VOLUNTEERING 101
Why Volunteering Matters
Swim meets are run by parent and caregiver volunteers. Coaches coach the swimmers, but our dedicated swim team families run the meets! Each swim meet requires many helping hands. Volunteers time races, organize swimmers, judge finishes, help with concessions, manage the bullpen, set up, clean up, and keep the meet moving.
Even if you are brand new to swim team, there is a place for you to help. We have how-to guides for every job, and there are plenty of experienced swim parents at every meet to help you dive right in (pun intended).
Volunteer Requirement:
Because there are so many jobs needed to run every meet, we require every swim family to chip in.
Every season each family must complete:
- 3 volunteer points for families with one swimmer
- 4 volunteer points for families with two or more swimmers
Volunteer points are not the same as hours. Different jobs may have different point values depending on the role and the amount of time or responsibility involved.
How to Sign Up
Volunteer signups are managed through SwimTopia.
To sign up:
- Log in to SwimTopia.
- Go to the Team Calendar.
- Find the meet or event.
- Click Job Signup.
- Choose an open volunteer role.
- Save your signup.
Please sign up early when possible. This helps us know that we have enough volunteers before meet day. We also tend to open Job signups every Monday at 9 am before the week's meet.
Good First-Time Volunteer Jobs
New to swim team? These roles are often good places to start:
- Lane Timer
- Bullpen Volunteer
- Concessions
- Hot Chocolate (after early-season practices when the pool is still cold)
- Computer Timing Assistant
Some roles, like Pre-deck Bullpen Manager, Place Judge, or Head Timer, may be better once you have seen a meet or two. If you are interested in learning more, reach out!
When You Arrive
When you arrive at the meet, you'll check in for your shift at our volunteer check-in table. This helps the volunteer coordinators know that each position is covered is where you will pick up any materials you'll need for you shift.
If you are not sure where to go, ask a volunteer coordinator, coach, or another parent. We'll point you in the right direction.
What If I Don’t Know What to Do?
That is completely okay! Most of us learned by showing up and asking questions.
Before your shift starts, someone will explain your role and answer questions. You do not need to be a swim expert to volunteer!
What If I Can’t Make My Shift?
If you signed up for a shift and can no longer make it, let the volunteer coordinators know as soon as possible. (contact info below)
Last-minute absences can be difficult because meets can't run without all roles covered. If possible, please try to find another adult from your family or friends to cover the shift.
During Weather Delays
Summer weather is unpredictable, and meets may be paused for thunder, lightning, or heavy rain.
Please don't leave during a weather delay unless the meet is officially canceled or you have checked with a volunteer coordinator. If the meet resumes, we will still need volunteers in place! Communications about weather will come as push notifications to your phone through the SwimTopia app.
Thank You!!
Volunteering is one of the biggest ways families support the team. Every timer, bullpen helper, concessions volunteer, lane timer, and helping hand makes the season possible.
Thank you for jumping in, asking questions, and helping us create a great experience for all of our swimmers!