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Age-Group Meet Job Descriptions
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last revised 2/2006
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[ Click here] for Major Meet Job Descriptions
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Sign in at the admissions table and get a Name tag. You must sign in to earn your points.
Please note that children (especially young children) will not be able to be fully attended to while doing these jobs. Although you certainly should be able to ask a coworker to fill in while you watch your child swim and there will be plenty of time for a hug and “good job” afterwards, you will not be able to watch a three year old and do one of these jobs.
• Siblings ages 14 and up are welcome to work as long as they are not swimming at the meet.
• No one can do more than one job at a session.
• If you are late, you may be replaced and you cannot then kick the substitute out of the job; if we can find you another vacant job, we will. We will not “create” a job for you.
• If you sign up and fail to show, we will fine you $100.
• If you have an emergency, contact the meet director, whose cell phone number will be listed in the reminder email you receive.
- Admissions
- Awards
- Computer Workers
- Concessions
- Marshals
- Officials
- Parking
- Runners
- Set-Up
- Timers
Admissions
Description: Monitor the entrance door for the duration of the meet. Collect parking coupons and admission money.
Scope of Role: Make sure that the door remains staffed until the end of your session or until the pm session volunteers take over. Last session volunteers should remain at the door until after the last IM.
Key Duties:
- Sign in at the admissions table. You must sign in to earn your points.
- Set Up: move the small, high table from the front of the office to the hallway in front of the pool door.
- Make sure you have a cash box with change and a marker or rubber stamp to mark hands. You should receive these items from the Meet Manager.
- Count the money with the meet manager and fill out the accounting sheet with start money amount.
- Do not let parents in (except workers) until you are set up and ready to go.
- Make sure parent volunteers check in and sign the sign-in sheet. Everyone pays except workers.
- Admission is $3 per person and includes a heat sheet. If you are running low on heat sheets, let the computer people know (better to have too many than too few) and they can print more.
- Count money with meet director, fill out, and sign accounting sheet. If there is a second session, you should do this before anyone (except workers) is admitted for the next session. Generally, no spectators are allowed in until the previous session is done. Suggest that early arrivers go to parents' room.
- Return the table to the front of the office after the meet unless there is another session.
Awards
Description: Stick label on correct color ribbon, organize completed ribbons and hand to swimmers.
Scope of Position: Report to the ribbon table when the meet starts and stay throughout the meet until the last ribbon has its result label and unclaimed ribbons are distributed.
Key Duties:
- Sign in at the admissions table. You must sign in to earn your points.
- Organize ribbons into places.
- Ask Meet Director for event sheet and pen.
- As runner brings you results/labels, stick label on correct color ribbon.
- Cross event off event sheet after award is completed (this is an important step because computer people sometimes print multiple copies of an event or forget to print an event. It is your responsibility to make sure all events have awards).
- Alphabetize completed ribbons according to athlete, separating by team if there is more than one team at the meet.
- Give ribbons to swimmers. They should come to you.
- Reorganize ribbons according to color and before returning unused ribbons to box.
- Put unclaimed awards for Berkeley swimmers in swimmers' boxes in lobby.
- Berkeley Cup Meet: top three swimmers also win special awards. The winners are deep secret until awarded. Please DO NOT give out any ribbons for the 200 IM's until after the cup is awarded.
Computer Workers
Description: Run the meet from the computers. You do not need to have done this job to work at an in house meet but we ask that once you have worked you should decide if you want to do computers on a regular basis or not. If you do, please always sign up for computers at both in house meets and major meets. If not, please move on to other jobs. After you have worked once or twice, we will arrange for a training session for you.
Scope of Role: Do scratches, seed the meet, make heat sheets and timer sheets, input times, score events, make labels, make result sheets, give back ups to coaches, put away equipment at the end.
Key Duties:
- Sign in at the admissions table. You must sign in to earn your points.
- Contact Nancy King ( rckingjr@comcast.net ) for a document to help you run the meet.
Concessions
Description: Be responsible for selling water/t shirts/caps/lanyards
Scope of role: Buy ice for the water. The day of the meet, you will set up the table and manage the water, shirt, lanyard and cap sales, and after the meet, you will clean up and hand over all monies.
Key Duties:
- Also, the week before, obtain bagels, coffee supplies, ice, cold drinks and water (you may buy or ask local grocery stores to donate these).
- Take the cooler out of the attic for cold drinks. Drain and return the cooler if you are the last session.
- The day of the meet, obtain change and a moneybox.
- Sign in at the admissions table. You must sign in to earn your points
- Hang signs designating prices.
- Set up tables for shirts etc...
- Make sure there are trashcans with liners on deck.
- Sell concessions and restock throughout meet.
