Age-Group Meet Job Descriptions

• last revised 2/2006

• [ Click here] for Major Meet Job Descriptions

• Sign in at the admissions table and get a Name tag. You must sign in to earn your points.

1. Admissions
2. Concessions
3. Marshals
4. Parking
5. Ribbons
6. Runners
7. Set-Up
8. Timers

Admissions

Description : Monitor the entrance door for the duration of the meet.

Scope of Role : Make sure that the door remains manned 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 and get a name tag. 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 ($40.00 in singles) and a marker or rubber stamp to mark hands with. You should receive this from the Meet Director.
• Make sure parent volunteers check in and get name tags as they enter.
• Count money and fill out and sign account sheet.
• Return the table to the front of the office after the meet.

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Concessions

Description : Be responsible for stocking and manning the concession table.

Scope of role : The week before the meet you will gather resources, the day of the meet you will set up the table and manage the concession sales, and after the meet, you will clean up and hand over all monies.

Key Duties :

• The week before the meet, send requests to families asking for individually wrapped donations of food or drink to be sold at the concession stand.
• Also the week before, obtain bagels, coffee supplies, ice, cold drinks and water (you may buy or ask local grocery stores to donate these).
• Provide ice buckets for cold drinks.
• The day of the meet, obtain change ($50.00 in ones and change) and a moneybox.
• Sign in at the admissions table and get a name tag. You must sign in to earn your points
• Hang signs designating prices.
• Set up tables for snacks.
• Make sure there are trashcans with liners on deck.
• Sell concessions and restock throughout meet.
• At the end of the meet, put away all unused food.
• Count money, fill out account sheet and hand in to meet director.

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Marshals

Description : Direct swimmers to line up according to their heat and lane before their event.

Scope of Position : Be available before the start of the meet to take swimmers not on the heat sheet to the computer room, then be on deck for the duration of the meet session.

Key Duties :

• Sign in at the admissions table and get a name tag. You must sign in to earn your points
• Report to the meet director when you arrive at the meet. Begin to gather swimmers for the first two events. You may do this before you have heat sheets in hand.
• 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 chalk board in big numbers.
• Don't 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'll be amazed at the number of children who come to the wrong name!
• If you can't 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; have them sit on the benches in order and move down the line of benches as the events are run.
• 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.

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Parking

Description : Stand in the Berkeley parking lot and direct traffic throughout the meet.

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.)

Key Duties :

• Sign in at the admissions table and get a name tag. You must sign in to earn your points.
• Please arrive 30 minutes before swimmer check-in, check in, then repost to the parking lot.
• Do not let anyone park on Gina's Tennis World's side of the lot.
• Remain visibly in parking lot. 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. This way you will be able to watch your child swim.
• About an hour after the meet begins, walk around the outside of the fence to make sure nobody has parked in front of a hydrant or driveway and that the roads are passable by emergency vehicles. Report any such illegally parked vehicles to a meet official so s/he can make .

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Ribbons

Description : Stick label on correct color ribbon, organize completed ribbons and hand to swimmers.

Scope of Position : Report to the ribbon table during warm ups 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 and get a name tag. 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 (at some meets you may have to had write labels).
• Cross event off of 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.
• Give ribbons to swimmers. They should come to you.
• Reorganize ribbons according to color and before returning unused ribbons to box.
• Give unclaimed awards for Drew location swimmers to Tristan.
• Put unclaimed awards for Berkeley locations swimmers in swimmers' boxes in lobby.
• Berkeley Cup Meet: top three swimmers also win special awards. The winners are dept secret until awarded. Please DO NOT give out any ribbons until after the cup is awarded.

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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, and help clean up after the meet is over.

Key Duties:

• Sign in at the admissions table and get a nametag. You must sign in to earn your points.
• You should be at the computer room unless gathering or posting results.
• Make sure you have a stapler and masking tape.
• Help the computer people number the event sheets.
• After each event (no more than two heats) get timer's 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.
• Staple timers' event sheets together and 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.
• Check for and pick up trash under bleachers at the end of the meet.
• Make sure to return stapler and tape to Meet Director before leaving!

 

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Set Up

Description: Organize the pool area before a meet and help in the computer room during the meet.

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.

Key Duties :

• Sign in at the admissions table and get a name tag. 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.
• Place remaining blue benches (about 3) between locker rooms in front of water fountain for swimmers.
• Get 14 working stop watches, 6 clipboards, and at least 15 pencils (you can sharpen them ahead of time) from the middle cabinet on deck (it's 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 help in the computer room by reading times to operators during the meet.
• Ask Meet Director if there is anything else.

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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.

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 name tag. 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.
• Check locker rooms for trash and refill paper products.
• Trash in big cans on deck should go out after each session.

Back-up 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.

Thought for the Day

It is time for us all to stand and cheer for the doer, the achiever -- the one who recognizes the challenges and does something about it.~ Vince Lombardi (1913-1970, American football coach)

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