Volunteer Position Descriptions
The team needs lots of volunteer help throughout the swim season. Typically the team needs 100+ volunteers to help with Home Meets and around 50+ volunteers for Away Meets.
The following describes each volunteer shift, how many volunteers are needed for each position, and length of commitment for each available shift. This is a general idea of what is needed and may change as we finalize positions due the needs of the team throughout the season.
Standing Committee Members
These positions offer more volunteer points than any other on this page as these roles will oversee all of the subcommittee members (volunteers) within that category. If you have excellent leadership skills and are called to serve within your community, one of these roles may be perfect for you!
Social Events Coordinator
The Social Events Coordinator plans and coordinates various social events for the team, e.g., Dolphin Dive-In, Special Event Fundraising Events (like the 2022 Duck Derby), Teen Night, etc. The Social Events Coordinator is also responsible for the end of season awards banquet/event. This position will also oversee any 'Special Committees' that are formed as the need/desire for them arises and have passed Board approval.
Merchandise Coordinator (aka Dolphin Swag)
The Merchandise Coordinator coordinates the team apparel and merchandise for the swimmers and team and provides such information to the Board and parents and swimmers for their purchase, as required. They are also responsible for distributing sold merchandise to Dolphin families and “fans” of the Dolphins.
Member/Volunteer Coordinator
The Member/Volunteer Coordinator plans, organizes, prepares, and assigns volunteers to their respective duties. Volunteers are essential to the Dolphins swim team. It is important that every family and parent support the volunteer requirements of our team, our swimmers, and our children as per the signed registration “Parent Volunteer Agreement”. They are also tasked with printing the reports for QR Code sign-in for each swim meet to ensure all volunteers are present in partnership with the Meet Coordinator.
Marketing Coordinator
Description: This position encompasses all that is Marketing for the Dolphin Team and in partnership with our Sponsors. This position handles all social media posts throughout the calendar year - this includes holiday posts and community events in which the team is a sponsor or an invited guest (i.e. QV community events with Quail Valley Proud - like 4th of July, Trunk or Treat, etc.). This position will also coordinate with the Sponsorship Coordinator to ensure that all logos and benefits due to each sponsor at their chosen level are being fulfilled on both the website and the FB page & in the annual t-shirt design. Finally, this position will work on the design and order all team banners.
Needs: This position requires a knowledge of Canva, Facebook and Graphic Design. This position can absolutely be shared by a committee of volunteers with a point contact to be present at all Board meetings during the swim season.
Advantages: This is largely a work from home position and is a great opportunity for someone that may not be able to make all of the Meets.
Equipment Manager
The Equipment Manager ensures all meet equipment is available and in good operating condition. Responsibilities also include managing the inventory and assisting with budgeting for new or replacement equipment. Assist the coaches with the set up and clean-up of equipment at the pool before and after swim meet fall within their duties & return all items to the QVST storage facility.
Webmaster Coordinator
The Webmaster Coordinator is responsible for website building/management and technical support for the team. Responsibilities also include assisting in all team operations utilizing the website and or other web or software technologies, including, but not limited to: online team registration, dissemination of communications, ensuring user-friendly engagements and all website updates.
Sponsorship Coordinator
The Sponsorship Coordinator is responsible for renewing current team sponsors as well as soliciting new sponsors for the team. The Sponsorship Committee will keep records of sponsors, including but not limited to contact information, and provide the sponsor details for use on banners, the website, meet announcements, etc.
Scoring Coordinator
Description: The Scoring Coordinator keeps track of the swimmers' scores as they are delivered by runners to your table at all swim meets. This position requires training on the SwimTopia scoring system (there are FREE sponsored calls through the League that are mandatory attendance for all scorers.) In addition, this position also asks for this Coordinator to attend two prior meet training events (both are an hour or less) for Meet of Champions and All-Stars to understand the scoring process for these events.
Needs: Scoring Coordinator plus 1 Volunteer who is also capable of learning the systems in the event the Scoring Coordinator is unable to attend a Meet.
Benefits: You see all of the scores in REAL TIME! Also, you are 99.9% of the time placed in a covered enclosure of some kind, out of the elements.
Stroke Judge Coordinator
Description: This position will assist in coordinating all Stroke Judge volunteers. They will ensure that all volunteers wishing to serve the team in the position of Stroke Judge are aware of the Clinics that they must attend, do so, and earn their certificates to be stroke judges each season. They will also ensure that this list of graduates is shared with the Volunteer Coordinator for all meet scheduling so they may have the opportunity to earn their volunteer points. They will also be charged with the responsibility of ensuring that all needed equipment for Stroke Judges is brought to each meet & is returned to the Coordinator and the end of each meet, whether home or away.
