Volunteer Job Descriptions
Volunteers are required to leave a $400 deposit during registration, in the form of a credit card hold. Should a volunteer not show up for a scheduled shift, the $400 will be charged.
Volunteer Position Descriptions
Below are brief descriptions of volunteer positions. Specific job duties are subject to change, but these descriptions are meant to give you an idea of what each volunteer position entails.
Each family is required to fulfill 6 points’ worth of volunteer shifts. Please note that this is a decrease in 2 full points from previous years! In order to make this a possibility, we have changed some volunteer policies and shift descriptions, so please read the policies carefully.
If you are unable to perform any of your assigned volunteer duties, you must find a replacement for yourself and notify the Volunteer Coordinator right away of your substitution. Our meets simply cannot run without all our volunteer positions filled. If you do not fill your position (even just one point’s worth out of the required six), the credit card on file will be charged $400. Remember that it is possible to swap with a friend or pay a high school or college student to cover your shift for you, but it is your responsibility to find replacement coverage.
Fun Meet and regular season meet shifts are worth 1 point each (as are non-meet and parties shifts); post-season meet shifts are worth 2 points each. Families of swimmers who will compete in prelims and championships are encouraged to register to volunteer at those meets. We are always in need of volunteers at the post-season meets and appreciate your help filling these spots. Remember that they are worth double points!
The Alternate shift has changed. We will now offer only one Alternate shift per meet. If you sign up as an Alternate, you must be available for the entirety of the meet, including pre-meet and post-meet jobs, although we will use you only for the approximate length of one regular shift (2.5 hours). You will be notified the week before the meet where and when you are needed. You will be placed in the area of greatest need, which could be as early as 7:30 a.m. and as late as the post-meet cleanup shift, which runs until about 3:30 p.m.
Each family is limited to one Fun Meet shift. If you sign up for multiple Fun Meet shifts, you will be moved to areas of greater need.
Shift times for regular meets, both home and away, are as follows:
1st shift: 7:30 a.m. until 10:00 a.m.
2nd shift: 10:00 a.m. until noon
3rd shift: noon until the end of the meet
Prelims and championships have four shifts:
1st shift: 7:30 a.m. until 10:00 a.m.
2nd shift: 10:00 a.m. until noon
3rd shift: noon until 2:00 p.m.
4th shift: 2:00 p.m. until the end of the meet
Listed times are approximate. Please check your exact shift time when you register. Shift times will be listed at the time of registration and noted on shift reminder emails. There are some setup and cleanup jobs that are pre- and post-meet. All other meet volunteer jobs will fit into the above shift times. The times for non-meet and parties shifts vary, so please check the descriptions below before you register.
Volunteer Position Descriptions
Friday Night Setup (6:00 p.m. – 8:30 p.m.): This is the night before a home meet. Prepare and set up the pool deck for a home meet by moving tables, benches, and chairs; setting up flags, including the false start line; setting up the heating area rope and other ropes to keep spectators from being too close to the pool; and setting up several tents.
Saturday AM Meet and Concessions Setup (6:00 a.m. – 8:00 a.m.): This includes making sure everything is set up and ready to go from the night before. (Instructions are posted inside the door of the swim team storage closet.) Sometimes the tents or flags will not have been put up due to high winds or storms, and you will need to do this in the morning. Fill H2O jugs near the starter tent. Set up the team tent. Set up concessions by bringing items out from the storage closet (drinks, paper goods, coolers, food, etc.). Make coffee, put drinks in coolers, set up sternos for hot food, and prepare and set up all breakfast food for selling.
Cleanup Shifts 1, 2, 3: Make sure that all trash cans are emptied and new bags are inserted. Check bathrooms—pick up paper and restock toilet paper/paper towels as needed. Help distribute water to all coaches and deck volunteers, including timers, heating volunteers, people in starter tent, etc., and pick up drink cups from deck volunteers.
Post-Meet Cleanup/Tear Down (1:00 p.m. – 3:30 p.m.): During the meet: Clean up deck area and empty trash cans as needed. Pick up trash in bathrooms and restock toilet paper/paper towels. Help distribute water and pick up drink cups from coaches, deck volunteers, timers, people in starter tent, etc. At the conclusion of the meet: Put away all setup materials from the meet (heating benches, ropes, flags, banner; this includes taking down all tents) and return them to their proper place in the swim team closet. Move all tables/chairs/lounge chairs back to their original locations. Clean up cabana and scoring area, including emptying trash cans. The team tent needs to be taken down as well.
Concessions Shifts 1, 2: Sell items and assist customers. Prepare and set out items. Restock product as necessary.
Concessions Grill Shifts 2, 3: Prepare grill and grill food for lunch concessions. When done, make sure grill is off and all items (food, trash) are put away and grilling utensils are cleaned.
