessions Volunteers Lead                                             Return to top

Concession Lead
There are three concession leads:
- Breakfast concessions
- Hot food concessions
- Candy & soda concessions


The concession lead is responsible for:
- calling concession volunteers before each meet and finding substitutes if a volunteer can’t make it
- purchasing the food and delivering it to the meet
- supplying ice to the meet for the soda concessions and condiments bar
- making sure supplies of soft goods are available (napkins, etc.)
- breakfast and hot food – make sure there is soap for volunteers to wash hands with
- making and hanging pricing signs
- placing the money boxes at the appropriate concession area
- checking at regular intervals on food quantities and cash needs – singles and change
- turning in the money boxes to the treasurer at the end of the meet


 
Concessions Volunteers Worker                                    Return to top

Concession Worker

The concession workers man the concession stands selling breakfast, hot food, or candy & soda. Concessions are our major fundraiser so this is an important job.
Wash your hands before starting your shift.
Let the concession lead know if you are running low on food and/or small change. Keep an eye on the cash box!