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The what, where and whens of your volunteer position.

 

Home vs Hidden Forrest Volunteer Information
Tuesday, June 7th

 

ALL VOLUNTEERS, PLEASE CHECK IN WHEN YOU ARRIVE.

(Check-in: 4:00 p.m., Warm-Ups: 4:15 p.m. Meet Starts: 5:30 p.m. )

Click the links below for the what, where and when of your position.  If you have any questions, contact the Volunteer Coordinator, Sara Mintz at (301) 592-7739 or saramintz4@gmail.com.

Volunteer Timeline
Volunteer Position Meeting Place / Time 1st Half (Starts Event #1) Where / When 2nd Half (Starts Event #43)       Where / When
Pre-Meet Setup

The volunteer coordinator will contact you regarding the date/time of setup.

Check In Please meet at the Dragon Check In table when you arrive at 3:45 p.m.
Event Announcer 5:00 p.m. location to be announced. After officials meeting @ announcer table.
Event Board  N/A  At Event Board at 5:15 p.m.(left of the Dragon tents) At Event Board prior to the start of the 2nd Half which starts at Event #34.
Stroke & Turn Judges 5:10 p.m. outside the pool at entrance. In position after officials meeting. In position prior to the start of the 2nd Half which starts at Event #34.
Scorekeepers / Ribbons  N/A In office shortly after meet starts (approx. event #7). Shortly after the start of 2nd half
which starts at Event #34.

Timers

You will be getting wet so wear appropriate shorts / shoes.smiley

5:10 p.m. outside the pool at entrance. At starting blocks after timer / officials meeting. At starting blocks prior to the start of the 2nd Half which starts at Event #34.
Timer / Scoring Runner Backup 5:10 p.m. outside the pool at entrance. At starting blocks after timer / officials meeting. At starting blocks prior to the start of the 2nd Half which starts at Event #34.
Deck Runner N/A On deck at start of meet. On deck prior to the start of the 2nd Half which starts at Event #34.
Scoring Runner 5:10 p.m. outside the pool at entrance. In position after timer / officials meeting.  In position prior to the start of the 2nd Half which starts at Event #34.
Dragon Keeper (Pre-Meet) / Ready Bench Relay (1st Half)  N/A At Dragon tents at 3:45 p.m. N/A
Dragon Masters  N/A   At Dragon tents at 4:45 p.m.  At Dragon tents prior to the start of the 2nd Half which starts at Event #34.
Dragon Keepers  N/A At Dragon tents at 4:45 p.m. At Dragon tents prior to the start of the 2nd Half which starts at Event #34.
Ready Bench  N/A At starting blocks at 5:10 p.m. At starting blocks prior to the start of the 2nd Half which starts at Event #34.
Concessions Buyer  N/A Concessions Manager will contact you to discuss details. 
Concessions Setup  N/A Concessions Manager will contact you to discuss details.
Concessions Runner N/A Check in with the Concessions Manager at 4:15 p.m. Check in with the concessions manager at 7:00 p.m.
Concessions Assistant  N/A  At concession stand at 4:15 p.m. At concession stand at 7:00 p.m.
Grill   N/A  At grills (entrance to pool) at 4:00 p.m.   At grills (entrance to pool) at 6:00 p.m.
Concessions Break Down/Clean Up Check in at the concession stand with the concessions manager at 8:30 p.m.
Floater If you have not already been assigned a volunteer position, please check in with the Volunteer Coordinator when you arrive.
Breakdown / Cleanup After the meet concludes, please check in with the Volunteer Coordinator.

 

 

 

 

 

PRE-MEET SETUP VOLUNTEER: The pre-meet setup volunteer will assist the mangers to prepare the Deerfield pool for our home meet.  Setup including pulling out and setting up meet equipment including ready bench chairs, pop-up tents, tarps, tables, pool ropes, etc.
 
 

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CHECK-IN VOLUNTEER: Please arrive and check in with the Volunteer Coordinator (see Volunteer Timeline for place and time).  After checking in, please head over to the check-in table at the front entrance of the pool as swimmers and other volunteers will begin arriving shortly.  You will be checking in swimmers and volunteers, handing out name tags to volunteers, and helping volunteers understand where they need to be and what time they need to be there.
 
Please remain at the check-in table until right before the start of the meet to make sure any late arriving volunteers or swimmers have been checked-in.  A manager will be assisting you with check-in and we will provide both volunteer and swimmer check-in sheet as well as volunteer name tags.
 
 

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EVENT ANNOUNCER: Arrive at the pool at 5:00 to meet with our Meet Official, and then attend the officials meeting (see Volunteer Timeline for place and time).

