WHAT VOLUNTEERING MEANS AT BEST

 

Traditionally, the Boulder Elks Swim Team (BEST) hosts 2-4 events each Summer. Each of those events requires a volunteer workforce that is skilled and trained to do their individual jobs. Together, we make an amazing team that produces an amazing meet and experience for everyone!

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There are a lot of jobs. Most of them are incredibly easy to navigate and perform. What's most important is for the jobs to have a reliable volunteer who shows up and turns on the jets. The good news is that we will teach you all about it! Below are some answers to the most common questions, and a listing of all of the jobs you have an opportunity to volunteer for. And a big Thank You in advance!

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How many shifts do I need to sign up for?

Each shift that you volunteer for is worth a certain number of credits, usually 1 or 2. Based upon what team(s) your child/children swim on, that's how your required, volunteer credits are calculated.

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• If your child/children are only on swim team – 4 volunteer shifts per family.

• If you have children on both the swim team & pre-team: 4 volunteer shifts = 4 credits per family.

• If your child/children are only on the pre-team: 2 volunteer shifts = 2 credits, per family.

• If your child/children are swimming in a special, home relay meet, there will be a volunteer sign up for that event.

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How do I sign up to fulfill my volunteer responsibilities?

• All volunteer job signup is completed online at: www.boulderelksswimteam.org

• This allows each volunteer to sign up for a specific job on a specific date for a specific shift. 

• Each job description specifies the number of credits each job is worth.

• A credit does not equal one hour, it equals the length of time required to work a shift.

• One shift at a meet is approximately three hours long

• Even if your child does not swim at meets, you still must volunteer for your shifts to get your required credits.

• If you have questions or need clarification about any of the volunteer jobs, contact the volunteer coordinator.

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What will cause my volunteer check to be cashed?

• Not signing up for all of your volunteer shifts by June 1st.

• For late registration: Not signing up for all of your volunteer shifts within one week of registering.

• Not completing all of your volunteer shifts, including extra shifts for special events.

• Not showing up for a shift. No refunds are given for no-shows.

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COORDINATOR POSITIONS

 

Team Spirit Coordinator    (4 credits)

• Plans special events (for example: Season Kickoff BBQ, Big Fish/Little Fish Program)

• Schedules the photographer for team/individual photos

• Coordinates the end of season banquet with the GM

• Sends reminders to banquet volunteers regarding shifts and job assignments

• Must attend the entire banquet to oversee event, troubleshoot any issues

• Orders Brute Squad prizes

 

Fundraising Coordinator    (4 credits)

• Schedules restaurant nights through season

• Orders Elks “swag” to be sold at concessions (tattoos, magnets, stickers, etc)

• Organizes the Swim-a-Thon

• Collects for Coaches’ gift at end of season

 

Clothing Coordinator    (4 credits)

• Orders team t-shirts, t-shirts need to arrive before first mandatory meeting

• Attends parent meeting and distributes t-shirts

• Provides clothing samples and order forms for team clothing (hoodies, sweats, caps…)

• Submits clothing order after Coach approval. Orders Coach gear if needed

• Ensures delivery of clothing and receipt of payment for clothing

• Sets up dates for swimmers to try on swimsuit samples for fit

 

Concessions Coordinator    (4 credits)

• Sends reminders to concession volunteers regarding shifts at upcoming meet

• Sets up vendors for volunteers’ pick up of bagels, pizza, burritos, etc..

• Develops a seasonal menu in coordination with the GM

• Manages initial bank drawer and lock box from GM

• Reimburses volunteers with Paid Out Form

• Trains each shift at home meet

• Updates an Inventory and Buy Sheet for food purchases for the upcoming meet

• Oversees concessions, delegates jobs among volunteers

• Distributes free lunch coupons to home and visiting coaches

• Tallies bank drawer and submits deposits/paid outs/receipts to GM

 

Heating & Timing Coordinator    (4 credits)

• Sends out reminder to heating volunteers regarding shifts at upcoming meet

• Oversees and participates in organizing heating area for the meets

• Sends out reminder to timing volunteers regarding shifts at upcoming meet

• Instructs/trains just prior to shift start

• Has knowledge of league rules regarding timing. Attends mandatory BVSSL Heating Meeting

• Oversees timing area during shift(s)

 

Friday Night Set-Up Coordinator    (4 credits)

• Sends out reminder to Friday night set-up volunteers regarding shifts

• Oversees and participates in all Friday night, Home Meet set-ups

• Begins at 8:00 P.M. on Friday night before the meet

• Set-up per staging diagram

 

Specialty Meets Coordinator    (4 credits)

• Attend entire Pentathlon and Hot Shot/Long Shot meets

• Make sure volunteers rotate through their timing shifts smoothly.

