Volunteer Management at Swim Meets

Last updated on April 15th, 2021 at 11:37 am

A well-marked, easy-to-find table with helpful, friendly staff can greatly improve the swim meet volunteer experience. This makes recruiting volunteers easier next time! Here, people can check-in, ask questions, and received needed information and supplies.

Volunteer Table Location

Consider the following when determining a place:

• Put the table where spectators will pass it and invite them to work the meet when they pass.
• Determine the place early and include it in the meet announcement and pre-meet online volunteer sign-up.
• When giving directions to the table use visual markers easily identified within the venue.
  • Examples: “By the high-dive,” “In the lobby by the vending machines,” “Along the wall with the flag on it, in the corner by lane 8.”
• Put an identifying sign above or on the table. People standing at tables cover signs taped to the front.
  • The sign, online volunteer sign-up, and meet announcement,  may all refer to this table and should use the same term. Using the same name all the time decreases confusion. (i.e. Volunteer Table, Volunteer Check-in, etc.)
• Will those working at, and reporting to, the table be comfortable?  If outdoors, will it be in full sun on a hot day? Is there shelter if the weather is inclement? What about protection from wind?
  • Large clips or paperweights are helpful if the wind is likely.

Needed: Volunteer Management Personnel

The number and experience of people who staff the volunteer table may vary greatly from meet to meet.  Some organizations have a lot of experience running swim meets and a knowledgeable volunteer base to draw from, others do not. A volunteer manager, coordinator, or a committee can work both before and at the meet, or just at the meet.  Why use this type of position when it’s already hard to find enough meet workers? Even a small meet at a six-lane pool needs as few as 22, and up to 50+ people to run the meet well. (See Estimated Swim Meet Workers Needs by Type of Swim Meet for the breakdown.) Filling all the meet worker spots is only one of the many responsibilities of a meet director. Ensuring there is enough help to recruit and manage volunteers promotes:

• Building the organization’s volunteer base.  This is because those who do step up as volunteers are better cared for and trained when a person or people are assigned to do it.
• Protecting key people. Those already helping, like the meet director, aren’t stretched too thin because portions of the work are spread among more people.

Number

Meet warm-ups are an especially busy time for volunteer management people. Have at least two people available to help manage volunteers throughout warm-ups and into the first part of the meet. One (at least) will man the table, another (at least) will move around the venue. The moving person roves the venue, recruits and checks with the volunteer table regularly and the places where meet workers will be, like the timing area. A couple of questions  guide action: “Are people who signed up in advance reporting as scheduled?” and “What issues need troubleshooting?” One of the people works with the announcer and others to recruit help so all needed positions, especially lane timers, are filled before the meet start time. If the meet is large and people have not signed up in advance to help, more volunteer management people may be needed.

Qualities

Consider the following when recruiting your volunteer management people:

• Get “People People.” Volunteer management personnel work with all types of people.
  • One experienced volunteer coordinator refers to her volunteers as “gold” and ensures awesome people work the table so the volunteers are well cared for.
• A good listener works well as some will share great feedback if given a listening ear. Pass along feedback to help improve swim meet experiences.
• Those with experience working in various meet worker positions can answer questions and reassure newcomers.
• Depending on the place, the volunteer table may also be an information desk. People experienced with swim meets and the venue, or ready with basic information, will be prepared to fill this role, if needed.
• Train the table staff before volunteers begin to arrive.  One experienced volunteer coordinator likes to have the table and the people manning it, ready ten minutes before the start of warm-ups
  • Example: 2016 Western Zone Age Group Championships volunteer table personnel training list
• If it’s a large multi-day swim meet two people might need to man the table. It works well to have one person “anchor” the table throughout the meet and a second person, who can be different each session if needed.
• Where possible, pair an experienced person with a newcomer and encourage mentoring.
  • Avoid relying on just one person to fill a key position within your meet hosting organization.  Parent turnover often happens quickly in youth sports so it’s wise to always have someone “in training.” This is an important part of developing a meet hosting culture and can help overcome obstacles to running swim meets in the future.

Volunteer Management Tasks (At Meet)

What will the volunteer management people do? Often, the following:

• Check-in volunteer meet workers
• Receive and assign “walk-on” volunteers
• Recruit volunteer meet workers as needed
• Provide information and supplies (as needed) to volunteers
  • May need to give training for some positions
  • Make sure volunteers know where, when and to whom they report next
• Provide deck credentials (if used.) Two common types include:
  • Lanyard Badges
  • Disposable Wristbands
  • One example of a wristband distribution plan is on page 57 of the 2016 Western Zone Age Group Championships Meet Plan
• Answer questions
• Possibly sell heat sheets or meet programs. Consider encouraging spectators who come to purchase to work the meet if needed.
  • Another person to sell heat sheets may be needed
• Example: Volunteer table information is on pp 125-26 of the 2016 Western Zone Age Group Championships Meet Plan

Volunteer Table Supplies

• The roster of needed swim meet worker positions OR printout of pre-meet online sign-up
  • Shows those who have already signed up to help and for what position
  • Shows positions that still need filling
• A schedule that shows when, where and to whom the volunteer should report next
• Check-list of what to go over with each volunteer when they check-in
• Deck credentials (if used)
• Any promised perks (or information on when/where they will be available)
• Meet announcement
• Basic office supplies (pencil, pen, paper, sticky notes, paper clips, rubber bands, safety pins, stapler, staples, tape)
• Meet Worker Job Descriptions (Optional)
• Map(s) of venue (Optional)
• Location of heat sheet and results postings (Optional)
• “Back in 5 minutes” type sign (Optional)
• Meet and area information (Optional)
  • If spectators have access, the table will also likely serve as an information desk for the meet
• Only needed if heat sheets are sold at the table:
  • A cash box with change, and instructions on how to handle it. (Who to give it to when done, Don’t leave it unattended, etc.)
  • Heat sheet “punch” cards (if used) and a way to mark

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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!