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Meet Director (Co-chairing a meet required first): Meet Director is the person or persons who are in charge of the entire meet. This includes but is not limited to the following: filing and receiving city permits, arranging for special trash pickup, getting the officials needed to run the event, contacting the YMCA and the Dive team to let them know of the event, organizing the meeting for the chair people, getting a list of chair people to the service hours coordinator for online posting, overseeing the sign up progress, being in contact with the coaches and swim office before and during the event, arranging the custodial staff needed depending on the size of the event, Being present all days of the meet for any situation that may arise. |
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Setup/Tear Down Chair (Co-chairing setup/tear down required first): Follow up calls to all people who have signed up for set up/ tear down shifts. Organizers of the set up of the meet jobs include but are not limited to the following: tables, chairs, and tarps for Snack Bar, Hospitality, Check-in, and Admin; chairs and tarps for lanes for the timers, timing touch pads, all electronic equipment related to the timing touch pads, speakers for officials, outlets, etc…that may be needed. Electrical equipment is installed by our current tech set up Andrew Burbach (as of 2007) |
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Setup/Tear Down Shifts: Responsible for getting all equipment needed to run the meet set up prior to the day of the meet and then taking it down the final day of the meet and putting it away dry and clean for the next meet |
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Awards Chair: Ordering and organization of awards (ribbon, medals, certificates). Follow up calls to all people who have signed up to work awards shifts; Organizes the shifts for labeling ribbons and medals as well as the shifts for Finals award winners for group picture/medals hand out at the awards stands. |
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Awards Shifts: Labeling awards generated from the computer person on the appropriate ribbon/medal; Organizing ribbons/medals by team and age group; During Meets that have finals certificates typed up and handed out for 9-16 and Medals are handed out for 1-8; Organizing the group pictures at the awards stands for those meets where this applies. |
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Computer Entering (must be trained and co-chair a meet prior to working at a meet solo): The people who do the computer entering will receive the timing slips from the runners and enter them into the computer. Once each time has been entered for the event, they will generate the award labels and pass them onto the award labelers. This job will require training at a meet with a trained person before being able to attempt Awards chair solo. |
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Announcing Chair (must have announced at two major meets first) -
Organization of announcers throughout the meet. Setting up shifts for announcers and helping with any equipment set up prior to the meet.
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Announcing Shifts - Announcing the swimmers during their events; calling out swimmers names while they swim and announcing winner of each heat. Announcing any important announcements that maybe needed throughout the meet, as well as the national anthem or pledge of allegiance at the start of the meet each day. |
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Timing Chair - Follow up calls to all people who have signed up for timing shifts; The week of the meet (usually on set up day) check all stop watches to be sure they are working at that we have enough for each lane line and two head timers. Locate pencils and clip boards; store in the office or near the admin tent for meet days. Make sure all pencils are sharpened. During the meet making sure that chairs at each lane have timers so that the meet can begin on time; during meet shift changes making sure that the announcer has announced the need for the new shift to come to the lanes and check everyone off as they arrive and replace other timers. End of day or meet collect all stop watches, clip boards, and pencils store in the office for the next day or store in shed for next meet. |
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Head Timer Shifts
- The Head Timer will stand next to the official. For each race, the head timer starts two stop watches in case one of the seated timers’ watches malfunctions. If that is the case, the head timer will give one of their watches to that timer. Additional training can be given the day of the meet if needed. |
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Timing Shifts -
Timers time each race and write the time down on a timing slip provided on a clipboard for each lane. After each event, the timer will pass the timing slip onto the runner. Additional instruction will be given the day of the meet by the official. |
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Marshalling Chair - Follow up calls to all people who have signed up to Marshal; checking that the first aid kit is stocked and placed in a known location during the meet for all marshals as well as the appropriate number of orange vests that the marshals must wear during their shift. Day of the meet distribute vest and review any special areas of safety concerns as well as location of first aid kit to the people working the shifts; supervising shift changes and collection of vests and first aid kit for the next day.
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Marshals Shifts -
Marshals have the very important job of keeping the pool safe during competition. Things such as keeping people out of the staging area that are not supposed to be there, making sure children are not playing in the bleachers, that swimmers or children are not in the teaching pool, keeping people off the diving area equipment and diving boards, and that no one is running on the pool deck. These are some of the things they will monitor to keep the pool safe. Additional instructions can be given the day of the meet. |
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Check-in Chair -
Follow up calls to people who have signed up to work meet check-in; Day of meet set up making sure appropriate number of check-in chairs and tables are set up in the check-in location; Creating age group signs for each check in spot; Day of the meet make sure that you ask the Admin staff what color highlighter is needed for check-in and get the appropriate number as well as a few sharpies and pencils for the check-in people. After the first day of the meet you are responsible for taking down any results that are posted in the posting boards getting it ready for the day’s events. When check-in is completed you are responsible for storing all signs and supplies for the next day. |
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Check-in Shifts - You are responsible for checking in the swimmers who will be swimming in the meet that day. Only a swimmer may check themselves in –not a parent. When the swimmer comes to you ask their last name, tell them the event numbers that are next to their name, highlight them as you tell them and offer a sharpie for the swimmer to write down his/her events. Additional instruction will be given that day. |
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Runner Chair - Follow up calls to all people who have signed up to work the running shift; Day of meet introduce yourself to the Admin staff so they know who is working with them. Organize and explain job to all runners; check off any shift changes. |
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Runner Shifts - The runners will collect the time sheets from the lanes after each event and bring them over the to the computer entering people. They are also responsible for putting the heat sheets in the posting boards as the Admin staff prints them up and posting final results on the posting board as well as results binders.
