Timing Operators

The person doing this role has a front row seat! Well kind of at Waterlooville Swimming Pool.

 

They should be comfortable working with computers (spreadsheets and numbers) – under time pressure.

Ideally, they should attend training prior to the event, but this is not essential as they can train for this role by sitting next to a volunteer who has done the job before.

The electronic timing system (i.e. the timing pads and the electronic results board) is operated from a laptop and records the times for each swimmer in each lane and race. Timing computer operators are responsible for setting up, conducting pre-race testing and running the timing electronics for the meet. A basic level of computer literacy is required for this role.

Tech Support

Supporting the team troubleshooting any issues that arise.

Announcers

This is a crucial role at a competitive swimming event. We are happy to mentor anyone who fancies having a go at this. 

 

The announcer reports to the Swim Meet Director at the start of the warm up and needs to be a good sight reader and comfortable tackling unfamiliar names. The announcer’s main tasks include announcing each event and heat number; telling swimmers to report to marshals; announcing results/ finalists or award winners. The announcer must also announce any disqualifications in each heat

The announcer makes the safety announcement at the start of the event and ensures that all lifeguards are in place before the event starts.   

The announcer must also be prepared to make any ad hoc announcements at the request of the officials, pool staff or others. 

Results Recorder

Results Recorders are also on the frontline!

 

They work at the recording desk, recording and logging results onto a laptop. Their role is to ensure the accuracy of results and to bring questionable results to the attention of the referee.

You also compare electronic results with timekeeper results and alert the referee when there is a discrepancy.

Results Runner

Your role is important and valued by swimmers and parents, eager to confirm times and places.

Results sheets will be available from the recording table once all the heats for each event have been swum and the winners have been determined. 

Your role is to collect copies of the results distributed accordingly.

• Announcer
• Medals rep
• Posted poolside for swimmers
• Posted in the gallery for parents.

Medal Table Reps

A positive, fun and rewarding job – after all, who doesn’t love a medal?

 

In this role, you look after the medals table, handing out Gold, Silver & Bronze medals, according to event results sheets.

 

The results sheets arrive at the medals table once all the heats of each event have been swum and once the winners have been determined.  Depending on the competition, the medal rep may need to double check the results to highlight those in first, second and third place e.g. at Club champs when we only distribute medals to our own club. 

All medals need to be signed for by the individual swimmer or coach. There are no spares, so it is necessary to be diligent with the correct awarding of the medals. All remaining medals (uncollected or spare) should be given back to the Meet Coordinator, along with the signed results sheets, at the end of the event.

Drinks Runner

Offers drinks/sweets for officials and coaches/takes event results round to coaches and Team Managers and posts them on the results board.  

 

Your role is to check that all volunteers/officials on the pool deck have enough water to drink.

 

This person also hands out sweets to help give flagging officials/volunteers a bit of va-va-voom! A great role for someone who wants to be on poolside where all the action is.

Admission

This role is to meet and greet spectators at the entry desk as they arrive.

 

This role includes collecting money from spectators for their daily pass and helping with general enquiries. 

We have a card payment terminal which is super easy to use and we will give you training on. 

It’s a great job that sets the tone for the event for all those who visit. You will need to arrive at least 30 minutes prior to advertised warm-up times as you’d be surprised how many people arrive at a meet very early!   

You will suit this role if you love meeting people and are super helpful! 

 

Your responsibilities will be to:

• Collect the float from the club treasurer at the start of the event and return it to the club treasurer at the end of the event 
• Collect the entry fee from spectators and issue wristbands
• Issue spectator refunds – where applicable 
• Your role is to check that those entering into the viewing gallery have tickets.
• Selling Raffle tickets

It’s a great opportunity to show visitors and members what a friendly and welcoming club we are.

Set Up

Including Blocks and Timing pads

We require a number of volunteers prior to the start of an event to help set up the pool/pool area/equipment.

 

This involves ensuring the pool and the surrounding pool areas are ready for competition. This role is suitable for those who may not be available for the whole session. It’s a great opportunity to be on poolside and see first-hand what is involved in a swim competition.

Ensure that all blocks and timing pads work and are put out and secured before the warm up commences. You will be working alongside the Timing Operators.

 

It’s one of those skills that you always wanted to learn! 

Clear Up 

Checks stands and poolside to ensure swimmers and spectators have put all rubbish in bins and collect lost property. 

Fund Raising Raffle

This is a super fun and communicative role. The raffle raises additional money for the club to help support costs of training and events.

The raffle table is located next to the entry table. (You don’t have to attend the event itself, but it would be great if you could).

 

Your responsibilities include organising the raffle.