• Ensure positions assigned to BEST by BVSSL are filled by parents online at the BEST website

• Email volunteer job assignments to all families participating in the meets

• All participating families must be assigned a job, if you have more people than jobs then split jobs

• Dates for meets are on team calendar 

• Email Team Email Communication Coordinator information and registration form for meets at least 2 weeks before the event.

• Collect entries, checks, verify swim times with coaches, and get written commitment from parents about volunteer job requirements during the pentathlon.

• Ensure there are volunteers to bring 4-6 tents (from Elks) for BEST swimmers

• Distribute t-shirts to all BEST swimmers at the meet.

• Each team must provide their own watch timers, so be sure we have enough

 

Registration Coordinator  (4 credits)

• Updates Registration page of the Team Unify site

• Answers emails related to registration

• Collects and tracks BVSSL eligibility forms

• Collects and tracks Volunteer checks

• Activates accounts of families who have completed all requirements of registration

 

Ribbon and Speeding Ticket Coordinator  (4 credits)

• For the Ribbons

• Sends reminders to ribbon volunteers regarding shifts at upcoming meet

• Organizes swimmer folders before first meet

• Prior to the first meet, orders ribbons through BVSSL and makes sure there are enough for every meet

• Organizes ribbon items in guardroom for volunteers

• Recycles unused ribbons, sets up for next meet

• Trains each shift at every home meet

• Ensure the ribbons get filed in swimmers’ folders during the home meets

• For the Speeding Tickets

• Completes reports indicating which swimmers have decreased their time in each event

• Gives individual age-group report to each speeding ticket helper

• Orders B.E.S.T. pins which are given out with speeding tickets

• Prints speeding tickets and record awards and distributes to speeding ticket helpers

• Tracks speeding ticket writing to ensure speeding tickets written within a week of report

• Completes certificates for any pool records

 

Pre-Team Coordinator  (4 credits)

• Organizes parents to run pre-team meets

• Meets are at 6 P.M. on a Wednesday evening and last about an hour and a half

• Ensure all jobs are filled which include: starter, timers, heating, ribbons, etc.

• Meets are informal compared to team meet

• Be available to parents during the first week of practice to answer any questions

 

Scoring Coordinator  (4 credits)

• Send reminders to scoring volunteers regarding shifts at upcoming meet.

• Obtain, maintain, and set-up two computers and printers for each home meet.

• Obtain entries from both teams and provide entry printouts to heating area and starters

• Train volunteers in software use, time averaging, result entry

• Print ribbon labels and give to ribbon writers

• Compute final score, provide meet results to coaches and post on web page

• Must work efficiently

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Team Photographer/Slideshow Coordinator  (4 credits)

• Takes photos at all 6 age-group swim meets

• Takes photos at one pre-team swim meet

• Takes a variety of photos including swim photos, group photos, pictures around the pool, photos of volunteers, photos of families, candid shots

• Collects digital photos from team photographer and parents

• Assembles photos into a ~20 minute slideshow with music

• Obtains slideshow equipment

• Attends banquet, presents slideshow
   

Stroke Judge Coordinator  (4 credits)

• Send reminders to stroke judge volunteers regarding shifts at upcoming meet

• Verifies qualification of each stroke judge

• Attends judge meetings/clinics/trainings, including Mandatory BVSSL stroke judge clinic

 

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Volunteer Coordinator  (4 credits)

• Works with Registration & Website Coordinator to determine the number of families registered and then create volunteer job shifts for all areas.

• Ensures that all volunteer credits are fulfilled by each family.

• Ensures that all volunteer shifts for regular season meets are filled.

• Trains any coordinators that are new to their position.

