MOHO Gator Volunteer Policy

We are a completely volunteer run organization and need many “people hours” to run all things smoothly. When we host a Home swim meet (which is usually 3 or 4 alternating each summer) we need many, many hands to run the show! The meets usually run approx 5- 6 hours. This is VERY different from a soccer or football game where you have coaches, refs and kids playing and parents get to sit and watch. This by no means suggests that you will not get to watch and cheer for your child. On the contrary most of the jobs to run the meets are right there with the kids!

We are a non- profit organization and will need to be fiscally viable. We have done an amazing job in the past years raising additional funds to run smoothly, so we need to continue these efforts. We ask that you give a few hours of your time to help us reach these fundraising goals.

If your child(ren) is signed up for a home swim meet, you are required to volunteer for ONE shift of that meet. This can shift can be filled by parents/guardian or a sibling 11 years or older.

Expectations are as follows:

  • Home Swim Meets: Each family is responsible to volunteer for ONE volunteer shift each home meet. Sign up is online with each meet. SIgn up should occur by the Tuesday before.  Any unfilled spots will be ASSIGNED by Wednesday of the week before by the Gator board. There will be training provided for the individual job descriptions.  If the assigned family fails to attend, the swimmer is ineligible to swim the next meet they have committed to. 

  • Concession Fee: Each family is responsible for a $25 concession fee to help with providing concession items each home meet. The $25 is paid at registration. Fundraising/

  • Social & Fundraising Events: We request that families sign up to help with ONE event shift during the year. This can be at any time during the calendar year and is an important part of fundraising, building team unity, and getting to know our families. Examples include: Brats in the Lot, Culver’s share nights, pancake breakfast, pre-conference pep rally.

If you have any questions or concerns about this volunteer policy, please reach out to any MOHO Gator board member at any time!

 

See how to sign up for volunteer jobs instructions.


 

Volunteer Role Descriptions

  • Announcer: Make 3 calls for each event, assists with crowd control and other miscellaneous announcements. Job ends at end of event.

  • Clerk of Course: Organize swimmers into events and lanes several events prior to them swimming it.

  • Clerk of Course-runners: Stage swimmers from clerk of course to behind blocks and aid clerk of course as needed.

  • Clerk of Course-Swimmer round-up: Find a swimmer if they fail to report of clerk of course

  • Concessions: 1st shift starts at 7am and goes through event 38, about 10:30am.  Set up and organize tables, display items to be sold, cooked and assembled (ex: condiments for brats and walking tacos).  Operate cash box selling and making change.   2nd shift starts at event 39 continuing beyond end of meet.  Operate cash box and disassemble tables and empty recyclable and garbage containers. Return shelter area to pre-swim meet format, ends about 2pm.

  • Event Monitor: Update event number, 1st through final call of what announcer is calling. 

  • Hytek-Data Entry: Thursday before meet, create new meet within Hy-Tek. Import rosters for Mount Horeb and visitors.  Validate swimmers are in no more than 4 events.  Combine events and update the heat sheets.  Create 1 heat sheet print out to be used for copies that will be sold.  Morning of meet, setup equipment in office.  Get any updates from home and visitor coach, re-seed these events/heats.  Print out about 15 copies of the heat sheets (These are needed for the coaches, Clerks, referees, etc. )  During meet, input times for events, print out stickers for ribbons, print out event results.  After meet, save meet results, export and save to thumb drives given to you by coaches.

  • Pool Set-up: Arrive at pool Friday evening when open swim ends at 7:45pm.  Directions will be given how to assemble pool for swim meet by meet director.

  • Pool Take Down: Periodically empty garbage cans from pool area into dumpster throughout event.  After final event return pool to free swim format.  Second shift job starting at event 39.

  • Scoring: Get time sheets from runner. Check Officials order of finish against the recorded times. Record DQ's on time sheets. Deliver to Hy-tek. 

  • Timer-Head: Oversee all timers making sure standard procedures are kept.  Hold timer meeting 15 minutes prior to event.  Keep track of timer pads/pencils, stopwatches and their maintenance.

  • Timer: Two people per lane and two total back up timers.  Time each race and one timer per lane write times on sheet.  First shift goes through event 38 (after IM, before breaststroke), second shift starts event 39 continuing through end of meet. Attend timer meeting 15 minutes prior to the start of shift on the pool deck.

  • Timer-sheet runner: Take timing sheets from timers after completion of each age group event and give to scorers.

  • Ribbon Writer: Label ribbons with stickers from Hy-Tek and keep track of exhibition heat finishers.

  • Official: Two hour training required. One official required for away meets. Swim Officials uphold and apply the set rules of a swim competition.  There are several separate roles and responsibilities which a swim official may take on to ensure that the meet is conducted according rules and standards.  These roles are: Meet Referee, Starter, Finish Judge, Stroke & Turn Judge, and Administrative Judge.

  • Official-Head: Chief official

Additional Roles

  • Meet Photographer: Take both action swim photo’s and candid photo’s of swimmers and spectators. Go through and edit photo’s to remove bad or inappropriate pictures.  Provide images for web site and newspaper publications.  

  • Meet Monitors: One male and one female.   Make rounds, about 3 per hour, through locker rooms to make sure swimmers are using respectful behavior toward others and the facility.  Post results from Hy-tek outside shelter.

  • Sing National Anthem: One or more swimmers who have practiced and know all the words without musical accompaniment.