Volunteer Job Descriptions
CONCESSIONS & HOSPITALITY
1. Concessions volunteers are responsible for assisting the Concessions Committee Heads running the concessions stand at home swim meets.
2. The “Concessions Stand” is located in the cabana next to the baby pool, near the main entrance to the pool.
3. Concessions volunteers work under the direction of the Concessions Committee Heads to prepare and serve food and beverages to meet participants, their families, and spectators at home swim meets.
4. Concessions volunteers assigned to the first shift of the meet are responsible for assisting the Concessions Committee Heads in setting up the concessions area and preparing to serve customers before the meet begins. It is important that they arrive on time for their assigned shift, so that the concessions area is set up in time, staffed, and ready to serve customers.
5. Concessions volunteers assigned to the last shift of the meet are responsible for assisting the Concessions Committee Heads in taking down and cleaning up the concessions area after the meet. It is important that they arrive on time and stay for their entire assigned shift, so that the concessions area is properly taken down and cleaned up after the meet.
6. Minors are generally not allowed in the concessions area. Please do not send children to cover concessions volunteer shifts.
7. Concessions volunteers should check in at the volunteer check-in table on the morning of the swim meet between 6:30 am and 8:00 am and pick up your name tag. (Or by 5:30 am for those volunteers assigned to the first shift on the morning of Finals.)
8. Concessions volunteers should report to the Concessions Committee Heads five(5) minutes before the start of their shift assignment.
(must have vehicle, this is 1 shift, includes reserved parking spot)
1. Drive locally in Parker to pick up food three different times during the home meets. May also be asked to run one or two quick miscellaneous errands as needed for supplies/bank transactions during the meet. The errands should not take more than approximately 20 - 30 minutes at a time.
2. The Concessions Runner will be provided their own reserved parking space at the front of the pool for the meets. Must have a vehicle.
3. The three food runs that have to be made for each meet are as follows: King Soopers at 6:00 AM to pick up doughnuts and Santiago's to pick up burritos. One run will be at approximately 10:00 or 10:15 AM, and finally at 11:30 or 12:00 PM. Concessions will be flexible to try to allow the Runner to see their swimmers events. The Concessions Runner is considered 1 shift in total per meet.
CONCESSIONS - GRILL MASTER
1. Grill Master volunteers are responsible for assisting the Concessions Committee Heads running the concessions stand at home swim meets.
2. The “Concessions Stand” is located in the cabana next to the baby pool, near the main entrance to the pool.
3. Grill Master volunteers work under the direction of the Concessions Committee Heads to maintain the flow and progression of all grilled items, such as hamburgers and hot dogs. The Grill Master will be provided all necessary utensils such as food items, pots, pans, spices and propane to use while working the position.
4. The Grill Master is a critical position during the lunch rush since the grill is of utmost importance to allow all hot food items to be ready when guests order. It is important to pay close attention to quality of foods being prepared and only send through food items that are cooked thoroughly but not burned. The grill is an 8 burner grill that can cook up to 65 hamburgers and 126 hotdogs at once. During the busy lunch hours, it will require two Grill Masters to allow for efficiency in the operation and flow of food items being prepared.
5. Grill Masters volunteers assigned to the first grilling shift of the day may need to assist with the set up with the grill and necessary equipment. Grill Masters volunteers assigned to the last grilling shift of the day may need to assist with the cleaning of the grill and the take down.
CONCESSIONS - HOSPITALITY
1. Hospitality volunteers are responsible for distributing refreshments to meet volunteers at home swim meets.
2. Hospitality volunteers work under the direction of the Parent Reps.
3. Hospitality volunteers work from a supply table located behind the concessions area.
4. Hospitality volunteers should use trays provided by the Concessions Committee Head to distribute beverages and snacks to meet volunteers, including volunteers in scoring and heating, timers, the meet starter and referee, the meet announcer, and stroke judges.
5. Hospitality volunteers should circulate continually through the pool deck area and among the meet volunteers during the meet, to make sure that all meet volunteers have adequate refreshments. This is particularly important on hot days.
1. Heating volunteers are responsible for ensuring that swimmers are placed in the correct event and heat and are situated in correct lane for the start of an event.
2. The “Heating Area” is the preparation area where swimmers are placed in the proper order for upcoming events. At home meets it is located in the cabana area behind the starting blocks of the competition pool. It consists of 3 chairs and wooden benches behind the starting block for each lane. At Finals a “Pre-Heating Area” is located outside the fence, to the east of the main heating area.
3. Heating volunteers should ensure that swimmers are seated according to their assigned event and heat, and are in the correct assigned swimming lane. Swimmers move up the benches, and then up in the rows of chairs, as the events and heats progress.
4. Particular care need be taken by heating volunteers during relay events to make sure the swimmers/relay teams are placed in the correct event/heat/lane.