• Partners with Home Meet Coordinator for all home meets to ensure that shifts are filled by volunteers and to also assist with the shift change.

• Prelims & Finals

  • Ensure positions assigned to BEST by BVSSL are filled by parents online at the BEST website

  • If there are more volunteers than jobs, split jobs into smaller time increments

  • Email First Shift -  volunteer job assignments to all families participating

  • Day of Meet: Assign a parent to meet with BVSSL officers prior to the start of Prelims.

  • Sends BEST volunteer list to BVSSL officials so names can be added to the master list of volunteers for each meet.

  • Available by cell phone during the meets

 

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Home Meet Coordinator  (4 credits)

• Has general knowledge of how a swim meet works, where all the jobs for the meet are located, reviews detailed job manual (stored in the lifeguard room) before meet to help explain jobs to volunteers.

• Sends out an email reminder to coordinators at least 3 days prior to meet, reminding coordinators to alert their volunteers of upcoming meet

• Sends email to Home Meet Set-up Volunteers, reminding them of job and specifying time to be at the pool.

• Provides a volunteer check-in site at the east gate of the pool by 7 AM for an 8 AM meet.  (6:30 for a 7:30 AM meet). This includes a master list of the volunteers, name tags, sharpies.

• Ensures all volunteers sign the sign-in sheet

• Staffs check-in to check in 2nd shift volunteers

• Checks all job sites to make sure all volunteers showed up for their shifts. If a volunteer does not show up for a shift, this needs to be recorded on the volunteer sign-up sheet. Also, list who replaced the no-show shift.

• The coordinator is the go-to person at the meet and needs to be able to problem solve and be resourceful.

• Alert Head Coach if significant problems arise.

• Assigns wild cards to jobs if positions need to be filled or adds them as an additional person on a job if there are no open positions to be filled.

• Helps out where temporarily needed.

• Checks in Saturday Post Meet Clean Up Coordinator and crew.

• Turns in final report detailing any no-shows, who filled in for those slots, and any significant occurrences to Volunteer Coordinator.

• Volunteer Coordinator is a partner during all home meets.

 

Saturday Morning Set-up Coordinator  (4 credits)

• Sends out reminder to set-up volunteers regarding shifts at upcoming meet

• Oversees and participates in all set-up for the meet

  • Begins set-up at 6:30 A.M. (for 7:30 A.M. home meets, start set-up at 6 A.M.)

  • Set up Elks team on pool deck

  • Hang Elks banner on tents

  • Sets up sound system and 

  • Check bathrooms for supplies and cleanliness

  • Coordinates exclusively with the Pool GM on a variety of tasks

 

 

VOLUNTEER POSITIONS and RESPONSIBILITIES

 

HOME MEET DETAILS

• Volunteer sign-in at home meets is at the east pool entrance.

• First shift volunteers must sign in by 7:00 A.M. for a meet starting at 7:30 A.M. and 7:30 A.M. for a meet starting at 8:00 A.M.

• Second shift volunteers must sign in by event #35, which is around 10:00 A.M.

• Listen for the starter to announce 2nd shift volunteers.

• Second shift volunteers must arrive for your shift and check at your job site by event #42.

• The Meet Coordinator will be available to assist you if you have any questions.
   

Heating Volunteer  (1 credit per shift)

• Line up swimmers according to events

• You will work with a hired guard who knows the heating specifics; your job is to help identify the kids and help the hired person line kids up in event and heating order

• Move swimmers to the start blocks at the appropriate time

• Has a sense of organization and structure and procedure

• Able to stay cool and in control during chaos
   

Timing Volunteer  (1 credit per shift)

• Collect event card from swimmer and verify correct name, event, lane, and relay order

• Operate stopwatch

• Record time(s) on appropriate pink or blue card and pass it to the runner

• Usually in full sun during your entire shift
   

Back-Up Timer  (1 credit per shift) 

• Starts his/her stopwatch with every start

• Assists in timing when someone’s watch has malfunctioned during the start

• May be used in particularly close races

• Often in full sun during your entire shift
   

Heat Winner Volunteer  (1 credit per shift)

• Stands behind timers during shift

• Hands out Popsicle sticks to heat winners which they can exchange at concessions for an Otterpop.
   