Ribbons/Team Suit Coordinator
This position will ensure that all ribbons are counted at the end of each season for reporting to the SHRSL via the QVST Board. They will ensure that all ribbon volunteers coordinate bringing the ribbons to and from the Home Meets & are delivered to Coach for Tuesday’s practice (so that any ribbons that were not distributed DURING the meet to QVST swimmers are then dispersed the day after the meet). They will also oversee the Team Swimsuit order with our SwimTopia partner; schedule ordering/fitting dates are scheduled and that these dates/times are communicated to parents, ensure that suits are pre-purchased at time of order, then promptly ordered and distributed to swim families in a timely fashion.
Meet Volunteers
The following are descriptions of the volunteer positions required at ALL swim meets (including Meet of Champions and All-Stars):
Volunteer Shifts During Meets
1st Shift Volunteers: Events 1 - 40
2nd Shift Volunteers: Events 41 - 81
Volunteers are required to check in with the Volunteer Coordinator (TBA) at the beginning of every meet. This year there will be a tent/table along with the swimmer check-in area. The volunteer commitment can be fulfilled by any adult member of the family(grandparents, older non-swimming siblings, step-parents etc.).
***YOU MUST REGISTER ALL ADULTS TO VOLUNTEER DURING THE REGISTRATION PROCESS. If this is not done, don’t panic, you must add them at a later date so that they may choose their shifts and enter their contact information to receive updates and notifications.
All families are strongly urged to participate and help with swim meets even after their commitment has been fulfilled, utilizing even more than one family member if able, as it is a fabulous way to get to know all of the kids and families on the team, and to help make the meets and team’s experience successful each and every year.
On Deck Volunteer Positions
Timers
Description: Each swim lane (each pool is different and could have as few as 4 lanes and as many as 10 lanes) requires 3 timers. Time begins when the starting system light flashes/the air horn sounds and ends when the swimmer touches the wall. Time is captured with hand-held timers.. Times are then given to the Scribe to log for each swimmer.
Needs: 1st and 2nd shifts (Divisionals run 3 shifts)
9 volunteers per shift both home and away meets
Benefits: You are close to the action. This is a great way to see your swimmer compete up close as well as get to know and cheer for other swimmers. Timer sounds like a big responsibility, but it 's really an easy job!
Head Timer
Description: There is one head timer per shift that manages two stop watches and is responsible for:
- Observing the timers to identify if one needs a stopwatch replacement if the timer was not able to start his/her own watch. The head timer would then rush to the lane that needs the stopwatch and switch with the timer so the timer can use a proper time.
- Ensuring there is a sufficient number of timers and scribes in each lane before the start of each heat, especially when the timers/scribes move to the other side of the pool. The head timer will help the Referee know when the timers and scribes are in place and ready to start the next heat.
Needs: 1st and 2nd shifts (Divisionals run 3 shifts)
Benefits: Great way to get to know parents (other timers) and refs.
Scribes
Description: One scribe is needed per swim lane. Scribes sit behind the starting blocks and quickly log the three times given to them by the timers for each swimmer. Attention to detail is important to ensure correct times are logged for the corresponding swimmer. The heat information and pencils are provided and scribe sheets are collected periodically by the runner throughout the meet.
Need: 1st and 2nd shifts (Divisionals run 3 shifts)
3 volunteers per shift both home and away meets
Benefits: Up close and personal to the action. If you’re a person who loves attention to detail, this is the job for you.
Ready Bench
Description: Ready bench volunteers line swimmers up according to lane assignments provided on the heat sheets. (The most help is needed with swimmers aged 10 and under, as they tend to get out of order and confuse the lanes.)
Caller One: Checks in swimmers and communicates with DJ when swimmers are missing.
Caller Two: Places swimmers in the correct order for the bench and lanes. Organizer: Confirms all swimmers/ consolidates changes, and lets judges know who is present and who is scratched.
Final Check: Maintains organization for relays, and walks swimmers in order to their lane on the other side. For relays, younger kids must be maintained in swim order, walked around to the other side of the pool to the correct lane.
EACH position is important and necessary.