Additional instruction can be given on the day of the meet if needed. |
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Snack Bar Chair (co-chairing snack bar chair required first) - Usually chaired with 2-3 people; responsible for the follow up calls for snack bar workers as well as checking the workers in at each shift; Organizing menu and shopping list; Designate shopping days for Snack Bar Buyer; ordering of larger items and checking them in when dropped off prior to meet; Getting cash box and check request into office Thursday prior to meet for change; Day of meet set up (usually one day prior to start of meet) get snack bar area set up for the following days business; During meet organize and instruct snack bar workers. |
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Snack Bar Buyer - The buyer will be responsible for purchasing any snack bar items and bring them the day the Snack Bar Chair has designated. This person will also be on call during the event in case of emergency food runs are needed. With a receipt, this person will get immediately reimbursed the day of the meet or a check following the meet. |
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Snack Bar /Grilling Shift - The snack bar shift consists of food prep, cooking / grilling hot food items, selling food/drink items to swimmers and their families, and cleaning any items used during the shift. A price list will be provided. Additional instruction can be given they day of the meet if needed. |
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Hospitality Chair - Usually chaired with 2 people; Follow up calls to people signed up to work the shifts. This job provides the food and drinks for the coaches and officials as well as small snacks and drinks for timer; Organizing of menu for the event as well as the shopping list and shopping. (Shopping maybe coordinated with snack bar chair people). |
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Hospitality Shifts - This job consists of food prep, cleaning of utensils used, taking small snacks and drinks to timers, and setting out small meals or snacks for the coaches to come up and eat in between events. |
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Parking Chair -
Follow up calls to all people who have signed up for parking shifts; Day prior to start of meet check the entire parking area (parking lot, designated streets, etc.). Make sure that all “no parking” signs on Marguerite and Casta Del Sol are covered – this is done by the city – if they are not done let the Meet Director know. Place cones in an accessible area for Officials, Snack Bar, Tennis, and special guest of the meet for reserved spots. Locate tall cones for designating a “drop-off” only lane or any other areas you feel need to be marked; Check the bus stop area at Trabuco and Marguerite has an A-Frame sign to prevent parking in this area. Locate the orange parking vest. Day of the meet – checking in of people; collect vest when done and bring them up to the Admin tent. |
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Parking Shifts - Responsibility of this shift is to help keep the flow of traffic in the parking area safe and efficient. Helping organize the parking and let swimmers and their families know where they can and cannot park. |
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Goody Bag Chair (Only major meets i.e., SMOC) - This person is responsible for sending out letters to local vendors for items for our goody bags. Goody Bags are given out at only two meets: Swim Meet of Champions and Summer Junior Olympics. After letters have been sent out, items are then collected and put into the appropriate number of goody bags needed. Some follow up with vendors may be required. Week before the meet preparing the goody bags is complete and the first 2 days of the meet goody bags are handed out by team. |
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Goody Bag Shifts - This shift consists of any of the following: helping to pick up items for the goody bags, stuffing the bags before the specified event, handing out the goody bags in the mornings the first few days of the meet. |
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Program Chair - Follow up calls to the people who will be selling the programs the first few days of the meet.
This person is responsible for putting together the programs and getting them to the printer before the day of the event. This includes placing ads (from specified vendors), creating a cover (most use the tshirt logo design) , getting the psych sheets ( swimmers and their times by event) and putting the program together. Psych sheets are given to you the Monday prior to the event when all entries are final. You receive them from the meet administrator (currently Judi Divan). |
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Program Selling Shift - This job consists of selling the programs to swimmers and their families. |
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Ticket Sales (Currently SMOC and Sectionals only) - For special meets only the SCS and LCS require that we sell tickets – these are regional or national meets only. Ticket prices are set for us by the SCS and LCS. |
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T-shirt Design - Create and design t-shirts for our big at home meets as well as some other specialty meets; Must be able to create online with jpeg format and send appropriate information and design formats to the tshirt design company |
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Away Meet Head Timer - Responsible for checking in all MVN timers at away meets, following up with second shift replacements and/or shift changes, accurately checking off family names and returning the sheets to Service Hours Coordinator after every meet, sending follow up letters to family’s who did not participate in timing when on list. |
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Staging Shift - The staging people will organize the 25yd events into proper heats and lanes in the bleachers by checking off swimmers name, putting them in correct order and then bringing the swimmers to their lanes just before they race. Additional instruction can be given the day of the meet if needed. |