Please be in position and ready at the announcer’s table after the officials meeting.

 


 
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EVENT BOARD: At the event board, you will be listening closely to the event announcer as he announces each event, and turning event numbers on the event board so everyone at the meet can see what the current event is.

 


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STROKE & TURN JUDGE:  Attire for the Stroke & Turn Judges is navy blue shorts with a white collared polo shirt.
 
ALL Stroke & Turn Volunteers: Attend an officials meeting
(see Volunteer Timeline for place and time).
 

 
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SCOREKEEPER / RIBBONS: The Scorekeeper / Ribbons volunteers will work in conjunction with volunteers from the opposing team to peel and stick labels on the back of the place ribbons, sort ribbons for distribution, and periodically post meet results on the walls at the entrance of the pool.
 

 



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TIMER INFORMATION: The meet will not start until all timers are in place, so please be ready and on time for your timing position. Our head timer (Karen McCloskey), will be providing stopwatches, assigning lanes and duties, and can also answer any questions you may have. Reminder - you will be at the edge of the pool so please wear appropriate shorts and shoes that you do not mind getting wet.
 
All Timer volunteers: Attend timers meeting with the meet official (see Volunteer Timeline for place and time). Our meet official will be providing important instruction about timing at the meet.
 
There are THREE timers per lane. In Dual meets there will be timers from both teams in each lane. All three volunteers will time the race, but each will have an additional responsibilities outlined below.
 
RECORDER/TIMER: (This should be a timer with some experience.) This timer will have the clipboard and pencil and must write all three times on the sheet. Record all three times to the nearest 100th. (Example: 25.78.) This timer also verifies the swimmer's name. (You can ask your fellow timers for assistance with this). For the 12 and Under this will be done at the end of the race as they climb out of the water. For the 13-Ups it is when they are about to step on the block. Do not try to get the Referee's attention if the swimmer's name does not match the name on your sheet. You just write the name down and draw a single line through the name of the swimmer who isn't there. If no swimmer shows up at all, just write "NS" where the time would be written. There may be times when the meet referee will combine heats and move swimmers. Manually write the swimmer's name on your time sheet.
 
RIBBON/TIMER: This timer wears an apron with ribbons. 10-Under swimmers are given ribbons after each heat. Heat ribbons are unofficial, but please do your best to be as accurate as possible. In the case of a "visual-tie" give your swimmer the same ribbon as the “tied” swimmer in the other lane. Do not confer with timers in other lanes about this. Just make the swimmer's day. The official ribbons will be distributed later at practice. Please give any swimmer a ribbon if they request one regardless of age. When it comes to relays, give one swimmer on the relay 4 ribbons with instruction to give them to all members of the relay.

PICKER/TIMER: This timer assists the ribbon/timer with watching the finish of the race and assessing what place ribbon to give the swimmer in your lane. Read the job description above for details.
 
RESPONSIBILITIES OF ALL TIMERS
 
1) Watch the strobe light to start and stop your watch. It is located near the starter and referee. You may need to move to see it. Some things that may impede your view could be officials, coaches, the guard stand, and the flags. Maneuver yourself to see the strobe. Start your watch on the strobe even if you don't have a swimmer in your lane. The timer in the lane next to you might need it at the last minute and you are probably closer than the head timer. You will see the strobe flash BEFORE you will hear the sound.
 
2) Use your thumb to start your watch. Statistically, your thumb responds faster than your forefinger. It is suggested you use your thumb to start/stop the watch and your forefinger to reset the time for the next race. Remember to reset your stopwatch after you provide the time to the recorder.
 
3) Verify your watch is running right after the race begins! If for some reason your watch failed to start, you need to raise your hand and do whatever it takes to get the attention of the Head Timer. Don't stop until you make eye-contact. The Head Timer starts two watches as backup and will provide you with one to use.
 
4) SEE THE TOUCH! The swimmer's first body part to touch the wall is what ends the race. That can be a hand, a head, or forearm to name some examples. Because of the lip on the edge of the pool, you will need to lean over to see the swimmer touch. The coaches work hard to teach the swimmers about finishing the race and the timer must make the effort to record it correctly. DO NOT ANTICIPATE THE SWIMMER'S TOUCH. The swimmers deserve better than that.
 
5) Do not interfere with the race. This applies particularly to the well-meaning timers who are tempted to reach down to prevent younger swimmers from hitting their heads on the wall during backstroke. All backstrokers, regardless of experience, have hit their heads and it isn't a big deal. Just be happy for them that they stayed on their backs!
 
