Last updated on May 11th, 2023 at 08:34 pm
Swim meet volunteers come with a variety of experience. Often, they have little or no experience for the role they fill on deck. That’s okay. Everyone has to start somewhere. However, quality training helps convey expectations and the need to follow governing body rules. Training meetings also give volunteers the opportunity to ask questions before filling a role. Clearly shared expectations help prevent important duties from “slipping between the cracks” and going undone. Well-planned, and implemented, volunteer training helps to create a great swim meet experience for not only volunteers, but also athletes and coaches too.
Contents for Training Swim Meet Volunteers
Planning Training for Volunteers
The details of volunteer training will vary depending on meet size and scope. It’s helpful to figure out the following in advance.
- Who needs to receive training?
- What type of information do people need to fill each role?
- Who will give it?
- How?
- When and where?
Doing so helps to create a meet hosting system that a variety of people can “step into” easily and effectively do what needs to be done. Why is this important? Because in youth sports, there is a constant turnover in the volunteer base. Taking the time to create a simple training system for your meets ensures that new volunteers will consistently receive the information they need to help your meets run smoothly.
Who Needs Training?
Most governing bodies provide training for officials. However, a meet director will want to make sure that timers, meet marshals, runners, and other volunteers are aware of the duties and expectations of those positions. Although many volunteers will have worked at swim meets before, it’s safe to assume that there will be new volunteers at every meet. Even if they are not new to swim meet volunteering, they may be new to the way things are done at this venue, or meet.
What Information?
What do the people in each position need to do for the meet to run smoothly, and according to governing body rules? These are the things to share. As a referee and meet director, I often review the rule book. As I do, I make note of things others need to know at meets. Then, I add it to the training agenda for that position. Doing so helps make sure this important information gets passed along to those who will need to do it at each meet.
Many duties remain the same from meet to meet, but sometimes there are specific directions for a particular meet. This is good news. Since most of the information will remain the same, training agendas are reusable. If needed, tweak before using it at future swim meets. It’s usually quicker and easier to tweak a previously used agenda than to start from square one. This means your upfront investment of time and effort can have long-lasting benefits. Many types of training agendas and information are already on this website under the Training tag
When multiple people will be doing the same thing, such as timers, it’s useful to have a meeting. Other positions, like runners, replacement timers, and the head timer, may be trained individually. Training may be formal or informal. It might be as simple as explaining the needed work while walking the runner through the route to use throughout the meet. However, even if informal, training will be most effective if thought through before being given. Because swim meets are usually crammed into my otherwise busy life, I find training agendas and lists very helpful. Keeping printed copies in my swim bag, and using them at meets, helps me to remember to share important points I otherwise would have forgotten.
Designating who will share the training information is also important. Remember, the meet director or referee can only be in so many places at once. Often, these people are the ones who have to manage important questions or problems before and during the meet. As a result, it is helpful to share the workload A properly trained head timer, or starter can run the timer meetings. An experienced head meet marshal can train marshals, a volunteer coordinator can also be a great trainer. Who else could be involved in training at your next meet? If desired, the meet director and referee can help create a training agenda, and give it to the person doing the training.
When and where to train?
The hour before a meet starts is often a bit chaotic. Usually, a lot of people need a variety of information at about the same time. Knowing where and when each group of volunteers will receive training helps. Doing so,
- Enables others to share this information. For example, those manning a volunteer table, and the announcer.
- Ensures enough space and, if available, a quieter spot, for training meetings
If planned in advance, this information can also be shared via an online volunteer sign-up.
Putting it all together
A master list of the above information proves helpful at meets. Not only can it serve as a reminder for you, but it’s also easier to share with others. Additionally, it provides consistency. Even an experienced meet host with an established system can benefit from writing it down. Doing so makes it easier to involve others.
Why would you want to involve others when it’s easier to just do it yourself? Getting others involved helps increase their commitment to the team. It also helps increase their understanding and ability to serve. Additionally, a documented list helps others step up if you are unable to. A few years ago, my mother required emergency care in another state. I had to leave immediately. Fortunately, it was easy to share what I had documented. As a result, the scheduled meet I unexpectedly missed at the last minute, ran smoothly even though I couldn’t be there.
This is one example of a Volunteer Training Master List. It’s from the 2016 Western Zone Age Group Championships, a large, double-ended starts, long course, prelims/finals meet.
Summary
The extra time and effort it takes to plan effective training for your swim meet volunteers is a wise investment. It helps provide better quality help at both current and future meets. Additionally, it enables others to step up and help out in roles beyond timing. As parents and other volunteers become more involved in positive ways, their commitment to, and understanding of, your team increases. Effective training helps create more positive swim meet experiences for not only volunteers but also swimmers and coaches too. With so many benefits, why not start organizing your next swim meet training today?
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!