Runner  (1 credit per shift)

• Takes event cards from each timer once time is recorded

• Delivers event cards to the scoring table

• This is a fast paced job, you are on your feet and moving during your shift
   

Starter/Announcer  (1 credit per shift)

• Responsible for running the meet smoothly

• Starts each race with specific phrases

• Announces heating for events

• Announces changes in shifts

• Must be a very timely individual with a very good sense of meet process
   

Stroke Judge Volunteer  (1 credit per shift)

• Contact the Stroke Judge Coordinator if you are interested in this position

• Attend stroke judge training session with BVSSL at Meadows pool before season start

• Walk along side of pool checking for legal strokes, kicks, wall touch, diving entry on relays…
   

Scoring Volunteer  (1 credit per shift)

• Need to be able to average 2 swim times (calculators provided)

• Reads swimmer times from pink and blue cards to the data entry person

• Enters data from pink and blue cards
   

Ribbon Volunteer  (1 credit per shift)

• Set up ribbon writing area according to instructions; tables are set up just outside the east building in designated area

• Receive printed ribbon labels and pink/blue cards from scorers

• Stick labels onto corresponding place ribbons

• Separate event ribbons according to teams (BEST box and Away Team box)

• Separate pink/blue cards into team boxes

• File BEST ribbons into individual swimmer files

• Return all materials to appropriate storage area after the meet
   

Pink and Blue Volunteer  (1 credit per shift)

• Arrive at designated location 30 minutes before meet starts

• Post laminated “pinks” and “blues” signs visibly for Elks swimmers

• Make sure coaches turn in pink and blue cards before meet

• Arrange cards in event order (laminated sheet provided)

• Blue cards for boys’ events

• Pink cards for girls’ events

• Hands cards out to swimmers, checking their name, event, age

• Return laminated sheets to proper folder and store items in designated area in guard room
   

Concessions Volunteer  (1 credit per shift)

• Set-up and run concessions, which includes:

• Organizing donated and purchased food

• Exchange money for goods and provide correct change

• Assists with inventory control at end of meet

• Provide water cooler and cups for timers and monitor for filling

• Saturday at meet: make sure recycle bins are not overflowing; replace with new recycle liners.

• Clean up and break down concessions after meet
   

Wild Card  (1 credit per shift)

• Check in with Meet Coordinator 30 minutes before the meet starts.

• Gives cell phone number to coordinator and the coordinator will call at the beginning of the meet letting you know what job you will have for the meet.

• Must be willing to do all jobs at meet.
   

Saturday Post-Meet Clean-Up & Tent Takedown Volunteer  (1 credit per shift)

• Returns pool to pre-meet condition

• Lounge chairs back on pool deck

• All meet equipment returned to storage room

• Take down tents and tarp and return to storage shed

• Picks up all trash

• Assists in a variety of other staging duties in an effort to open the pool to the public
  
   

AWAY MEETS

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Away Meet Team Tent Set-Up Volunteer  (1 credit per shift)

• Friday night pick up the following from the Elks Pool by 7pm:

  • 6 portable tents (tents are located in the storage shed at the west end of the pool)

  • Large blue tarp to put under tents

  • Elks Banner

• Set up tents and tarp by 6:45am Saturday morning as tent spots fill up quickly.
   

Away Meet Team Tent Break-Down Volunteer  (1 credit per shift)

• After the meet pack up the following and return the items to the Elks Pool:

  • 6 portable tents (put tents in the storage shed at the west end of the pool)

  • Large blue tarp (put in storage shed at the west end of the pool
     

Pinks and Blues Volunteer  (1 credit per shift) 

• Arrive at 30 minutes before meet start time to set up at provided table with pink and blue signage

• Collect pink and blue cards from BEST coaches

• Set up the cards according to event schedule

• Hand out pinks to girls and blues to boys (BEST swimmers only)

• Return signage to folder in guard room after meet.