Needs: 1st and 2nd shifts (Divisionals run 3 shifts)
4 volunteers per shift both home and away meets (2 Callers, an Organizer, and Final Check)
Runner
Description: Runners assist the Computer workers by gathering scribe sheets throughout the meet, normally at the end of each event (not heat). They then take the completed scribe sheets to the Computers area and provide them to someone there. Additionally, these individuals post times of completed events and updated scores.
Needs: 1 Volunteer per shift
1st and 2nd shifts
Equipment Volunteers
Monday Night Home Meet Equipment Setup, 3:30-4:00pm
Description: Monday night setup includes bringing equipment out of storage and setting up as much as possible and may include: putting up backstroke flags, hanging banners, installing lane ropes, installing starting blocks, setting up canopies both on deck and for the swimmers in the team area (per age group), roping off seating area/computer area, setting up sound system and scoreboard, setting up the ready bench area, placing the “no parking” signs and aiding concessions with their equipment.
Needs: 5 Volunteers
Benefits: This can be done during non-meet times and in the evening on Sunday (weather permitting).
Saturday Morning Home Meet Equipment Setup, 5am
Description: Saturday morning setup includes: setting up canopies both on deck and for the swimmers in the team area (per age group), roping off seating area/computer area, setting up sound system and scoreboard, setting up the ready bench area, placing the “no parking” signs and aiding concessions with their equipment setup.
Needs: 5 Volunteers
Benefits: This is all done before the meet.
Home Meet Equipment Teardown, After Meet Ends
Description: Assist equipment manager and concession manager in tearing down all swim-team related items and storing back in the onsite shed or offsite storage. All canopies, flags, concession items, trash etc. must be cleaned up before leaving. This includes bathrooms, the pool deck area and the park. If the pool has opened to the public, starting blocks and lane ropes must be removed and stored in the appropriate areas.
Needs: 5 Volunteers
Benefits: Get your hours in after the meet. This is always a volunteer area that gets forgotten, any this is a place where it is greatly appreciated - please do not depend entirely upon the Committee Chairperson to do this task alone.
Equipment Setup Away Meets Saturday Morning 6 am
Assist equipment manager with transporting all necessary team equipment (tables, canopies, swimmer boxes, lane parent signs, etc.) to the away meet pool and help setup team area.
Needs: 3 volunteers per away meet
Benefits: Easy way to get hours on an away meet.
Equipment Teardown Away Meets, After Meet Ends
Assist equipment manager in loading all team related items into trucks and transporting back to the offsite storage unit. This includes cleaning up the team area.
Needs: 3 Volunteer per away meet
Additional Home Meet Only Volunteer Positions
Swim Meet Emcee
Description: Responsible for meet music, calling event numbers to the ready bench, announcing missing swimmers, enthusiastically advertising sponsors over the loudspeaker (working with sponsorship coordinator), encouraging reminders for concessions available, and announcing the score throughout the meet. Equipment is provided.
Needs: 1 Volunteer per home meet, ideally this would be the same person for the season.
Trash Collection at Home Meets
Required to check and remove full bags of trash at every disposal station throughout the meet and to check bathrooms for paper products, floor cleanliness and removing trash throughout and at the end of the meet.
Needs: 1 Volunteer per shift, 1st and 2nd shifts
Benefits: Easy job to get your hours.
Trash Haul Home Meets
Volunteer will collect all trash and dispose of it in an off site dumpster after the meet has ended. This is best for a volunteer who has a truck. This INCLUDES a ‘Lost & Found’ box that will be taken to practice the next day.
Needs: 1 Volunteer per meet
Benefits: Easy job to get your hours.
Bathroom Duty
Every 30 minutes check and stock paper towels and soap dispensers, wipe down the toilets if needed, see all stalls have adequate toilet paper, clean any messes, wipe down counters, handles, etc. with bleach/disinfectant wipes.
Needs: 1 Volunteer per shift, 1st and 2nd shifts
Benefits: Easy job to get your hours.
Ribbons
This is a work-from-home position and only needed for home meets. Volunteers will coordinate bringing the ribbons to and from the Home Meets. Volunteers will then ensure ribbons are delivered to Coach for Tuesday’s practice (so that any ribbons that were not distributed DURING the meet to QVST swimmers are then dispersed the day after the meet.
Needs: 2 Volunteers per meet
Benefits: Great volunteer role if you can’t make the meets but still need hours.
