Bishop Estates Swim Team

Several meet roles require prior training before volunteers are permitted to sign up or serve in those positions. These include Starter, Referee, Stroke & Turn Judge, Data Desk Assistant, and Announcer.

If you are interested in being trained for any of these positions, please contact the Meet Director prior to signing up so we can schedule appropriate training and ensure you are cleared for the role.

Until training is completed and you have been confirmed as approved for a specific role, please only sign up for non-training-required positions. This helps ensure all meet roles are properly staffed by qualified volunteers.

The following are descriptions of the jobs required to run a swim meet: 

Starter (Training Required): The starter uses the team's electronic starting system. The starter announces the event (i.e. age group, boy or girl, distance and stroke). The starter must be consistent in the way each event is started to reduce the likelihood of false starts. 

Referee (Training Required): The referee makes sure that the correct swimmers are on the blocks before each event. The referee lets the starter know when everyone is ready. In case of dispute, the referee makes the final decision.

Stroke and Turn Judge (Training Required): The stroke and turn judge must be familiar with the proper way to execute each stroke. He/she walks along the side of the pool watching swimmers and noting stroke performance. If a swimmer has performed an illegal stroke, at the end of the race the stroke and turn judge hands a DQ (disqualification) slip to the recorder and tells the swimmer why he or she was disqualified.

Data Desk Assistant (Training Required): Assists the data team lead during swim meets with swimmer entries, race results, and timing data. Works under their direction to help ensure accurate recording of times and verification of meet information. May communicate with timers and other volunteers as needed to help resolve discrepancies and support accurate results.

Announcer (Training Required): Announces first, second, and final calls for each event, as well as other meet information such as scores, results, and general club announcements. Works closely with the starter to help ensure the meet runs smoothly and on schedule.

The Announcer should be able to anticipate meet flow based on the number of swimmers, stroke, distance, and age group in order to support efficient event progression

Head Timer (No Training Required): The head timer instructs all timers in the procedure used at our pool. He/she runs the watch check before the start of the meet to make sure all watches are working properly. The head timer also times each race in case a timer misses the start. Previous timing experience required.

Timer (No Training Required): Timers are assigned to a lane during swim meets and use a stopwatch provided by the team to record each swimmer’s time. Three timers are assigned per lane to ensure accuracy.

One timer per lane will also be designated as the Recorder. The Recorder writes down the official times from all three stopwatches on the timing sheet, along with swimmer information. The completed timing sheet is then collected by the Deck Runner.

Timing is a great volunteer role that allows you to be close to the action and watch your child race while helping support the meet. Volunteers are expected to remain at their assigned station for the duration of their shift, with coverage provided for restroom breaks as needed.

Relief Timer (No Training Required): The Relief Timer assists with supporting lane timers during swim meets by providing coverage for breaks as needed. This role includes periodically checking in with timers (approximately every 30 minutes) to see if anyone needs a short break and stepping in to temporarily cover their position.

This role helps ensure timers are able to rotate breaks without disrupting meet flow.

Deck Runner (No Training Required): Supports meet operations on deck by assisting with the flow of paperwork and basic meet needs. Responsibilities include collecting timing sheets after each event and delivering them to the timing table, as well as collecting DQ slips from Stroke & Turn judges and delivering them to the appropriate table.

This role also includes distributing water to deck volunteers approximately 1–2 times per meet (including timers, coaches, starter, referee, announcer, stroke & turn judges, timing system, and computer team). Additional water distributions may be needed on hot days. Water will be provided and stored on site.

Deck Runners are also responsible for monitoring and emptying trash as needed, and restocking basic supplies such as paper towels and toilet paper. Supplies are available on site and may be obtained from the Meet Director when needed. The Deck Runner should notify the Meet Director if additional supplies are required.

Ribbon Desk (No Training Required):  The Ribbon Desk prepares and organizes meet ribbons for swimmers who have placed in their events. Volunteers apply labels to ribbons and sort and file them into team or age-group folders for distribution.

This position is typically assigned for one half of the meet and is a seated role in a shaded area. Volunteers may occasionally be asked to remain briefly after the meet ends to complete ribbon processing.

Shepherd (No Training Required): The Shepherd is responsible for gathering swimmers in the 6-and-under and 7–8 age groups and lining them up in the correct lanes for their events. Cooperation from parents of these swimmers is essential to ensure athletes are ready on time for their races. 

This is a great volunteer position for parents with young children in the 8-and-under age group, or for families with infants or toddlers, as children are welcome to accompany their parent during the role. The position allows flexibility, with downtime between events and the ability to step away when not actively needed

Snack Shack (No Training Required): The Snack Shack is one of our primary fundraising roles and supports the swim team throughout home meets. Volunteers assist with setting up before the meet, selling food during the meet, preparing and cooking food such as hamburgers and hot dogs, serving food during the meet, and cleaning up afterward.

Volunteers may typically step away briefly to watch their child swim during their events, as coverage is shared among multiple helpers.

Set-Up/Take-Down (No Training Required): Volunteers assist with setting up and taking down swim meet equipment at each home meet, including items such as tents, tables, chairs, timing equipment, lane markers, starting blocks, and signage.

This is a flexible volunteer role that is well-suited for families with young children, as it does not require participation during swim meets and can be completed before and after meet activities.

Volunteers work in coordination with the BEST Equipment Manager (Harry Levy) to ensure all meet materials are properly prepared and returned each meet day.

Additional Information:
Setup times will vary depending on the meet schedule (weekday evening or weekend morning setup). This role is ideal for parents who have flexibility in their schedule, including those who work from home or can attend early setup times.

Families who commit to this role will fulfill their volunteer obligation for each meet and will not be required to work additional on-deck positions during the meet.

This is a great opportunity to contribute behind the scenes while still enjoying the swim meet and supporting your swimmer.

50/50 Raffle Seller (No Training Required): This volunteer is responsible for selling 50/50 raffle tickets during home swim meets. This role begins at arrival for the meet and continues throughout until the end of the meet. The volunteer will walk around the pool deck and spectator areas approximately every 30–45 minutes to offer tickets to families.

When not actively selling tickets, the raffle bucket should be displayed at the Snack Shack for continued purchases.

This is a flexible role that is well-suited for parents with young children, as they may bring their child with them while walking the deck and completing sales

Clerk of the Course for Invitationals Only (No Training Required): Checks in swimmers for their race.