VOLUNTEER INFORMATION
Parent volunteers are what makes our meets happen each week. Per the registration agreement, each family is required to work a total of 5 shifts per session. Shifts are listed as “1 Shift” and “2nd Shift” unless otherwise noted. Shift change usually happens around Event 41. Please be mindful to leave 1st shift slots for families with young children. If you have older swimmers, we encourage you to work 2nd shift.
CAN'T MAKE IT?
If something changes and you cannot volunteer, please find someone to take your place and let the Volunteer Coordinator know about the change ASAP! It is your responsibility to help find a replacement for your shift.
NO SHOW
If you do not show up for the shift you are assigned to, we may assess a penalty, so PLEASE be courteous to the other parents and fill your shift. Make friends and exchange numbers early in the season.
ASSIGNMENT CHANGES
You may be asked to fill in at a different position pending meet needs. We ask for your help and cooperation if this happens!
ROLE REQUIREMENTS
We need your undivided attention while you are working. Swimmers must stay in the bullpen area. Siblings of swimmers cannot work with you, and need to be supervised by an adult when you work and during the meet. Please plan accordingly. Some roles require specific training and will not be open to all parents.
VOLUNTEER COORDINATOR
Please contact Tiffany Hsu at 770-778-0875 with any questions.
HOW TO SIGN UP IN SWIMTOPIA
Using Your Team's Website:
- Log in: Go to your specific swim team’s SwimTopia website and log in to your account.
- Find the Event: Navigate to the Schedule or Calendar tab and locate the swim meet you want to volunteer for.
- Open Job Signup: Click the green Job Signup button next to the meet.
- Select Your Roles: Click Sign Up for Jobs under your or your spouse's name. Check the boxes next to the available volunteer positions and shifts you wish to work.
- Save: Click Save Assignments at the bottom of the page to finalize your choices.
Using the SwimTopia Mobile App:
- Open the SwimTopia app and select the upcoming swim meet from your schedule.
- Under the Work Shifts section, tap Job Signup.
- Tap Sign Up for Jobs beneath your name.
- Check the box next to your desired volunteer role and tap Save Assignments.
JOB DESCRIPTIONS
Set Up Crew (Home Meets ONLY):
These volunteers will move deck chairs, set out staging area chairs, put up signs and decorations. These volunteers need to arrive at 4:30pm.
Timers (Home and Away Meets):
Stop watches are provided! You will time swimmers in your assigned lane, verify names of swimmers in your lane as they exit the pool, and record time on the time sheet provided.
Back-Up Timers (Home and Away Meets):
Each team will supply one back-up timer with a stopwatch. These timers will start their watches for every heat. If a lane timer calls for back-up, the back-up timer will give the lane timer the back-up watch or time the heat, whichever is easier.
No Parking Signs (Home Meets ONLY):
Place the no parking signs in the neighborhood and pick up signs at the end of the meet. *NOTE - This is a quick job and only qualifies for HALF of 1 of the 5 required volunteer slots.
Runner (Home Meets ONLY):
This person is responsible for gathering time cards from timers and delivering them to the scoring table. Timely and accurate scoring of the meet depends on reliable and efficient runners.
Heat Winner Prizes (Home Meets ONLY):
This person is responsible for giving each heat winner their prize immediately following each heat.
Bullpen/Staging (Home and Away Meets):
These adults gather swimmers according to events and heats and deliver them to the staging area in a timely and organized manner. They are responsible for keeping swimmers in the correct positions according to event, heat and lane assignment as swimmers move through the staging area to the starting blocks. 2nd half volunteers are responsible for having the swimmers clean up the bullpen area. Volunteers will verify that the swimmers have cleaned up their trash and personal belongings.
Concessions (Home meet ONLY):
The home team provides concessions during meets. These volunteers will be responsible for setting up tables, prepping food and drink storage areas and sales during the meet. This includes having coolers ready for the food when it arrives, icing drinks, taking and filling customer orders and handling money. 1st half volunteers must arrive by 4:30pm to begin set-up.
2nd half volunteers are responsible for cleaning up the concessions area.
Verification (Away Meets):
This person will assist the computer person by reviewing and averaging times recorded by timers and verifying data input.
Ribbons (Home and Away Meets):
This person will apply statistics labels to each swimmer’s award ribbons.
Clean Up Crew (Home Meets ONLY):
Clean up the pool deck and restrooms including throwing away any loose trash, placing items in lost & found and putting all chairs and tables back to their original location. Empty ALL trash cans including the bathroom trash cans.