5. At home meets, heating volunteers work under the direct supervision of the Heating Lead, who also acts as the Clerk of Course for the meet- Serenity Hayes and Tia Whittaker.
6. Heating volunteers should attempt to limit the number of unauthorized personnel in the heating area during meets to minimize congestion and confusion. Those authorized to be in the heating area during meets include heating swimmers, coaches, heating volunteers, and Parent Reps. All others, particularly including parents and swimmers not in the heating process, should be politely asked to depart the heating area.
7. Heating volunteers should check in at the volunteer check-in table on the morning of the swim meet between 6:30 am and 8:00 am and pick up your name tag.
9. Heating volunteers should report to the Heating Lead at home meets, and to the heating area at away meets, five (5) minutes before the start of the shift assignment.
1. Five (5) minutes before the start of their volunteer shift timer volunteers should report to the Stonegate Stroke Judge Committee Head & Starter, who will huddle up and sign them into the Swimmingly app.
2. At dual meets there will be one timer per lane. At Prelims and Finals there will be three timers per lane.
3. There will also be at least one back-up timer (two at Finals) who starts his/her watch(es) on every race. Their time is used only to substitute in the event of a failure of a timer or timer's error.
4. Before every event, the timer should make a final check to make surethe swimmers number is the same on the app, and that they are in the correct event, heat, and lane.
5. In the case of 25-meter events (6 & Under and 7-8 age groups only) the Starter will instruct the timers when to move to the other end of the pool (and return when the 25-meter events are completed). They should make sure the timer sheet they receive is for the proper event, heat, and lane.
6. Before every event timers should make sure their phone is properly changed and functioning. They should also make sure they understand the length of the event.
7. Immediately after the start of every event the timer should check his/her stopwatch to make sure it is operating correctly. In the event of a malfunction the timer should immediately raise their arm and call for a back-up timer.
8. Timers should follow the swimmers in to the end of the pool and stop their watches only when the swimmer touches the side. DO NOT ANTICIPATE THE TOUCH.
12. In the event of a DQ (Disqualification), the timer should try to detain the swimmer until the Stroke Judge has an opportunity to discuss the infraction with the swimmer. The timer should also briefly surrender the timer sheet to the Stroke Judge so the judge can record the infraction on it. The timer should still record the swimmer’s time on the timer sheet even if there is a DQ.
13. Timers should check in at the volunteer check-in table on the morning of the swim meet between 6:30 am and 8:00 am and pick up your name tag. They should also listen for and attend any Timer’s Meeting called for by the Starter/Meet Referee prior to the start of the meet.
MEET SET UP (Morning)
1. Includes setting up the tents the morning of the meet and doing finishing morning of to-do's.
MEET SET UP (Night Before)
1. Meet set-up volunteers assist the Parent Reps prepare the pool for a meet the evening before home swim meets.
2. Meet set-up volunteers should report to the Parent Reps by 5:45 pm on the Friday evening prior to the meet. Be prepared to work setting up the pool are until you are released by the Parent Reps. Meet set-up is usually done by approximately 7:30 or 8:00 pm, although more time may be necessary to prepare for the RMSL Finals meet. Please allow sufficient time to work your entire shift.
3. Meet Set-up requires a significant amount of lifting and carrying, so individuals with physical limitations that would make such work painful or difficult should not sign up for meet set-up volunteer shifts.
4. Meet set-up involves moving meet materials from the team’s storage closet near the south pool to the competition pool. These items include canopies, folding tables for concessions and the scoring table, wooden benches for the heating area, backstroke flags and the false start rope. The stored materials should be moved and set up at the direction of the Parent Reps.
5. You should also assist in setting up the heating area and removing pool furniture (lounge chairs, tables and deck chairs) from around the competition pool.
6. Do not leave the pool until you are released to do so by the Parent Reps.
MEET TAKE DOWN
1. Meet take-down volunteers assist the Parent Reps clean-up the pool after home swim meets, and to store the team’s meet equipment.
2. Meet take-down volunteers should report to the Parent Reps immediately after the last event of the meet. Be prepared to work cleaning up the pool and storing equipment until you are released by the Parent Reps. Meet take-down usually takes about two hours, although more time may be necessary to clean-up after the RMSL Finals meet. Please allow sufficient time to work your entire shift.
3. Meet take-down requires a significant amount of lifting and carrying, so individuals with physical limitations that would make such work painful or difficult should not sign up for meet take-down volunteer shifts.
4. Meet take-down involves moving meet materials from the competition pool to the team’s storage closet near the south pool. These items include canopies, folding tables for concessions and the scoring table, wooden benches for the heating area, backstroke flags and the false start rope. The materials should be moved and stored at the direction of the Parent Reps.
5. Do not leave the pool until you are released to do so by the Parent Reps.
BY SIGNING UP YOU AGREE TO ATTEND ONE OF THE BELOW CLINICS TO BE CERTIFIED BY THE LEAGUE.
