Each Volunteer Must Sign in at the Volunteer Check-In Table
General Info:
Sign-in
Each volunteer must sign in at the Volunteer check-in table.
Nametags:
All workers should put their name and position on their nametag.
Timers need to put their first name, then position, pool (girls/boys) and lane #.
VOLUNTEER CHECK-IN TABLE volunteers
Instruct volunteers on where to be when. May need to take trophies to awards tent as soon as medley relays start. Assist in getting ready for next session.
STROKE AND TURN
MANDATORY!!!!! Wear Khaki shorts or pants and white shirt.
Check in at Volunteer check-in at prior to warm-up. Then, report to Hospitality Room and sign in immediately—no later than the start of warm-ups.
Then return to Hospitality room for officials’ meeting 30 min. before session start time.
TIMERS
Need to sign in no later than 30 minutes before start time of each session.
Must bring their own stopwatches. **Each team should communicate their plan for distributing stopwatches to all their timers PRIOR to the meet! **
Report to timers’ meeting20 minutes BEFORE session start time. Plan to go directly from meeting to timers’ chairs on the pool.
Girls’ Pool: Meeting will be near the exit closest to the scorer’s table for the Girls’ Pool (closest to the parking lot).
Boys’ Pool: Meeting will be near the scorer’s table for the boys’ pool (pool closest to the locker rooms).
All timers—including Relief timers--must report to timers’ meeting.
Nametags: Put first name, pool (girls/boys) and lane number on name tag.
RUNNERS
Need to sign in no later than 30 mins before starttimes of each session.
Report to Starter/Referee (likely positioned near the scoring table or starter system for that respective pool) 15minutes before the start of the meet to get instructions. Boys’ pool is the pool closest to Volunteer Check-in; Girls’pool is the pool closest to the parking lot.
Re-stock water/ice in two coolers at the end of scorer’s tables.
Pick up timing sheets from timers after each event and hand to the timing desk. Pick up results from timing desk and post on outside window of hospitality room. Occasionally offer bottled water to timers.
Deliver labels & reports to labeling room.
MEET MARSHALLS
Need to sign in no later than 30 minutes before warm-up times of each session.
Stand at the access points to restricted areas and prevent unauthorized people from entering. Anyone with a Coach, WCSL Board or Excel Deck Staff lanyard is allowed through.
HEAT WINNER RIBBONS
Need to sign in no later than 30 minutes before start times of each session.
Need to ask referee where they want heat winner ribbon person stationed. Need to stand where they can see the entire length of the wall across all lanes. They will hand heat winner ribbons (4 to relay winning teams) to swimmers who win their heats. If it’s too difficult to tell, look at the scoreboards above to determine winner. Be quick; once they get out of the water, it’s very difficult to catch up to them.
For 6&U session: Heat winners also get a special Block ‘n Roll-themed heat winner prize. Those will be in boxes at the end of the scorer’s table. It’s best to get a handful of those to keep from having to go back to that box each heat.
CLERK of COURSE
Need to sign in at session warm-up time.
Report to their respective tents 30 minutes before the session starts. They will be instructed on how to run clerk of course for the session. They will start lining up swimmers about 15 minutes before the start of the session.
HEAT SHEET SALES/T-SHIRT PICK-UP
Need to sign in no later than 30 minutes PRIOR to warm-up times of each session.
Excel will provide the cash box.
Heat sheets will be available for that day’s sessions or the entire meet.
All t-shirts will have been previously ordered and paid for.T-shirts will be grouped by team and available for pickup by Team Reps.
HOSPITALITY
Need to sign in no later than 30 minutes PRIOR to warm-up times of each session.
Hospitality workers host the hospitality room throughout the meet. Re-stock snacks and waters/ice in Hospitality Room; keep room picked up/clean.
Lunches on Friday and Saturday: Help set up lunches.
Lunches are provided for coaches, WCSL board and Excel deck staff only. Each of these individuals will have a ticket.
Snacks: Individuals with the lanyards – and officiating staff – can come and go as they please for snacks.
One person needs to be in the Hospitality Room at all times during the session.
ANNOUNCER
Needs to sign in no later than 30 minutes PRIOR to start times of each session.
Makes announcements in between events, gets future events to go to Clerk of Course, announces National Anthem, announces breaks, etc. This is NOT the starter. This person should report to the Meet Director for instruction.
CONCESSIONS
Need to sign in no later than 30 minutes PRIOR to warm-up times of each session.
Concessions provided by Excel but are sold by WCSL volunteers. The price list for these concessions will be posted on the window.
PARKING LOT ATTENDANTS
Need to sign in no later than 30 minutes PRIOR to warm-up times of each session.
Safety vests will be provided. Parking attendants are responsible for directing traffic, preventing cars from parking on grass (in other than overflow lots), and directing traffic to overflow lots as needed.
AWARDS LABEL & DISTRIBUTION
Need to sign in no later than 10 minutes PRIOR to session start times.
Volunteers are responsible for labeling medals and ribbons. Volunteers will distribute medals/ribbons to swimmers during and immediately following their session.
Check-in table will direct Awards volunteers to labeling location for each session.
If anyone has any questions regarding this position, please contact Sharon Browning at .