Western Oaks Dolphins Swim Team

Where Can I Volunteer?

Our swim meets run on parent power 💪 — and there’s truly something for everyone. Whether you want to stay close to your swimmer, jump into the action, or help behind the scenes, we’ve got you covered.

👶 Have Small Children?

These roles keep you near your little swimmer and allow flexibility.

• Age Group Parent
• Hospitality
• Tear-Down

⏱ Short on Time?

These jobs have shorter shifts or flexible timing.

• Hospitality
• Concessions
• Tear-Down

🛠 Prefer Behind-the-Scenes Work?

Perfect if you like organization and supporting the meets quietly.

• Equipment Manager
• Spot Check Crew
• Ribbons
• Scorer
• Tear-Down

🏊 Want to Be in the Middle of the Action?

You’ll have a front-row seat to the excitement!

• Timer
• Scorer
• Ready Bench
• Stroke Judge
• DQ / Time Card Runner

Volunteer Roles at All Meets

Age Group Parents

(Recommended: 2 parents per age group, up to age 12)
Help keep an eye on our swimmers, follow the heat sheet, and guide kids to the Ready Bench. First-time volunteers are paired with a veteran—no experience needed!

Timers

Sit at the end of the pool and start/stop a stopwatch for each race. The Head Timer will coordinate breaks whenever you need one.

Scorers

Work near the computer (in the shade!) and follow simple instructions and assist in the recording for times, order of finish, and posting final times and places for the events.

Ready Bench

Help line up swimmers by heat and lane so races run smoothly. A veteran Ready Bench volunteer will guide you.
See below for more details on how the Ready Bench works.

Stroke Judges

Paired with a judge from the opposing team, you’ll watch swimmers for stroke infractions.
✔ Requires brief training
✔ Very interesting role
✔ Great way to learn stroke technique to help your swimmer improve

DQ / Time Card Runners

Collect cards from stroke judges or timers and deliver them to the scoring table.

Hospitality

Circulate throughout the meet with water for volunteers—simple, appreciated, and flexible.

Ribbons

Sit near the computer (in the shade) and place time labels on award ribbons.

Equipment Manager

Ensure team equipment is set up and functioning properly. Replace missing or broken items with Board approval and coordinate tent transport for away meets.

Home Meet–Only Volunteer Opportunities

Tear-Down

Help break down tents and equipment after home meets.

Concessions

Sell snacks, drinks, and burgers in two-hour shifts. Breaks are encouraged so you can cheer on your swimmer!

Spot Check Crew

Check bathrooms every 30 minutes during home meets for supplies, trash, and general tidiness. (Professional cleaning is handled before and after meets.)

Donations of Time & Resources

(These do not count toward volunteer hours, but are incredibly helpful!)

• Friday Night Set-Up – Help prepare for home meets
• Friday Age Group Snacks – Sign up to bring snacks
• Home Meet Soft Drink Donations – For the concession stand
• Home Meet Baked Goods – Homemade treats to sell at concessions

✨ New to volunteering? Don’t worry. Most roles are easy, training is provided where needed, and experienced parents are always happy to help. Your involvement makes a huge difference—and your swimmer will love seeing you on deck!

Ready Bench Procedures

The Ready Bench plays a critical role in keeping the meet running smoothly and on schedule. Your job is to make sure swimmers are organized, verified, and ready to step onto the pool deck with confidence.

How the Ready Bench Works

Purpose of the Ready Bench
The Ready Bench organizes swimmers into heats before each event so races start on time with the correct swimmers in the correct lanes.

Pre-Meet Coordination
The Ready Bench leads from both teams will meet with all assigned Ready Bench volunteers before the meet begins. Together, you’ll review how the Ready Bench will operate, clarify responsibilities, and agree on an efficient workflow.

When Swimmers Report to the Ready Bench

• Swimmers age 10 & under:
• Age Group Parents should bring swimmers to the Ready Bench 2–3 events before their scheduled event.
• Swimmers age 11 & over:

These swimmers do not report to the Ready Bench for individual events, except for relays.

Verify Swimmer Information

Ready Bench volunteers will confirm that each swimmer (or relay team):

• Appears on the official heat sheet
• Is in the correct event
• Is assigned the correct heat and lane

This step helps prevent missed races and lane confusion.

Confirm Attendance

Using the official heat sheet, verify that all listed swimmers are present.

• If a swimmer is missing, notify the appropriate Age Group Parent as soon as possible.
• Do not add swimmers who are not listed on the official heat sheet.

Line Up Swimmers for the Start

Once verified, line up swimmers from all teams by:

• Event
• Heat
• Lane

Escort swimmers to their assigned starting blocks so they are ready when the event is called.

Helpful Tips for Volunteers

• Don’t worry if this is your first time—a veteran Ready Bench lead will guide you
• Speak clearly and calmly; many swimmers are nervous and appreciate reassurance
• When in doubt, check the heat sheet first

✨ A smooth Ready Bench = fewer delays, happier swimmers, and a faster meet for everyone.