HEAT Home Meet Job Descriptions
Meet Director: Directs the meet, usually with an assistant. This
person will make sure the meet runs smoothly. He/she makes sure that all the
Committee Chairs are set for all the areas such as concessions, timers, etc. They
work closely with the Head Coach before the meet, so that during the meet the
Coach focuses on the kids.
Computer/Entries Chair: Handles all entries
for home meets. Requires knowledge of meet manager software and experience working the computer table few meets. Time commitment: 4-5 hours in the weeks prior to the event (give or take). Computer Table Volunteer: Requires knowledge of meet manager software or CTS timing console (could be picked up in few hours training on the spot). Time commitment: 4-5 hours per home meet session. Awards Chair: Inventories and orders
all ribbons and meet awards; disperses ribbons in individual communication
boxes or in visiting teams “bags”. Time commitment: 2-3 hours prior to the
season startup, work during home meets, 1 hour per week to distribute ribbons. Heat Prizes: Purchases Tootsie
pops or Air Head candy or other small candy within the allotted budget, and
distributes to heat winners. A younger child can help pass out the heat
prizes during the swim meet. Time commitment: 1 hour prior to meet; work
during the meet. The person working this area is sometimes asked to get
water for the timers or computer people who may not be able to leave their work
area. Concessions Chair: The concessions
chairperson is in charge of stocking and running the concessions stand at home
meets. Duties include planning the food that will be available, getting a
Temporary Health Permit (Champaign Health Department) for the event, placing
any orders for pickup, and shopping for the remainder of the food and paper
products. Time commitment: Involves very little time in between meets, but is
very labor intensive 1-2 days before the meet. On the day of the meet, you
arrive early, set up, and stay through cleanup. There are 3 home meets per
year, and 2 to 3 YMCA duals meets per season. At dual meets the
concessions consists of prepackaged snacks. Concessions: Working in the
concession area requires being able to provide the correct change and
restocking as needed. Hospitality Chair: Hospitality is
provided to coaches and officials at our home meets. The chair decides the
menu and either has parents contribute or has a budget to work with. A
hospitality table is set where coaches can go for drinks and healthy snacks
during the meet. Time required during the meet is mostly to restock and to
make sure cold food is cold and hot food is hot and the area is kept clean and
monitored for any kids who might think that free food is available to them. Set Up/Clean Up: This committee will
help organize the meet the night before when indicated, or the day of for dual
meets. Time commitment: 1-2 hours before, and 30-35 minutes after meets are
over. Team Gear Sales: Sets up team apparel
or equipment orders with Body n Sole or other vendor. Takes the team orders
as directed by coaches. Staging/Bullpen: Organizes swimmers
into appropriate heats either in the gym or on deck, depending on the type of
meet; deliver children in the right order to the block area. Must have a
commanding voice and be heard. Deck Runner: will work with the
head timer to keep area behind the blocks organized; collects lane sheets and
DQ cards; may help with pre-meet activities (copying heat sheets, etc). Data Entry: Computer skills
necessary. Enters race results and assists with other duties at the scorer’s
table, i.e., printing lane sheets, results, awards labels. Set up and take down
required; must be very reliable and willing to work the entire meet if needed. Deck Officials: Assists with meet set
up on deck; act as either referee, starter, or stroke/turn judge as determined
by the ref; assists scorer’s table with troubleshooting equipment failure,
other meet issues as they arise. This position requires attending classes
to be an official. There are also a number of meets to officiate at to keep
the credentials updated. Timing system: Must be familiar with
the timing system, be able to assist the scorer’s table official with data
entry, and troubleshoot touchpad/button issues as they arise. Head Timer: Keep timers well
informed and organized throughout the meet. Help troubleshoot in conjunction
with ref and scorer’s table, and give the timers instructions prior to the
meet. The head timer is the backup timer in case someone misses the start or
has other technical difficulties.
Mechanical Guru: Maintains and sets up all mechanical equipment for home
meets: starter’s unit, touch-pads, buttons, 25's scoreboard and timing
system. This person can learn the basics during the first meet. He or she
will work with people at the scorer’s table during the meet to troubleshoot as
needed. Time commitment: 2-3 hours prior to the season’s first meet to check
out equipment, then 1-2 hours prior to each meet.
Admissions: Work admissions table: Sells heat sheets (or gives out
tickets for later distribution), sells bracelets for admission to venue, helps
with positive check-in as needed. Time commitment: 1 hour before each session
of the meet and 2 to 3 hours during the meet.
Security/Safety Marshall: These individuals will provide order and
direction during meets: check locker rooms, keep the deck clear of non-working
people, watch staging areas, perhaps walk hallways and check parking lots for
signs of concern.
Announcer: Smoothly paces the races in conjunction with the deck
referee; assists the scorer’s table as needed and makes announcements
throughout the swim meet.