Our swim meets are a wonderful team effort, and volunteers play a vital role in making them successful. Volunteering is a required part of meet participation, and it’s also a great way to learn more about the sport, meet other families, and support our swimmers.

We truly appreciate the time and commitment our families give to help create a positive meet environment.

Volunteer Requirement

For a swimmer to compete in a swim meet, a parent or guardian is required to volunteer for the entirety of the meet.

If a parent or guardian is unable to volunteer, a proxy volunteer may be provided.

All proxy volunteers must be approved in advance by the Director of Officials and the Board.

These requirements help ensure that all meets run smoothly, safely, and fairly.

Meet Operations & General Timelines

Every swim meet is a little different, depending on the host club and the number of swimmers. That said, there are some general patterns families can expect.

Volunteer assignments and confirmed time commitments are sent out on the Thursday prior to the meet.

Please review this email carefully, as it will contain your role, meeting times, and any additional details.

Officials & Volunteer Meetings

Brief meetings are held to review roles, expectations, and any last‑minute updates.

Friday: 4:00–4:30 pm

Saturday: 7:30–8:00 am

Sunday: 7:30–8:00 am

Exact times will always be confirmed in the pre‑meet communication.

Typical Meet Timing (Approximate)

Friday: Runs until about 7:00–8:00 pm

Saturday: Runs until about 2:00–3:00 pm

Sunday: Runs until about 1:00 pm

Please remember that all times are approximate and can vary from meet to meet.

Swim Meet Volunteer Roles

There are a variety of volunteer roles available at swim meets. Some roles are perfect for first‑time volunteers, while others require training or certification.

Common roles include:

Timers
Time swimmers during races. This is a great role for new families to get comfortable on deck.

Chief Timer
Oversees timers and ensures timing procedures are followed properly.

Inspector of Turns (IT)
Observes turns and finishes to ensure rules are followed.

Judge of Stroke (JOS)
Monitors swimmers during races to ensure strokes are performed legally.

Starter
Starts each race using the official starting system.

Electronics
Supports the electronic timing system and meet software.
These roles are often pre‑selected, but parents interested in learning are encouraged to let us know—opportunities do become available.

Admin Desk
Helps with meet paperwork, entries, and coordination.

Ribbons / Awards
Prepares and organizes ribbons or awards.

Raffle Table / Heat Sheet Table
Supports fundraising and assists with heat sheets and general meet support.

Not all roles are needed at every meet, and assignments will vary based on meet needs.

Progressing into Officiating Roles

To support our growing club and ensure meets continue to run smoothly, all parents are expected to progress into officiating roles over time.

After volunteering at 1–2 swim meets, parents are expected to begin working toward becoming: Inspector of Turns (IT) and/or Judge of Stroke (JOS)

These roles are essential to fair competition and are a natural next step as families gain experience.

Training & Certification Support

We are very fortunate to be a club with multiple Level 5 officials who are always happy to support parent development.

If there is a specific clinic or certification you would like to take, please let us know and we’ll do our best to line it up. Clinics are organized based on interest and availability, and mentorship is available throughout the process. Our goal is to help parents feel confident, supported, and successful in their roles.

Volunteer Role Requests

Families are welcome to request specific volunteer roles. All requests are considered; however, final role assignments are made by the Director of Officials or their designate.

Every effort will be made to accommodate preferences while ensuring all required positions are filled and the meet runs efficiently.

What to Wear

To make volunteers easy to identify on deck, please follow the meet dress code:

Timers, Chief Timer, and Raffle Table

White shirt

Black bottoms

Black shoes

All Other Volunteer and Officiating Roles

Red shirt

Black bottoms

Black shoes

Please wear clothing that is comfortable and appropriate for the pool deck.

Thank you for being such an important part of our club. Your involvement and willingness to help make swim meets a positive, well‑run experience for all swimmers.

We’re glad you’re part of our swim family!