Westerleigh Warriors

Volunteer Info

VOLUNTEER INFO FOR THE 2026 SEASON!

If you are a new family to the Westerleigh Warriors, please be sure to read this closely as there is a lot of information to know. For returning Warriors, still consider this email an important refresher.

• Did you know that summer swim is all VOLUNTEER (except for the coaching staff)?
• Did you know that it takes around 75 volunteers to set up and run a home swim meet?
• So, we NEED you!

• Each family must provide a representative to work a total of 5 shifts throughout the season, both at home and away meets.
• If your child swims in Champs, a parent is required to volunteer during that Champs session. This is in addition to volunteer requirements during the regular season.
• Some jobs require training.  Please consider attending one of the Chesterfield Aquatics League (CAL) officials’ meetings and becoming an official. It is a great way to have a poolside view of all swimmers! Please email if you are interested.
• All volunteers are required to sign up on this site. 
• If you are unable to fulfill a volunteer shift, another family member or friend may volunteer in your place. Please let the swim team volunteer coordinators know when this occurs. Email is the best form of communication. We understand that scheduling conflicts occur; if you cannot fulfill your selected role, it is your responsibility to find a substitute.

How do you volunteer

On the Team Website:

SIGN IN, go to CALENDAR, then find the SWIM MEET, and go to JOB SIGNUP. You can also commit to volunteer jobs when you commit your swimmer to the meet.

• • On the SwimTopia App, SIGN IN, go to UPCOMING section, locate the swim meet in the list of events, click the event and go to WORK SHIFTS, select JOB SIGNUP.
• Most volunteer positions are divided, so that you can select between volunteering in the first half of the meet, or the second half of the meet.
  • Please note, the majority of the second half is events for 9 and older. If you have a swimmer who is 8 and under, and you want to leave when your swimmer is done with their events, then choose “first half” volunteer jobs only.
  • If you only have older swimmers and do not have a swimmer 8 and younger, we encourage you to sign up for the second half of the meet.
  • Regardless if you sign up for the first or second half, you must remain until your volunteer shift is over. For example, if your swimmer is 8 and their last event is the 25 back, you must remain in your volunteer shift until the conclusion of all backstroke events. 

Things to know:

• Meets typically last 4 hours, depending on the size of the competing team.
• Most meets will begin between 6pm and 6:30pm (this is dependent on many factors – make sure to always refer to the Meet Description on the website/app for final timeline for each meet – they may not all be the same.
• Warmups for swimmers usually start an hour before the meet start time.
• All volunteers are required to CHECK IN upon arrival at the pool – and NO LATER than 30 minutes prior to the start of the meet.
• There will be volunteer meetings as needed prior to the start of the meets so please listen for these announcements and attend the appropriate meeting.
• If any volunteer positions are unfilled 24 hours before the meet is set to begin, the empty positions will be assigned with the names of families with swimmers signed up to attend the meet (this will be a fair assignment – those with no volunteer hours completed at this time will be assigned first). IF you are assigned a position, you will be notified via email.
  • So … sign up early so YOU get the chance to pick your volunteer position, or you run the risk of being assigned to something you may not prefer.

If you sign up for a volunteer position and then realize that you are unable to fulfill your spot, it is YOUR responsibility to find a replacement. The best way to do this is to make a post on our Westerleigh Warriors Swim Team Facebook page to see if anyone is willing and able to take your position or possibly swap with you for a different meet.

Please let us know if you have any questions or concerns! We are always glad to help!

THANK YOU in advance for all you do to support our team! Summer swim is such a fun time for not only the swimmers but also the families! So many memories will be made!

Referee (home meet only): The referee is the head official and ensures that all CAL rules are enforced.

Starter (home meet only): The starter advises swimmers at the start of each race as to the stroke and distance.

Strokes & Turns Judge: Judges observe starts, strokes, and turns of each event; they communicate potential stroke violations to the Referee of the meet. Judges must attend a CAL clinic.

Head Timer (home meet only): Head timers keep the official stopwatch and an extra in case one of the lane timers has a malfunction.

Head Computer Table Worker (home meet only): The head computer table worker runs the technical aspects of the home swim meet. This includes setting up the timer, operating meet manager, and verifying timers’ inputs from Dolphin timing system. This volunteer submits results from home meets into CAL, runs the meet software, generates reports, and processes results. The person filling this role must have a thorough understanding of the timing rules and how to apply them. Additionally, a head computer table worker needs a working knowledge and understanding of the software. The ability to troubleshoot computer and other related problems is very helpful. When it comes to time verification, accuracy is a must. Speed is highly desirable.

Announcer (home meet only): Supplied by the home team, this volunteer announces swimmers in the next event and the results of the previous events and calls upcoming heats to the clerk of course. This is a great job for someone with a strong voice and an ability to correctly pronounce names. You announce the names of the swimmers in each event, make any other necessary announcements, and work with the Starter/Referee to keep the meet moving quickly and smoothly.

Clerk Of Course: Two clerks are needed for each home meet to line up swimmers prior to their events. Responsibilities include verifying the names of swimmers in each event and assigning lanes to the swimmers. This is a crucial job to keep the meet running smoothly and on time.

Timer: Multiple timers are needed at each meet (home and away). Timers record each individual swimmer’s time. Additional instructions will be given at the beginning of each meet. This is the most popular meet job among both new and experienced swim parents. You use a stopwatch to time the swimmer in your assigned lane. There are typically three timers per lane, and the median of the times is used as the official time (or as backup for electronic timing systems). You get a much better view of the action. One timer will also record the times on a timing sheet, and one will also hand the sheet to the runner..

Concessions (home meet only): Workers are needed to staff the concession stand at each home meet. Volunteers who sign up for the first half of the meet should plan on arriving an hour early to set-up the food and cash boxes. Volunteers who sign up for the second half of the meet should plan on staying to clean up.

Results Table Worker: These volunteers support the computer operations team processing timer sheets, disqualification (DQ) forms and verifying results for each event.

Hospitality (home meet only): Hospitality volunteers meet and greet visiting team coaches, swimmers and guests, provide direction to away team swimmers and parents, answer general WWST questions (concessions, bathrooms, etc.), and deliver water to coaches, officials and meet workers during meet.

Runner (home meet only): After each race, the runner collects the times from the timers in each lane, finish judge cards, stroke and turn judge cards, and any cards from the starter/referee and takes them to the scoring table. You stay on the move throughout the meet, so it's great exercise.

Mite Parent: This is a parent position that assists with 8 and under swimmers during the meet. This position works with the Clerk of Course to ensure young swimmers are in the proper lanes and proper events. The mite parent works in conjunction with the Clerk of Course to see that swimmers report to their lanes in an orderly and timely fashion. This worker is especially needed during the 25-yard events and relays. This volunteer will stay with the swimmers until they are seated behind the blocks, and they often need to find the swimmers in the team area and/ or escort the swimmers in lane assignment and heat order from the clerk area to the starting end of the pool.

Heat Winner Ribbons (home meet only): This position will provide an award ribbon (or rubber duck) to each heat winner during the meet. Great spot to watch meet.

Meet Setup (home meet only): Assists with getting the pool ready for the meet. Requires early arrival.

Meet Breakdown (home meet only): Assist with pool clean-up. Requires staying until the end.