 

ONE-TIME OR SPECIAL VOLUNTEER OPPORTUNITIES

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Landscape Volunteer  (1 credit per shift)

Asked to please bring tools and light landscaping machinery (trimmers, edgers, blowers, extension cords)

• The work is physical, sweaty, and outside

• You may be required to: sand and paint, weed flower beds, mow grass, trim trees and/or shrubs, edge sidewalks, scrub deck chairs, clean bathrooms, sweep up clippings, shovel trash or dirt, lift equipment or trash, repair equipment, haul debris, plant flowers, or construct the shade structures

• There are 2 shifts; 10am-12pm and 12pm-2pm

• Bring Gloves and wear shoes

• For swimmers who need community service hours, if you report at 9am and stay until 12pm you will receive not only your swim team credit, but 4 hours of community service credit. Bring your forms!
   

Speeding Ticket Volunteer  (2 credits per season)

• After each meet, prepares speeding tickets for one age-group

• Speeding tickets must be filled out by an adult

• Gives completed speeding tickets to coach, or files in awards file folders, within one week of receiving report

• Speeding ticket reports will be sent out after each meet
   

Swim-a-thon Volunteer  (1 credit per shift)

• Volunteer to help at the annual Swim-a-thon fundraising event

• Each volunteer credit includes working a shift as a timer AND bringing a food item

• 1st shift includes setup, 2nd shift includes cleanup
   

Prelims Coordinator  (4 credits per Prelim Meet - 2 meets)

• Ensure positions assigned to BEST by BVSSL are filled by parents online at the BEST website

• Each family with a swimmer in Prelims must be assigned a job

• If there are more volunteers than jobs, split jobs into smaller time increments

• Email First Shift -  volunteer job assignments to all families participating in Prelims

• Day of Meet: Assign a parent to meet with BVSSL officers prior to the start of Prelims.

• Sends BEST volunteer list to Prelims officials so names can be added to the master list of volunteers for each prelims meet.

• Available by cell phone during the meets
   

Finals Coordinator  (4 credits per shift)

• Ensure positions assigned to B.E.S.T. by BVSSL are filled by parents online at the B.E.S.T. website

• Each family with a swimmer in Finals must be assigned a job

• If there are more volunteers than jobs, split jobs into smaller time increments

• Emails volunteer job assignments to all families participating at Finals

• Day of Meet: Attends meetings and communicates with BVSSL officers prior to the start of Prelims and Finals

• Sends B.E.S.T. volunteer list to Finals officials so names can be added to the master list of volunteers for the meet.

• Oversees volunteers during the meet

• Volunteers need to check in with coordinator 15 minutes before their shift, then head directly to their volunteer position

• Get cell phone numbers from all volunteers and where they are seated during finals

*Mandatory additional volunteer jobs for parents with swimmers participating in

the Prelims and/or Finals

All teams in the Boulder Valley Summer Swim League provide volunteers in proportion to the number of swimmers that participated on their team in the previous season.  Meets are staffed entirely by volunteers.  Prelims and Finals volunteer jobs may include: tent set-up and break-down, timers, clothing sales, crowd control, runners, heating area assistance, clean-up, etc. Sign up early on the BEST website for best selection of jobs.

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Banquet Ticket Sale Volunteer  (1 credit per shift)

• Sell tickets at practices and meets

• Be available by phone or e-mail for ticket sales/questions

• Coordinate marketing of banquet and ticket sales with age group coordinators
   

Banquet Set-up/Clean-up Volunteer  (1 credit per shift)

• Help with banquet set-up, clean-up, and other duties as assigned
  
   

PRE-TEAM MEETS

These jobs are for Pre-team families ONLY – with the exception of the Pre-Team coordinator – which may be filled by pre-team or swim team parents.

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Timers  (1 credit per shift)

Timers use a stopwatch to time swimmers.

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Ribbon Writers  (1 credit per shift)

Ribbon writers work alongside the timers and record swimmers time on the ribbons

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Starter  (1 credit per shift)

At the start of each race, the starter announces “timers ready,” then “Swimmers take your mark,” and sends them off with either a horn blow or “Go!”

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Heating Area  (1 credit per shift)

Heating involves seating the swimmers in event order. Ensuring each swimmer is in the correct seat which corresponds to a specific lane and moving swimmers out to the blocks before their race.

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Set-Up & Take-Down  (1 credit per shift)

Set-up involves helping the pre-team coordinator with passing out ribbons to each lane, setting up chairs in the heating area, returning the pool area to pre-meet condition, etc.