- Please keep cap money separate from all other money.
- At the end of the meet, put away all unused water.
- Count money; fill out accounting sheet and hand in to meet director.
Officials
Description: Run and judge the meet.
Scope of Role: Officials at the in house meets must have taken the NJ Swimming officials' class and passed the appropriate tests. We prefer that the person starting at least have taken the starter's class and hopefully is a certified starter. We do not require a meet referee but are grateful when one is present and defer to that person to run the meet. Apprenticing officials may work. These sessions do not count towards your 5 observed sessions to become an official but you will receive BAC points for them. We prefer to have 5 officials: one starting and acting as referee and two walking each side. This allows one person on each side to explain DQ's to the swimmers while the other watches the next heat. When necessary, we can use non-official (but swimming savvy parents or swimming older siblings to explain the DQ's to the swimmers.) Non-official parents should not sign up to help but will be pulled from the stands if needed. Officials often show up without signing up and we will always use them.
Key Duties:
- Sign in at the admissions table. You must sign in to earn your points.
- Officiate the meet.
- Run the timers' meeting.
- Explain DQ's. Note: find out from coach if we are DQing swim school participants. Tell timer of DQ so they can note on their sheets.
Marshals
Description: Direct swimmers to line up according to their heat and lane before their event. Sometimes we “marshal” in front of the blackboards and move the swimmers along the benches. Sometimes we let the swimmers find their own places but have the marshals stand down at the starting block end of the pool on either side to assist when needed.
Scope of Position: Be available before the start of the meet to take swimmers not on the heat sheet to the computer room, and then be on deck for the duration of the meet session. Note that at away dual meets, you may be asked to do some variation of this.
Key Duties:
- Sign in at the admissions table. You must sign in to earn your points
- Report to the meet director when you arrive at the meet. After warm up and after the heat sheets have been posted, begin to gather swimmers for the first two events. You may do this before you have heat sheets in hand. Be sure to get the latest and greatest heat sheet from the computer desk. Do not use one of the programs sold at the door.
- Make sure you have a copy of the heat sheets, chalk, and a pen or pencil. The runner will bring the heat sheets to you just before the meet start.
- The first few events may be hectic.
- Take any swimmer not printed on your heat sheet to the computer room.
- Write event being marshaled on the chalkboard in big numbers.
- Do not hesitate to be bossy and commanding but do it with a smile!
- Announce to bleachers that swimmers should keep watch on the board and will be marshaled between the locker rooms.
- Call children's names. When child approaches, ask, "What's your name?" and cross-reference it with your heat sheet. You will be amazed at the number of children who come to the wrong name!
- If you cannot find a swimmer, go to the bleachers and call their name. It is the swimmer's responsibility to get to the Marshalling area but young, inexperienced swimmers could use your help!
- For each heat, line swimmers up according to lane, lane 6 first down to lane 1; have them sit on the benches in order (6-1) and move down the line of benches as the events are run.
- If you have extra marshals, one marshal can be in charge of moving the children along the benches and double-checking that they have remained in the same order. Do not assumer they will do this.
- Cross swimmers' name off heat sheet as you line them up.
- Try to stay at least six heats ahead of the current race.
- After the meet, return blue benches to locker rooms, leave 3 benches out by chalkboard.
Parking
Description: Stand in the Berkeley parking lot or the Mt. Carmel parking lot and direct traffic throughout the meet and hand out parking “coupons.”
Scope of Position: Arrive 30 minutes before swimmer check-in; at least one person must monitor the parking lot throughout the meet. (You may switch off staying in the parking lot and helping inside the meet.) Another person should be stationed at Mt. Carmel to make sure no one parks in front of Mt. Carmel . A third person should be stationed at the corner of Passaic and Springfield to give directions and make sure no one is parking in the streets behind BAC , in the parking lot below BAC , on Springfield Ave in front of BAC or on the side street across from the funeral home. A fourth person or a person designated by the meet director must circle the block periodically to check for inappropriate parking.
Hand one coupon out to each adult who comes in a car that parks in our lot or who parks at Mt. Carmel . Try your best to verify they have parked where they said. People walking up the driveway at BAC do not get a coupon. People dropped off by the walkway at BAC get a coupon but the driver does not until they park.
No one will be allowed into the meet without a coupon. Instruct people to turn in their coupons to the admission people.
Key Duties:
- Sign in at the admissions table. You must sign in to earn your points.
- Please arrive 45 minutes before swimmer check-in, check in, and then repost to the parking lot.
- Do not let anyone park on Gina's Tennis World's side of the lot or in the streets behind BAC , in the parking lot below BAC , on Springfield Ave in front of BAC or on the side street across from the funeral home. People may only park at Mt. Carmel (behind the building) or in our parking lot on our side. Do not ask anyone for permission to park anywhere else. This is the agreement we have reached with the BH Township.
