The Vipers run on volunteer power and the team depends on you, the parents, to participate. We require up to 80 (or more) volunteers during a meet to ensure an efficient, smoothly run swim meet.

Now you might be concerned that:

• You will mess up? Don't worry, most positions require no experience! You can jump right in (not in the pool). We also have a Time Trials each year which acts like a dress rehearsal before our Meets against other teams.
• You will miss something? Many positions offer some of the best seats in the house (ok, technically you will likely be standing), and for the other positions, parents pitch in to make sure you have time to see your child or children swim. Besides, for most positions, you only volunteer for half the meet!

No matter what your skill level or how long your children have been involved in the sport, we have a volunteer position for you.

Again, as a Viper parent, you are committing to volunteer for at least 1 position at each event, which is the equivalent to 5 shifts.  We need you in order to run a successful meet for our swimmers!

Volunteer FAQ

Q: How long does the first shift/second shift of a meet last?

A: A dual meet runs through events 1 – 72. The changeover from shift 1 volunteers to shift 2 volunteers happens after event 34. The exact time depends greatly on the overall size of the meet, but you can approximate that the first shift will last between 2-3 hours (usually just over 2 hours) from the meet start time and the second shift will last around 2 hours. 

Q: We’re going to be out of town for one of the meets. What should I do?

A: If possible, please try to make up your volunteer assignment either by volunteering 2 shifts at another meet (preferably a home meet—more volunteers needed!) or volunteering more than one adult at another meet. If those don’t work for your situation, please don’t hesitate to talk with us. We always have other team-related things that we need help with!  

AWARDS: 

Plan and coordinate the end-of-season Viper Awards party. This consists mostly of basic food & drink planning/ordering and directing volunteers that day for setup, serving, and cleanup (we will have volunteers sign up for these positions). Must be available on July 1st. 

CLEAN TEAM - RESTROOMS: 

Need 1 male and 1 female at home meets to check on the bathrooms during home meets and replace any supplies & check the toilets. 

COMMUNICATION BOXES: 

Get the swimmer ribbons from Ribbons Lead and file into each swimmers folder. Remove old folders and add new ones for new swimmers. Set out at practice on the tables at practice after each meet. 

CONCESSIONS: 

For those who like to stay in the shade and aren’t big on needing to watch the the whole meet (it’s in the pavilion. Yes, you can walk away and your your kid’s event but need to go right back). 

CONCESSIONS GRILLMASTER: 

Help concessions leads the ENTIRE meet buy cooking food at the BBQ pit for the meet. 

DECK RUNNER: 

You get your steps in You are poolside and collect all the time sheets from the timers & all the DQ slips from the stroke and turn judges after every few heats of kiddos and take them to the scoring table. I have specifically a “learning” slot for this at time trials along with an experienced slot. 

FUNDRAISING:  

You will handle the fundraising aspect of the Swimtacular, our annual event to raise money for team equipment purchases. Your responsibilities will include getting info out to families, organizing volunteers on that day to hold fun activities for the kids, collecting money and swim forms after the event, and creating certificates and prizes for the top swimmers/fundraisers. (Breakfast/food will be handled by a separate team). You must be available on May 25th. [Counts as all 5 volunteer credits!] 

CLEAN TEAM TRASH 

Help by prepping the trash cans before the meet starts, empty them when they get full & replace with new bags, pick up trash around pool grounds & put trashcans away at end of meet. 

HEAD TIMER: 

Best Seat in the House! Accurate on-deck capture of swimmers’ times using stopwatches. One head timer per shift operates multiple stopwatches as a backup to the lane timers and assists the lane timers. 

Prerequisites: Must attend short meeting with the meet official 15 minutes before the start of each meet for instructions. Must attend this meeting even if you have worked as a head timer before. Volunteers will receive stopwatches, clipboards, and ribbon aprons and will turn these items in to the Meet Manager at the end of the meet. 

Volunteer Team HEAT SHEET PRINTER:  

Send PDF file to UPS Store for printing, go pick them up the day before each meet, assemble all the clipboards and bring first thing EARLY to the meet for Volunteer Coordinator to pass out. 

KID SOCIALS: 

Help organize kid social events for the swimmers around town. 

MEET SET UP LEAD: 

Arrive at pool before swim meet to set up benches, lane lines, backstroke flags, put up rope barriers, signs, tables and other as directed by the Meet Manager. Prerequisites: Strong volunteers to lift blocks, tables and other heavy items. 

MEET CLEAN UP: 

Help clean up by putting up all meet equipment. 

MEET STARTER/ANNOUNCER: 

Uses microphone to get swimmers in each event and heat ready, and plays the start tone. 

Prerequisites: Previous Meet Experience. 

