Volunteer Job Descriptions - 2026
It is our goal to run a smooth and effective meet, so our swimmers and swim families have the best experience. In order to reach our goal, it is the Fulbrook Force policy that at least one member of every family on the team volunteer actively at every meet your child/children participate in. If this family volunteer obligation is not met, the swimmers in that family will not be allowed to register the following year during the returning swimmer registration. They will have to register during regular registration with new swimmers and be potentially placed on a waiting list. In addition, a financial penalty will be imposed.
At every meet, volunteers must sign in and out with the volunteer coordinator (This ensures that volunteers are fulfilling their requirements at each meet and each volunteer knows where to go). Descriptions below cover the majority of the roles, but additional roles maybe required and assigned as needed.
Tent Parents
Arrival Requirements: 30 minutes BEFORE WARM UP
Duration: End of Meet
Additional Training Required: None
The tent parents supervise the swimmers age group assigned and keep track of swimmers during the meet. Tent parents responsibilities include checking swimmers in at the tent, swimmer line up for each event, escort swimmers to ready benches, escort swimmers back to tent after event, and help take down team tent. All parents are required sign-in and sign-out their kids to designated tent parent at home and away meets.
Note: Only 6 & under parents are done at the halfway point and only 6 and under parents will be assigned to the 6 and under tent.
Referee/Head Judge (Home Meets Only)
Arrival Requirements: 45 minutes BEFORE Start of Meet
Duration: End of Meet
Additional Training Required: Yes, WHALe/Preseason training IS required
The referee/head Judge runs the meet and makes decisions based on the touch turn/stoke judge recommendations. The Referee is responsible for holding a meeting before the meet begins with all officials (timers, judges, etc…) and coaches to review meet procedures. The referee maintains good sportsmanship during the meet. The referee will be at the finish line to observe the finish and check with stroke and touch/turn judges for disqualifications. The referee keeps the meet running smoothly and quickly. Those interested in this role should have a good grasp of stroke/turn rules and previous judging experience.
Console Operator
Arrival Requirements: 30 minutes BEFORE WARM UP Start
Duration: End of Meet
Additional Training Required: Yes, WHALe/Preseason training IS required
The console operator will be using the team PC throughout the meet. The console operator will retrieve times from the wireless timers (and if necessary the event timing sheets) and score the meet using the Meet Manager program.
Starter (only at home meet)
Arrival Requirements: 30 minutes BEFORE Start of Meet
Duration: End of Meet
Additional Training Required: Yes, WHALe/Preseason training IS required
The starter is only needed at home meets. The starter determines that all lanes are properly filled with eligible swimmers for the event and starts the race with an electronic starter. The starter will announce the races, start the races, and exit the swimmers from the pool. The starter will also determine if all swimmers properly began the event, disqualifying swimmers for false starts. This role is recommended to those that have previous swim team experience.
Stroke Judges
Arrival Requirements: 45 minutes BEFORE Start of Meet
Duration: End of Meet
Additional Training Required: Yes, WHALe/Preseason training IS required
Determines if swimmer completed entire swim event according to league rules. Also will watch relay start/finish for execution according to league rules. Required training is online as well as in person. This role is recommended for those that have previous swim team experience. This is a great opportunity to learn more about what is legal strokes and the basic rules of how meets are run.
Ready Bench
Arrival Requirements: 45 minutes BEFORE Start of Meet
Duration: End of Meet
Additional Training Required: No
The ready bench volunteers receive the swimmers from the tent parents and line them behind the appropriate lane. You will make sure that the swimmers are in the appropriate order, in the appropriate lane, and on the correct side of the pool for the start of their race. They will also manage the traffic on the pool deck, releasing swimmers from the ready bench to the swim deck at the appropriate times.
Head Timer
Arrival Requirements: 45 minutes BEFORE Start of Meet
Duration: End of Meet
Additional Training Required: Yes WHALe/Preseason Training IS required
The head timer will assign timers to lanes. The head timer will serve as a backup timer, starting 2 digital timers for each heat. The head timer will organize relief for lane timer breaks as needed.
Timers
Arrival Requirements: 45 minutes BEFORE Start of Meet
Duration: End of Meet
Additional Training Required: Yes WHALe/Preseason Training IS required
Each timer volunteer will be assigned a lane. The wireless timer starts automatically with the start and ends when the timer hits "stop". There is also a digital timer that is started and stopped manually. That time is recorded on a sheet as a backup to the wireless timers. There is a timer meeting to attend approximately 15-20 minutes prior to the start of the meet. Note: Standing for the duration of the meet may be required depending on the swim deck setup.
Hospitality/Runner (Home Meets only)
Arrival Requirements: 15 minutes BEFORE Start of Meet
Duration: End of Meet
Additional Training Required: No
The runner collects the timer sheets and takes them to the console operator. This role will also ensure the volunteers are hydrated during the meet by bringing waters to those volunteers during the meet.
Concession Stand (only at home meets)
Arrival Requirements: 45 minutes BEFORE Start of Meet
Duration: End of Meet
Additional Training Required: No
Assists in the setup of the concession stand, preparing and selling of food. Will also monitor home meet trash cans and empty as required.
Ribbons
Arrival Requirements: 15 minutes BEFORE Start of Meet
Duration: End of Meet until final times are into console
Additional Training Required: No
Place labels on appropriate ribbons and organize for distribution during practices. Note: This role will require some time after the meet is over to ensure all ribbons from the relays are completed.
Setup Crew
Arrival Requirements: 2.5 hours BEFORE Start of warmup at Home Meet and typically 1.5 Hour before start of warmup at Away Meets
Duration: Completed after Setup
Additional Training Required: No
Setup tents, tables, benches, signs, etc. Anything required for the setup of a home meet or away meet. This role requires the volunteer to be at the meet quite early and the ability to lift up to 50 lbs. please ensure this is a commitment you can make prior to signing up for this role.
Breakdown Crew
Arrival Requirements: Halfway thru Meet, required to break down tents as needed
Duration: After Completion of Meet until all equipment and cleanup is complete (typically .5-1 hr after the meet)
Additional Training Required: No
Breakdown tents, tables, benches, signs, etc. Anything required for the breakdown of a home meet or away meet. This role requires the volunteer to be at the meet after completion needs to have the ability to lift up to 50 lbs. Please ensure this is a commitment you can make prior to signing up for this role and you will have someone to watch or take your swimmer home while you are volunteering.
