Family Volunteer Requirements
We could not have swim meets without our volunteers. Each meet (home or away) requires more than 70 volunteers to ensure a successful event. No experience is necessary, and training will be provided as needed.
Volunteers sign up for each meet on our swim team website. Each family is required to volunteer for two swim meets.
Announcer:
This person introduces the Cherokee Swim Team and the visiting team, makes the start of the meet announcements, and introduces each swimmer by name at each heat.
Bullpen Bosses:
A Bullpen Boss is a regular helper who attends all/most meets. They arrive at the meet by 4:00 PM to mark swimmers, they ensure swimmers get to their events during the meet, and generally manage the bullpen area. (Bullpen Bosses do NOT need to sign up to volunteer at the meets--we already have you.)
During the meet, Bosses and volunteers:
- Stay aware of what event is currently happening at the meet.
- 5 events before: gather your bullpen swimmers with their goggles and caps.
- 3 events before: Line up behind lane signs, check against Heat Sheet or Swimtopia.
- Walk to blocks; stay behind blocks with swimmers until the event has been completed.
- Gather swimmers after race to return to bullpen.
Bullpen Helpers:
Bullpen Helpers assists the Bullpen Bosses in the 6 & Unders, 7&8s, and 9&10s with the swimmers, as needed. These volunteers arrive to the meet at 4:15 PM to mark swimmers, they stay to ensure swimmers get to their events, and generally managing the bullpen area. The helpers sign up to volunteer when they declare their swimmers at the meet.
Bullpen Substitutes:
Substitute fill in when a Bullpen Boss in the 11&12 and 13&14 bullpens cannot attend a meet. Arrival time for the subs is 4:15 PM to the meet. If the Bullpen Bosses are all present and do not need any extra assistance, then they may excuse you. Your job is to arrive early (4:15 PM) to mark swimmers, ensure swimmers get to their events, and generally manage the bullpen area.
Check-in Attendant for Swimmer/Volunteer Arrival:
Arrive at the meet location no later than 3:45 PM to begin checking in each swimmer and the volunteers. Mark off when each swimmer/volunteer arrives and keep a primary list of swimmers present up to the start of the first event. Remind their parents/guardians to NOT have the swimmer leave his/her bullpen (even just for food or bathroom) unless the parent for that child's bullpen is notified first. Once swimmers are checked in, direct them to their bullpen areas. These attendants usually have spirit items to pass out for fun, have a list of the bullpen parents' names and contact info in case a swimmer needs to leave, have the instructions to use the SwimTopia app, pass out name badges, and have a list of where the volunteers should go once checked in.
Ribbon Assistants:
Assistants label each ribbon with the matching printed label generated by the timing system and place it in the appropriate swimmer folder. During home meets, someone will be assigned the responsibility for handing out "Heat Winner" ribbons to swimmers from both teams. First shift Ribbons Assistants will check in with the Family Shift Coordinators behind the timing tent at 5:15 pm. Second shift Ribbons Assistants will check in with the Family Shift Coordinators behind the timing tent at event 25 to ensure a smooth transition at event 27.
Timers:
These volunteers play a very important role in the course of the meet and must be attentive. There will be two shifts, one shift for each half of the meet. A pre-meet timer meeting will be held by the head timer and meet officials before each meet to explain to timers how the timing system works. Plus, you get the best view from the whole pool! Arrival time for this position is 5:00 PM and you must stay for your entire shift. First shift timers will proceed to their assigned lane after the meeting. Second shift timers will check in with the Family Shift Coordinators at event 25 to ensure a smooth transition at event 27.
Floaters:
First shift Floaters will check in with the Family Shift Coordinators at 5:15 pm to see where you are needed. Second shift Floaters will check in with the Family Shift Coordinators at Event 26 and will be expected to help until the close of the meet. In case of a parent no-show for a shift, Floaters will be slotted into that job (it could be timing, bullpen, ribbons etc.) This role is to fill in where ever needed.
Post-Meet/Practice Ribbon Assistants:
If there are any ribbons left over from the meet that need to be labeled and sorted, then these complete those jobs during the morning or afternoon practice the day after the meet (typically on a Tuesday).