• Sending out communication asking for donations
• Coordinating the collection of the donations
• Arrange labelling and packing of the donations
• Insuring that Raffle books and cash float etc are ready for the swim meet

Club Meet and Greet

In this friendly and welcoming role you:

• Greet coaches at the main leisure centre entrance  
• Hand out coaches’ packs and passes for each club as they arrive 
• Direct any queries to the Meet Coordinator 

Officials Coordinator & Host

This role requires you to look after all our lovely officials! 

Your role is to:

• Meet with officials prior to the start of the competition in the designated official’s area
• Ensure that officials are looked after during the competition and provided with refreshments (water, sweets, biscuits, fruit) whilst on poolside and for the duration of the event  
• Direct officials towards the official’s area at breaks and lunch.

Warm Up Marshalling

This role requires you to be right in the thick of it at the beginning of each session. Your role is to work with the announcer during the warm up and to ensure that swimmers and coaches abide by the rules of warm up.

It is important to listen out for the announcements made and direct the swimmers accordingly.

Detailed warm up instructions will be provided on the day and will be specific to the event being run.

Competitor Marshal- Reporting Area

The role is on poolside, checking swimmers in for their events and organising them into heats & lane order as they wait in the reporting area.

Marshals need to be in position 10 minutes prior to the end of the warm-up and will be instructed on the day as to how the reporting area will be organised.

 

For each session we typically have 3 Race Heat Marshals in Place to insure that swimmers are in the correct order prior to making their way to the blocks.

 

This is a busy, but rewarding job with lots of interaction with swimmers. Plus settling the nerves of those first timers who are about to do something amazing.

 

Safety Officer

A great role which allows you to become thoroughly involved in supporting your club at our popular open meets.

A key aspect of running a competitive event is to ensure a safe environment. Your role is to help us do this. For your reference, Swim England provides detailed safety guidance for clubs, covering everything from lane management to risk assessments.

 

The role of the safety officer is to:    

• Liaise with the event referee to complete the appropriate checklist with the referee .
  • The checklist is produced by the Swim England (note that the safety checklist must be signed by the referee and the safety officer)
• Be available to deal with any issues which may include injury or equipment failure (note that the safety officer is not available to do any other job due to the need to be on call for the whole session)

Entries Manager

Full description to be determined.

Meets Manager

This is one of the biggest roles of any swim meet.

Anyone interested in this role would be fully supported by the club with experienced people who have done this position in the past.

Overall responsibility of various duties including coordination and delegation of roles pre and during the event.

 

Pre-Meet Preparation:

• Gather Information: Collect details about the meet schedule, entry deadlines.
• Communicate to Swimmers & Parents: Clearly communicate the meet details to swimmers and their parents/guardians. This may involve distributing information packages, holding pre-meet briefings, and answering any questions they might have.
• Manage Entries: Ensure timely and accurate entry submissions for the club's swimmers, following the meet organisers' guidelines.

Poolside Support:

• Liaison Point: Act as a central point of contact for swimmers, coaches, parents, and meet officials throughout the competition.
• Swimmer Support: Be present on the pool deck to provide encouragement, address any concerns swimmers might have, and ensure they are prepared for their races. This may involve helping them warm up, reminding them of race times, and managing any pre-race jitters.
• Problem-Solving: Address any unforeseen issues that may arise for the club's swimmers during the meet, such as missing equipment or schedule conflicts.

Communication:

• Results and Updates: Keep swimmers, coaches, and parents informed about race results, schedule changes, or any other announcements made by the meet officials.

Additional Considerations:

• Team Spirit: Foster a positive and supportive team environment for the club's swimmers throughout the competition.
• Safeguarding: Be aware of safeguarding procedures, particularly for younger swimmers, and report any concerns to appropriate authorities.
• Respectful Conduct: Ensure all swimmers, coaches, and parents from the club display good sportsmanship and adhere to the meet rules.

Volunteer Coordinator

There's no single "look" for a volunteer manager at a swim club, but they tend to share some key characteristics:

 

Experience and Skills: Volunteer Coordination Experience in managing and motivating volunteers is crucial.

Organisation: Strong organisational skills are essential to keep track of volunteer roles, schedules, and needs.

Communication: Excellent communication skills are needed to clearly convey information to volunteers and ensure everyone is on the same page.

Teamwork: The ability to collaborate effectively with coaches, parents, and other volunteers is important.

Enthusiasm: A positive and enthusiastic attitude goes a long way in inspiring and motivating volunteers.

Time Commitment: The time commitment can vary depending on the size and activity level of the swim club. It could range from a few hours a week to a more substantial commitment during peak seasons (competitions, galas).

 

Background: Volunteer managers at the swim club often come from diverse backgrounds.

• Parents of swimmers: They understand the needs of the club and have a vested interest in its success.
• Former swimmers: Their passion for swimming and knowledge of the sport can be a valuable asset.
• Community members: Individuals with strong organisational and communication skills who enjoy giving back to the community.

The most important quality is a genuine passion for helping others and a desire to see the swim club thrive