Parking Lot Attendant (Home Meets Only)
4:00pm - Monday PM meets OR 6am - Saturday Home Meets
This is an all day and early arrival position (ONLY IF it is a weekend meet - which is rare - most meets will be on Monday evenings). This position sets up the parking lot at home meets according to a pre-designed map and helps move vehicles along as they are dropping off/unloading for meets, maintains parking lot accessibility for Coaches and Board members needing to get in and out during the meet and cleans up all cones and signs after the meet is over. Optimally this would be 2-3 person team that would fill this position for all home meets to fulfill their volunteer requirements.
Needs: 2-3 volunteer for the entire season, at all home meets
Lane Jumpers
The goal of this position is to assist wherever needed for a short period of time (bathroom breaks, delivering waters to volunteers on deck, checking on coaches, all around cleanup, etc.)or fill in as needed for individuals that cannot work their scheduled shift.
Needs: 2 Volunteers per home meet , 1st and 2nd shift
Benefit: Great way to get to know people and volunteer positions.
Concessions, Home Meets & Summer Fun Team Events Only
Grill Staff
Description: Grill staff helps cook hamburgers, hot dogs, and whatever else is on the menu.
Needs: 2 Volunteers per shift
Early Morning Shift - requires set up and working through breakfast
Mid-Meet Shift - requires lunch rush help
Afternoon Shift - requires work through afternoon rush, and helping take down and clean up
Food Prep & Servers
Description: Food prep and servers help put burgers together, hot dogs in buns, slice pizza, hand out other assorted concessions items, keep condiments stocked, etc.
Needs: 2 Volunteers per shift
Early Morning Shift - requires set up and working through breakfast
Mid-Meet Shift - requires lunch rush help
Afternoon Shift - requires work through afternoon rush, and helping take down and clean up
Cashiers
Description: Cashiers help checkout customers and keep point of purchase (candy, chips, fruit,etc.) stocked.
Needs: 2 Volunteers per shift
Early Morning Shift - requires set up and working through breakfast
Mid-Meet Shift - requires lunch rush help
Afternoon Shift - requires work through afternoon rush, and helping take down and clean up Ice Haul
Description: Monday nights before home meets, ice is required to begin the cooling process for concessions drinks AND team volunteer water bottles. Job requires picking up and filling all coolers at 4pm, then returning them to the Equipment Manager Committee Member at the end of the meet. A truck, and 2-3 able body lifters are ideal here, then coordinating their return as mentioned above.
Needs: Up to 10 Volunteers per shift
Benefit: Easy job outside of meet hours
Age Group Coordinators
Head Age Group Coordinator
This individual assists the ready bench and is positioned in the team area with a walkie talkie to help get missing kids to the ready bench. The goal is to work with the other Age Group Coordinators to ensure all kids make their events.
Needs: 2 Volunteers - 1 for each half of the Meet (Home and Away Meets)
Benefits: Great way to get to know the kids & help them be at their best at the Ready Bench! (A rushed swimmer is a stressed swimmer.)
Age Group Coordinators
Arrive 4:30pm - Monday PM Meets OR 6:00am Saturday Meets
THIS POSITION REQUIRES AN ANNUAL BACKGROUND CHECK.
Age Group Coordinators check swimmers in as they arrive at the meet and write event numbers on their arms. They are required to sit with the younger kids in the team area and aid in getting them to the ready bench area for their events. Some Age Group Coordinators bring crafts, or fun things for the kids to do while they’re waiting for their events.
They should help maintain cleanliness of the team area (spilled drinks on tarps, picking up trash, etc.) and tear down the canopy when age group is done swimming for the day. This is an entire meet position (6:45 am until the age group’s final event).
Needs: 28 Volunteers per Meet, 4 Volunteers for each age group (2 volunteers for boys and 2 volunteers for girls)
Age groups include: 6 & Under, 7-8, 9-10, 11-12, 13/14, 15/16, 17/18 (Opens)
Benefits: Great way to get to know the kids and best understand the flow of the meets.
Swim Meet Officials
The optimal amount of officials to have on a team is between 8-10 so they can receive sufficient breaks throughout the meet. These individuals wear required officiating attire and primarily watch for swimmer infractions. It is a trained position needed for every meet (it is understandable if someone cannot make one or two meets) and would fulfill the volunteer requirement. For more information, speak with the Volunteer Coordinator and/or the Athletic Director.
Volunteer Requirements
If you are unable to work a traditional volunteer shift (work commitments, physical limitation etc.), we will have other options not listed and work with your family to fulfill the requirement. We want everyone to have ample opportunity to use their unique and excellent skills to give back to the Dolphin community.
Please message our Volunteer Coordinator directly via the website via email or speak with them at practice.