1. Stroke judges must be specifically trained and certified by RMSL to be eligible to work as a stroke judge at any RMSL meets. Training clinics are held by the RMSL in April and May before the start of the swimming season.
2. New stroke judges must attend a Beginner Stroke Judge Clinic to be certified by RMSL and complete the on-line training by successfully passing the Stroke Judge Quiz.
3. Returning Stroke Judges who initially attended a stroke judge clinic can be recertified each year by the RMSL through the on-line training and successfully passing the Stroke Judge Quiz.
4. Only Stroke Judges with at least one previous season of experience as a certified RMSL Stroke Judge are eligible to work at Prelims or Finals.
5. A minimum of two stroke judges should be provided from each team for each shift of the meet. There must be the same number of stroke judges on each side of the pool. Lane jurisdiction shall be determined by the Referee/Starter.
6. Stroke Judges assure proper execution of strokes and turns by swimmers as described in the current USA Swimming Rules Manual.
7. Stroke Judges report any violation to the Starter/Referee by raising a hand and indicating the lane where violation took place. This should be done whenever possible so as not to get the attention of the swimmer. If the official does not do so, there is no penalty. Make sure the Starter/Referee acknowledges the DQ signal. It is the duty of the Starter/Referee to summarize DQs at the end of the race visually and/or vocally.
8. If there is a question on the disqualification, the benefit should go to the swimmer. When an infraction occurs on a stroke, the judge should “consider” the repetitiveness of the infraction, and if the swimmer gained an advantage.
10. Stroke Judges or the Meet Official can request that timers hold DQ’d swimmers at end of an event so that the Judge can explain nature of DQ to the swimmer.
Team Tent Set Up/Take Down
(pick tent up night before and transport to and from the meet)
SET-UP: 1. The tents are stored in a closet on the east side of the Stonegate Community Center, near the slide pool. The Stonegate pool lifeguard office has the key for the storage closet. Pick up the tents the night before away meets. If you wait until the day of the meet the pool will be locked!!
2. The tents are large enough that a minivan, pickup or SUV is needed to transport them to away meets.
3. Parts include the large red/white tent, small blue/white tent (stored in a green tent bag), blue pole bag, green pole bag, and green stake bag with plastic stakes. The stake bag also has two rubber mallets for driving the tent stakes.
4. Setting up both tents takes about 20 minutes, depending on the amount of help available.
5. Set up both tents for all dual meets (home AND away). Try to pitch them side-by-side, as close as practical to the Stonegate heating area.
6. Pitch the tents with east sides lower (only one pole section high) to maximize interior shade. Use only plastic stakes. The middle row and west edge poles should be two sections tall.
7. Mark the guy lines with vinyl hazard tape (in stake bag). Where possible, attach the guy lines from the two tents together to minimize the tripping hazard.
8. The tents should be up, and ready for swimmers to move in, no later than 15 minutes before the scheduled warm-up for our team. If warm-ups are scheduled to begin at 6:45 (as for home meets), the tents should be up by 6:30. If warm-ups are scheduled to begin at 7:15 (as for most away meets), the tents should be up by 7:00.
TAKE-DOWN: 1. When taking down the tents fold, then roll-up, the large tent and put it in the large tent bag. Fold and roll the smaller tent, and put it in the other green tent bag. Put the poles from the large tent in the blue pole bag, and the poles from the smaller tent in the green pole bag. Put the rubber mallets and stakes in the green stake bag.
2. Pick up all trash from under the tents and police the surrounding area. Give all found items to the Parent Reps so they can be put in Lost and Found.
3. The tents must be taken down and returned to the Stonegate pool storage closet after meets. The tents are large enough that a minivan, pickup or SUV is needed to transport them.
4. The tents are stored in a closet on the east side of the Stonegate Community Center, near the slide pool. The Stonegate pool lifeguard office has the key for the storage closet.
Volunteer Floater (must remain at the meet for the duration, this is 1 shift)
1. The Floater volunteer will fill any needed volunteer gap(s) at any time during the swim meet. The Floater could be assigned any volunteer position described on the Stonegate Stingrays website under Volunteers/Job Descriptions, depending on the needs of the day.
2. The Floater volunteer will need to check in at the volunteer check-in table on the morning of the swim meet no later than 7:00 am. They should check in with the Volunteer Coordinator to determine if there is a needed assignment and check off their name on the volunteer shift assignment schedule and claim a name tag. The Floater volunteer must physically remain at the meet for the duration of the meet.
3. Depending on the day and situation, the Floater may be asked to volunteer longer than the standard 2 hour volunteer shift. However, on the other hand, if there are no volunteer gaps for that meet, the Floater may not have to work as long as the standard 2 hour volunteer shift or not at all.