Last updated on February 28th, 2023 at 12:19 pm
Swim meets have a way of creeping up on meet planners. We know the meet is coming but don’t start to recruit timers until after the beginning of warm-ups. Frustration follows because not enough volunteers step up. But consider this, even before setting the meet date you know you will need help. So, why not dovetail volunteer recruiting with other pre-meet prep?
Contents for Recruit Volunteers Before a Swim Meet
Pre-Meet Planning
To recruit effectively, it’s important to know how many timer positions are needed, where the timers will come from, and what will motivate people to volunteer.
Total Timer Positions Needed
- How many lanes need timers?
- How many timers per lane?
- Will there be double-ended starts? If so, which sessions?
- With referee approval, distance events at the end of a double-ended starts session can be changed to single-ended starts so one end of timers can leave. If used, clearly note both in the meet announcement and at the meet.
- If the meet announcement instructs distance swimmers to provide their own timers, all recruited timers may leave when the distance events start.
- Will relief timers be used?
- What about the Head Timer(s)?
How many timers can the meet host offer?
- Keep in mind the host organization will fill most, if not all, of the other meet worker positions.
- How and when to recruit? Who will head it up?
- What will motivate people to step up and help?
- Many meet hosting teams have a Team Volunteer Policy to help motivate parents to volunteer. There are many ways to create this type of policy. An internet search on “swim meet volunteer policy” or “swim team volunteer policy” will yield current policies from many teams.
- What will motivate people to step up and help?
How many timers will need to come from other sources?
- How and when to recruit?
- What will motivate people to step up and help?
- Assign lanes (or seats) to visiting teams before the meet — or let them know that lane assignments will be coming at the meet so they can prepare. If assigning by lane, state how many timers are needed per lane.
- Offering perks and working directly with guest teams (see Meet Volunteer Policy below) are two effective ways to motivate. The post Got Timers? Motivate Volunteers to Time at Swim Meets shares more ideas.
- What will motivate people to step up and help?
Use the Meet Announcement to Recruit Volunteers
The meet announcement is often the first, and sometimes the only, official information about the swim meet. It sets forth clear expectations and parameters for the meet and other helpful information. Why not use it clarify the need for volunteer help?
Meet Volunteer Policy
It’s common for meet hosts to ask, or require, visiting teams to provide timers. When a team lane (or seat) assignment is issued, teams organize timers from their ranks and the meet host assigns lanes, or seats, to teams instead of individuals. This is one form of a meet volunteer policy.
Sample Wording
- Teams with 10 or more swimmers entered into the meet need to provide ______ [number] of timers throughout each session of the meet.
- Each participating team needs to provide timers for one lane (3 timers) throughout the meet.
- We welcome volunteer meet workers from all teams. On-site training is available. Thanks for your willingness to help give a great meet experience to these hard-working kids! Volunteers, please sign-up in advance at: __________ [give online sign-up address] OR The link to an online sign-up will be available by _______ [give date] at _________ [team or meet website address]
Include
- Clear instructions. Where and when should volunteers report at the swim meet? For example:
- All volunteers (both those who signed up online and those who did not) should check-in at the Volunteer Check-in Table at the beginning of warm-ups. The Volunteer Check-in Table is located inside the main entrance lobby by the vending machines. Deck credentials, training time and place, are given at check-in.
- Perks, if offered. If offering perks (like a T-shirt, etc.) encourage volunteer participation by including that information in the meet announcement. (Only include information you know is deliverable.)
NOTE: If you list something in the meet announcement, it HAS to happen. So, if you’re not positive something will happen, don’t include those details. Thorough planning and problem-solving before the meet announcement release will maximize what you can include. This is important because the more information people receive up front, the more empowered they are to act. Let this work to your advantage!
Pre-Meet Communication
Why wait until the meet to communicate volunteer needs, assignments, or expectations? In addition to the meet announcement, there are many ways to easily and effectively communicate before the meet including:
- Email to Teams: After receiving entries, email volunteer requests/requirements to attending teams
- Meet Website: Useful for large, regional championship meets
- Meet Host Website: A team or other organizational website can supply meet-specific information
- Online Sign-Up: It can be made available only to the host team, or open to all
- Sample wording: The link to online sign-up will be available at_______ [website address] by xx/xx/xxx [date] then post a link to online sign-up when it is available.
Fun Sample of Pre-Meet Communication
Here’s a fun sample of pre-meet communication from Mo Schiffman of Utah Swimming. Mo was the volunteer coordinator for an Age Group State Championships. She sent this email a few days before the meet to all the teams sending athletes to share with their parents.
Hi Folks –
The State Volunteer Sign-Up [original email included a link to sign up] still has many opportunities for you to get your spot on the best deck in town.
- Do you know who gets to hug their kid right after the race? Any parent who is TIMING!
- Tech suit mishap? No problem – Mom is right here as a SAFETY MARSHAL!
- Want to make eye contact with your child as they race the backstroke? Sign up to be a RUNNER!
Pretend you can swim as fast as your kids by getting a spot on the CHAMPIONSHIP DECK! Live out those dreams!
Sign up! Help out! Be happy!
Fondly,
Mo
Summary
Why wait until the swim meet to start recruiting volunteer help? Pre-meet planning, the meet announcement and pre-meet communication are tools every savvy meet director can use to recruit volunteers well before the day of the meet. Save time and reduce stress the day of the meet by fully utilizing pre-meet recruiting options!
Preparing for a swim meet? Check out The Ultimate Swim Meet To-Do List. Then, get a bird’s eye view of Who does What at Swim Meets. Both include easy-to-follow links to related information. Doing a smaller, simpler meet? Host a High School or Developmental Swim Meet will help.
Need more help? See 20+ Ways to Get Swim Meet Timers and Officials: 20+ Ways to Get them for Swim Meets.
Also, discover a few things you can do to Increase Safety at Swim Meets. Find ideas to implement before your meet as well as last-minute quick and easy tips!