6) Watch your language. Please don't let swimmers hear the words: "Disqualified", "DQ-ed" or "deeked."
 
7) Encourage the swimmers in your lane regardless of their team. The younger swimmers really appreciate the enthusiasm of the timers at the end of the race.


DON'T BE AFRAID TO ASK QUESTIONS!



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TIMER / SCORING RUNNER BACKUP: This volunteer will work closely with the Head Timer and will be a backup for the lane timers in the event a timing volunteer is not present, needs a restroom break, or must leave due to an emergency. This volunteer also assists the scoring runner in collecting and distributing the timer sheets and DQ slips. Please review the Timer and Scoring Runner information for a description of the volunteer positions.

 

ALL Timer / Scoring Runner Backup Volunteers: Attend officials meeting with our meet official (see Volunteer Timeline for place and time).


 
 

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DECK RUNNER: The Deck Runner volunteer is responsible for making sure the volunteer water coolers are full, and be on hand to help the coaches as needed.

 

 

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SCORING RUNNER: The Scoring Runner volunteer is responsible for retrieving lane sheets from the timers, and DQ slips from the Stroke and Turn Judges and turning them into the scorekeeper (in the office). There are only 2 events printed on each timer sheet so plan on picking up the timing sheets and DQ slips after the start of the each odd event starting with event #3.  This will given the timers enough time to record times for last event on each sheet (even event #'s).  After picking up the timing sheets and putting them in lane order 1-6, make a round to each Stroke and Turn Judge for the DQ slips and deliver both to the office. There will be a backup Timer/Scoring Runner in the event you need some assistance. If you need assistance, please check with our Head Timer (Karen McCloskey).

 

ALL Scoring Runner Volunteers: Attend officials meeting with our meet official (see Volunteer Timeline for place and time).

 


 
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DRAGON MASTERS: As a Dragon Master you will be making sure all Dragon Keepers are where they need to be at the start of each half of the meet, helping the new Dragon Keepers understand how and when to line swimmers up and move them to the blocks, and making sure the swimmers are being lined up and taken to the blocks in time for their events.
 
The Pre-Meet Dragon Keepers will have arrived shortly before check-in to make sure swimmers have their sharpie grid on their arm/leg and their gear and will stay until you are ready and set to go.

If you are a 2nd half volunteer, don’t forget to get the heat sheet from the volunteer you are replacing.


 
 

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DRAGON KEEPERS PRE-MEET / READY BENCH RELAY (1st Half): Please be in position at the Deerfield swimmer tents (see Volunteer Timeline for time).  Our swimmers begin to check-in soon and will need supervision at the swimmer tents. Please check to make sure the swimmers are prepared when they arrive (cap, goggles and sharpie grid on their arm/leg). If swimmers are not prepared, please help out the coaches by making sure they are marked with their event, heat and lane grid.  You will be provided a list of events by swimmer.

After the Dragon Keepers arrive, please make sure you work with the Dragon Keepers to get the freestyle relay swimmers lined up and ready to go to the blocks.  When the relay swimmers are lined up and ready, take the relay swimmers for legs 2 and 4 to the side of the pool opposite the starting blocks and ensure they are in the correct lane and heat for the relay races. The freestyle relays are the very first events of the meet and the relay swimmers need to be ready.

After you take the first group of swimmers to the opposite end of the blocks, you will stay there and wait for the Dragon Keepers to bring the additional relay swimmers to you. Once the relays for 12 and under swimmers are finished, you can enjoy the rest of the meet as a spectator.  You do not need to be at the end of the blocks for the 13 & up relays.  Each 13 & up swimmer swims 50 meters/yards and starts and ends at the blocks.

If you are new to Dragon Keeping or Ready Bench Relay, we highly recommend you review the "Dragon Keeper - Ready Bench Tips" which can be found in the Volunteer section of the website.  It is very informative and provides useful information. These are very important jobs and swimmers can miss events, if you are not sure of your duties.

 
 


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DRAGON KEEPERS: 

1st Half Volunteers: Please be in position at the Deerfield swimmer tents (see Volunteer Timeline for time).  This is when our swimmers start getting out of the pool from warmups and head over to the tents. Please start lining up swimmers after warmups so they are ready for the freestyle relay events at the start of the meet.
 
The Pre-Meet Dragon Keepers will have arrived shortly before check-in to make sure swimmers have their sharpie grid on their arm/leg and their gear and will stay to make sure everyone is set for the start of the meet.
 
If you are a 2nd half volunteer, d
on’t forget to get the heat sheet from the volunteer you are replacing.