- If someone parks somewhere they are not supposed to and will not move, get their name or even follow them into the venue and report them to the coach. We will stop the meet until the cars are moved.
- If you find people have parked in an inappropriate place, get the car model and license number and bring it to the meet director.
- Remain visibly in parking lot. At least one person must monitor the parking lot throughout the meet.
- People may drop off children/grandparents etc. but must then park in an appropriate place. Our parking is limited to Mt. Carmel and our side of the parking lot and sometimes the funeral home. It is not a parent's option to park somewhere else. It is our risk, not theirs. If they have a problem with this, bring them to the meet manager/coach.
- Once the meet has started, you may switch off staying in the parking lot and helping inside the meet. This way you will be able to watch your child swim.
Runners
Description: During the meet, take timers' sheets to computer person, take award labels to ribbon table, and post result sheets.
Scope of Position: Be on deck (and have sure footing!) for the duration of the meet.
Key Duties:
- Sign in at the admissions table. You must sign in to earn your points.
- You should be at the computer room unless gathering or posting results.
- Make sure you have masking tape.
- Help the computer people number the event sheets.
- Post the heat sheets for the swimmers over the benches. Do not post on mural. Post low enough that young swimmers can read. Post in numerical order.
- After each event get timers' sheets from all six lanes and put in numerical order. Make sure they are all from the same event and that the lane is circled. Collect from each lane, even if they do not have a swimmer.
- Bring them to the computer person.
- Get award labels from computer workers and ribbons table.
- Get result sheets from computer workers and post them by locker rooms and in the hallway. Post in numerical order even if you do not receive the events in numerical order. Either leave a space or rearrange when you get missing events but do not wait to post. Remind computer you need missing events. Sometimes they are working on those events and sometimes they have forgotten.
Set Up
Description: Organize the pool area before a meet and help with parking. You may be asked to help spectators that need assistance getting in the building.
Scope of Position: Arrive before warm up to arrange tables, chairs, benches, timers' equipment, etc. and stay throughout the meet to help in the computer room and/or with those needing assistance
Key Duties:
- Sign in at the admissions table. You must sign in to earn our points.
- Set up table and chairs at the dive end of the pool for ribbon writing.
- Put small, high table from the front of the office to the hall by the door for admissions.
- Place 5 blue benches along wall on far side of pool for swimmers being marshaled.
- Get 14 working stopwatches, 6 clipboards, and at least 15 pencils (you can sharpen them ahead of time) from the middle cabinet on deck (it is usually blocked by fin cages - just move them). Put these items on the ribbons table or the bleacher beside it.
- Post Welcome and Admission sign.
- Check locker rooms for cleanliness and supplies. Supplies are in the cupboard under the stairs. Get the key to the dispensers to fill them.
- Make sure there are garbage cans with liners in the pool area.
- Help concession stand set up.
- Please fill in for parking people during meet so they can watch their children.
- Ask Meet manager if there is anything else.
Timers
Description: Use a stopwatch to accurately time a swimmer for each race. Record swimmer's time on timer's sheet. Or, for backup timer, be available with a working stopwatch for each race in case of timer error or equipment failure. BAC will supply stopwatches. For timing at away meets, you may need to provide your own.
Scope of Position: Check in with head timing official during warm up and remain on deck for the duration of the meet. Help clean up after end of the meet.
Key Duties:
- Sign in at the admissions table and get a nametag. You must sign in to earn your points.
- Get a working stopwatch, clipboard, and pencil.
- Before the start of the meet, check in with the head timing official, and listen for and attend the timers' meeting.
- Make sure you have heat sheets for your lane from clipboards.
- Circle your lane on each sheet.
- Stand at the head of assigned lane and watch for start light. Start watch on light; stop it on swimmer's first touch at the end of the race. Index fingers are most accurate to use on the watch.
- Write time on sheet next to swimmer's name.
- If you miss the start, raise your hand for the back-up timer. Do not guess the time or start your watch late. Call for a back up timer!
- Always write down times exactly as read on your watch. If you feel your time is wrong because you missed the start or finish, or your watch failed, note so on the time sheet.
- Never make up a time!
- If your time is more than .5 seconds off from your partners, there is probably a problem with your watch. Raise your hand and get a new watch from back up timers.
- Back up timers please start your watch at each start. If someone raises his or her hand, take over timing for that race.
- Have two extra working watches ready in case another timer needs one.
Subsititute timers please start your watch at each start. If someone raises his or her hand, take over timing for that race.
- Have 2 extra working watches ready in case another timer needs one.
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