Volunteer Policy
Swim meets cannot run without volunteers, and when families sign up early, meets run more smoothly, start on time, and are more enjoyable for everyone.
This season, each swim family is required to complete 7 volunteer shifts during the regular season. Families with swimmer(s) participating in Divisionals and/or C&C will be asked to complete one additional shift for a total of 8 shifts.
To give families more flexibility, volunteer shifts may be completed in a way that works best for your schedule:
- Multiple shifts at the same meet
- Multiple shifts in the same week
- Social or team events outside of meet time
- Both parents volunteering during the same week
Volunteer sign-ups will be open May 1 through May 15. After May 15, remaining positions will be assigned as needed, prioritizing families who still need to meet their requirement.
If you cannot attend a shift, please notify the Volunteer Coordinator using the Scratch Form as soon as possible.
Families who miss a shift without notice will be asked to complete two make-up shifts. Repeated no-shows may result in swimmers being scratched from a meet.
First-Time Swim Team Volunteer Guide
Welcome to the team! If this is your first season, volunteering at swim meets might feel unfamiliar at first, but it’s easier than it looks. Meets run because of parent volunteers, and every role helps create a great experience for our swimmers.
If you’re new to swim team, look for the following roles when signing up. These are great options for first-time volunteers:
Volunteer sign-ups run May 1 through May 15.
How to Sign Up for Volunteer Jobs
- Log in to your SwimTopia account (same login used for registration).
- Go to Calendar & Sign Ups.
- Select a meet or event.
- Click Job Sign-Up.
- Choose your role and shift.
- Save or confirm your selection.
Season Long Coordinator Roles
We are currently looking to fill two season-long volunteer roles:
Tent & Equipment Set-Up Coordinator – Helps ensure everything is ready for meets each week. Access to a truck is needed for transportation.
TimeDrops Coordinator – Supports timing and meet operations. This role is a great fit for someone with basic familiarity with IT systems and experience with timing or computers.
If you’re interested in either role or have questions, please email [email protected].
The roles listed below count as fulfilling your family’s full season-long volunteer requirement. These roles are great for families who want one consistent role all season instead of signing up week to week.
Volunteer Coordinator
Oversees volunteer sign-ups, helps fill gaps, and manages volunteer check-in so meet weeks run smoothly.
Social Coordinator
Oversees the team social calendar and organizes details for social events.
Concessions Coordinator
Organizes concessions planning, volunteers, and supplies for home meets.
Tent & Equipment Set-Up Coordinator
Coordinates set-up and take-down of tents, tables, and key team equipment for home meets, away meets, and Divisionals/C&C. Access to a truck is needed for transportation.
Awards Coordinator – Ribbons and Medals
Organizes ribbons and medals and helps ensure swimmers are celebrated well at the banquet.
Sponsorship Coordinator
Works with the Vice President to track commitments and ensure proper sponsor recognition across SwimTopia, social media, and banners.
Website Coordinator
Helps maintain and update the SwimTopia website.
Hot Heats Coordinator
Organizes and runs hot heats at meets and manages the prize table.
TimeDrops Coordinator
Supports timing and meet operations. This role is a great fit for someone with basic familiarity with IT systems and experience with timing or computers.
In addition, we have a need for season-long officials such as Clerk of Course, Chief Timer, Starter, Referee, and Stroke & Turn. These roles require training and certification through SAIL.
If you are interested in a season-long role, please email [email protected] to express interest. Sign up early, as these positions are limited and filled on a first-come, first-served basis.
Volunteer Role FAQ
The Referee oversees the meet and ensures rules are followed.
Starts each race and directs swimmers.
Ensures strokes and turns follow rules.
Organizes swimmers and gets them to events.
Manages meet entries and results.
Sorts and labels ribbons.
Times swimmers during races.
Helps get swimmers to events on time.
Runs the concession stand at home meets.