We have asked all Dragon parents to remind their swimmers to be on good behavior and to stay in their respective age group areas and not walking around the meet. By keeping swimmers in their age group areas, it makes finding and organizing the swimmers much easier. We would like every swimmer to make it to the blocks in time for their races, however, it is not your responsibility to track down missing swimmers.
 
Please help the younger swimmers prepare for their race by making sure they have their swim caps on and goggles ready (on their heads).  Younger swimmers (6 & under) should be escorted to/from the restrooms.
 
If you are an experienced Dragon Keeper, we ask that you please help the new volunteers understand how Dragon Keeping works. If you are new to Dragon Keeping, we have some suggestions that will help you learn what Dragon Keeping is all about:
 
1) Read the Help Document:  We highly recommend you
review the "Dragon Keeper - Ready Bench Tips" which can be found in the Volunteer section of the website.  It is very informative and provides useful information concerning Dragon Keeping. This is a very important job and swimmers can miss events, if you are not sure of your duties.
 
3) Ask Questions: Please, please, please ask questions of your co-Dragon Keepers or Dragon Masters.

 

 
 

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READY BENCH: The Ready Bench volunteer is at the starting blocks making sure the swimmers are lined up and ready for their races. They make sure the swimmers in their lane are lined up in the correct event and heat order, and make sure each swimmer steps up to the blocks for their event. Heat sheet will be provided so you will know the order of swimmers for each lane, event and heat.
 
The swimmers can be distracted easily (especially the young ones), so it is important to make sure the swimmers actually step up to the blocks when it is their turn to race.
 
1st Half volunteer Info: Please be at starting blocks (see
Volunteer Timeline for time).   The teams will be finishing their warm-ups, and the Dragon Keepers will be bringing the freestyle relay swimmers to the blocks as soon as they are lined up. They and should be in the correct order and lane, however, please double check to make sure. The first events of the meet are the freestyle relays so you will be lining up swimmers who are swimming leg 1 and 3. Swimmers who are swimming leg 2 and 4 will be lined up opposite the blocks.

2nd Half Volunteer Info: Please be at the blocks and ready to relieve 1st half volunteers just before start of 2nd half of the meet (see Volunteer Timeline for time).  The meet official will make an announcement that second half volunteers need to relieve first half volunteers.  Don’t forget to get the heat sheet from the volunteer you are replacing.

 
If you are new to the Ready Bench, we highly recommend you
review the "Dragon Keeper - Ready Bench Tips" which can be found in the Volunteer section of the website.  It is very informative and provides useful information concerning the Ready Bench. This is a very important job and swimmers can miss events, if you are not sure of your duties.
 
 


 
 

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CONCESSIONS BUYER: The Concessions Buyer volunteer will assist the Concessions Manager in the buying and preparation of concessions items before the meet. You will be contacted by the Concessions Manager to discuss the details.


 
 



 
 

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CONCESSIONS SETUP: The Concessions Setup volunteer will assist the concessions manager with concession stand setup and preparation of concessions items (before the meet).

You will be contacted by the Concessions Manager to discuss the details of when and where.

 **If you have young children, please make other arrangements for them - you will not have time to supervise young children while setting up the concession stand.**


 
 



 
 

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CONCESSIONS RUNNER: The Concessions Runner volunteer will be assisting the manager with running to purchase ice, water, etc. during the meet as necessary.


 
 



 
 

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CONCESSIONS ASSISTANT: The Concessions Assistant volunteers will be assisting the manager with the preparation and sale of food before and during the meet. Duties include setup, serving food and cleaning up. Please do not send your teenagers to volunteer in your place. The concession stand gets very busy, and we prefer to have the adults who signed up volunteering.

 

 **If you have young children, please make other arrangements for them - you will not have time to supervise young children while setting up the concession stand.**




 
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GRILL VOLUNTEERS: The grill volunteers get the grill started before the meet and grill food for the concession stand as needed throughout the meet.




 
 

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CONCESSIONS BREAK DOWN/CLEANUP VOLUNTEERS: These volunteers will help the concessions stand break down and clean up during the end of the 2nd half of the meet.  Please see volunteer timeline for time to check in.


 
 



 
 

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FLOATERS:

1st & 2nd Half Volunteers: If you have not already been assigned a position, please find the Volunteer Coordinator (will be on deck) so we can tell you where you are needed.
 

 

 

 
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BREAKDOWN / CLEANUP: After the meet concludes, you will be helping with breakdown and cleanup. You will be assisting the team management and coaches make sure all equipment is put away and the pool area is cleaned up after the swim meet.
 
 



 
 

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