Concessions Cleanup Shift 3: Start at noon, finish at the end of the meet. Restock items as necessary and sell and assist customers to the end of the meet. When the swim meet is over, put all items back in storage closet where they belong (food, coolers, paper products, etc.). Wipe down cans/bottles from coolers, wash/clean any items necessary, and make sure ALL items are put away.
Concessions Buyer/Food Pickup (6 a.m. to 8:30 a.m): Pick up concessions items such as burritos, bagels, donuts, etc., from various vendors before the meet. This is a good job for someone who likes to get their volunteer commitment done early in the morning.
Heating/Clerk of Course Helper Shifts 1, 2, 3: Help swimmers to find their event heat and get seated on the benches in the heating area. Keep swimmers organized in the heating area and the meet running on time. This area can be loud and chaotic at times, but it's a great place to get to know all of the Sundance swimmers.
Deck Runner Shifts 1, 2, 3: Collect time sheets and deliver to scoring area. Check with scribe to see if there are any DQ slips to be taken also.
Thursday Night Scoring (7:00 p.m. – 9:30 p.m. two nights prior to home meets): This position helps the Scoring Chair prepare for the upcoming meet. Great job for someone who would like to become a scoring chair one day!
Scoring Shifts 2, 3: The scoring table is where swimmer placement is determined, results are entered into the computer, DQs are processed, and results are posted. This position is primarily clerical. If you like to work in the shade (air-conditioned at our pool), this is the job for you!
Timer Shifts 1, 2, 3: A timer meeting will be held for all shifts between 7:30 and 7:45 a.m. Listen for the announcer to call timers to a meeting location that varies pool to pool. This meeting is for all timers from both teams and is led by the home team. The head timer is responsible for distributing stopwatches and clipboards. He/she will lead this meeting at our home meets.
Backup Timer Shifts 1, 2, 3: You start a stopwatch with every race, and if a timer in any one of the lanes has a problem with his/her watch, they yell, “Backup!” and you go to their lane and hand them your already started watch and take theirs from them for the next race.
Miscellaneous Meet Jobs
Announcer Shifts 1, 2, 3: Do you have that perfect radio voice? Know the meet format inside out? If so, this position is good for you. This position is responsible for making all event announcements as well as miscellaneous announcements for concessions, weather delays, pool records, etc. Home meets only.
Alternate Shift: This position is utilized to fill any needs we might have in any area surrounding a meet. We used to have three Alternate shifts per meet but have consolidated it to one shift for the whole meet. If you sign up for an Alternate shift, you will work only a single shift for that meet, but you must be available from 7:30 a.m. until 3:30 p.m. until we know when and where you will be needed. The Volunteer Coordinator will notify you the week before the meet to tell you when and where you will be placed. If we have no volunteers needs within the meet, you will most likely be placed on post-meet clean-up.
Parties/Special Event Jobs
Team/Welcome Lunch (11:30 a.m. – 1:30 p.m.): Fill drinks ahead of time, set up buffet, check in participants, serve food, replenish drinks, and clean up.
Swimming Under the Stars Shift 1 (4:30 p.m. – 7:00 p.m.): Fill drinks, set up potluck and cook-off/bake-off tables, replenish drinks, and run station games.
Swimming Under the Stars Shift 2 (7:00 p.m. – 9:30 p.m.): Help with boat building teams, replenish drinks, and clean up.
Banquet Shift 1 (4:30 p.m. – 7:00 p.m.): Set up and put up decorations, check in participants, set up buffet/food, and fill and replenish drinks.
Banquet Shift 2 (7:00 p.m. – 9:30 p.m.): Replenish drinks, take out trash, watch over buffet, serve dessert, and pass out glow necklaces.
Banquet Shift 3 (9:30 p.m. – 12:00 a.m.): Replenish drinks, serve dessert (unless it was done during Shift 2), pass out glow necklaces (unless it was done during Shift 2), and clean up. This shift is on site to help with the overnight: check tent setups (ages 12 and under sleep in tents, ages 13 and older sleep on the loungers around the pool); get overnight kids checked in; monitor activities until lights out at 10:00 p.m.; and then patrol the pool area (including the lawn) to ensure the safety of the children.
Overnight Shift (12:00 a.m. – 8:00 a.m.): Chaperone the sleepover. Chaperones must stay awake and be sober for their entire shift. You must be visible inside the pool area during this shift and frequently patrol the pool area to ensure the safety of the children (ages 12 and under sleep in tents, ages 13 and older sleep on the loungers around the pool). This position is worth 6 points (the entire volunteer commitment for the season).
Overnight Sunday AM Shift (6:30 a.m. – 8:30 a.m.): Pick up donuts, deliver donuts, clean up trash, move chairs to their original locations, and make sure bathrooms and Sailfish Room are back in order and trash is in the bins.