MERCHANDISE: 

This starts in February each year before the swim season. Design team shirts, place order, sort and organize swimmer gear purchase & pass out at practice. 

PARKING SET UP LEAD: 

Direct traffic to the designated parking areas (as required). Need to arrive in advance of the meet; job is completed by the start of meet. 

Prerequisites: Be familiar with the Swim Team Parking Plan 

PARKING SET UP: 

Early birds! Arrive at 6:00am. Direct traffic to the designated parking areas (as required). Need to arrive at 6:00 AM, in advance of the meet; job is completed by the start of meet. 

Prerequisites: Be familiar with the Swim Team Parking Plan 

PARKING TAKE DOWN: 

Clean up and pick up all traffic cones and signs after a home meet. Need to be available after the conclusion of the meet. 

Prerequisites: Be familiar with the Swim Team Parking Plan 

PHOTOGRAPHER - BRING OWN CAMERA!! 

Be our historian by taking pictures at our meets of our swimmers, their races, and other team activities. 

Prerequisites: A digital camera and a passion for photography. We would appreciate you sharing your full-resolution pictures with our Viper community by contributing them to a team managed site where parents can download pictures of their swimmers. 

MEET MARSHALL: 

You stand at the dive block with a clipboard and heat sheet and make sure the right kid is about to jump in and swim in your lane. I have specifically 3 “learning” slots for this at time trials along with an experienced slot. *I assign your lane prior to the meet. 2nd Half will step in as soon as backstroke ends BEFORE the Coaches Relay because I do headcount so we can resume the meet! 

RSVP ASSISTANT: 

Help confirm swimmer RSVPs for each meet and communicate with Team Chair so heat sheets can be made. 

SCORING:  

Responsible for scoring the meet. 

SCORING & RIBBONS:  

Our Meet Scoring Team keeps track of times for all swimmers and applies ribbon labels to ribbons. 

SHADE TRANSPORT: 

You will bring our team shade tents to away meets. You can grab them during practice this week as the pump room is unlocked during practices. Remember there is no practice this Friday due to the e last day of school. After the meet, you will take the tents back home and get back into the pump room at earliest convenience (during practice is fine). 

STROKE & TURN JUDGE: 

One great way to get your volunteer hours is to serve as a stroke and turn official during our swim meets. Even if you are new to swimming, the training is easy and experienced officials are always eager to help. It's also the closest you can get to the swimming so it's a great way to watch your child's swim. 

If you are interested, trainings will be on zoom May 8 from 6:30 - 7pm and May 13 from 8 to 8:30 pm. You only need to attend one.  It's also highly encouraged, but not required for new officials to attend an on-deck observation on May 21 at 6:00pm at the Summerfield pool (2600 Fairfield Bend). Please RSVP [email protected]. The community is gated so you need to RSVP for the gate code. *There is a meeting before each meet you MUST attend no matter which shift! 

STROKE CLINICS:  

Check in swimmers and collect payment for all 3 clinics that day. 

SWIMTACULAR: 

We have positions for decor set up, breakfast servers, lap counters (must stay entire event) & Viper art/nails coordinator. 

SWIMTACULAR DECOR: 

Buy decorations (you will be reimbursed with receipt) and decorate for Swimtacular and set up photo booth props. [Counts as 3 volunteer shifts) 

TEAM PHOTO ASSISTANTS: 

1. Help the photographer position kids, goggles, hold reflective shield, etc. 
2. Help line up the kids in height order and get placed by the pool. Stand by photographer and help with any swimmer position corrections. Knowing the swimmers names HELPS! 

TIMER: 

You are at the head of the pool with 2 other timers in your lane. One gets a timer and a clipboard to write times. One gets a timer and the ribbon belt and passes out heat ribbons. One gets the timer and the old school stop watch (this needs to be a coordinated person who can start only the stopwatch and then stop both timers at the end). *I assign your lane prior to the meet. and there is a Timer meeting before the meet you MUST attend no matter which shift! 

TREASURER:  

Be the team treasurer. Set budgets for team events, reimburse parents, write team checks. 

VIPER LINE UP LEAD:  

Our own Viper wranglers make sure all swimmers are lined up and taken to the correct lane for their event and heat. Prerequisites: Previous Ready Bench experience. 

VIPER LINE UP: 

Great for teachers! Need a good, loud voice! It’s an authoritative role of corralling the upcoming swimmers and getting them in order and getting them to the benches. (This is not an “easy” one). I have specifically 2 “learning” slots for this at time trials along with an experienced slot. 

WATER DISTRIBUTION: 

You will get the cooler of water bottles from concessions and pass out to all of the volunteers 3-4 times throughout the meet.