Volunteer Info - Woodland Hills Wahoos Swim Team

Wahoos Volunteer Handbook

The Wahoos are proud to see returning families and welcome many new ones each season. It is because of these families that the Wahoos exist at all! There are seven (7) events this season for swimmers to participate in: two (2) time trials and five (5) regular season dual meets. These events simply cannot take place without an abundance of volunteers. Those volunteers are parents or adults 18 years or older from each family who sign up for different jobs within each meet.

If you have questions or concerns regarding your volunteer responsibilities, please contact Wahoos' Volunteer Coordinator, Rachel Tapner.

Volunteer Requirements & Fee

Each family is required to earn a minimum of six (6) total volunteer points this season with a limit of one (1) shift per family per meet unless it is cleared with the volunteer coordinator. Families will volunteer based on these team requirements or be charged $351 at the end of the season. If you are unable to or choose not to volunteer, please inform the President and/or Volunteer Coordinator prior to the end of Rookie Camp and your $351 Volunteer fee will be charged at that time. (You must agree to a pre-authorization of $351 via credit card at the time of registration or submit a $351 check prior to your swimmer entering the water.)

(Each shift is worth 1 point unless otherwise stated.)

*Families may be asked to volunteer over and above their six required shifts when we are short staffed because a swim meet cannot run if all volunteer slots are not filled. Those who work more than six shifts will receive one raffle ticket for each additional shift worked to be placed into a drawing for prizes at the end-of-season pool party.

Volunteer Sign Up
To sign up for a volunteer spot, click on the Swim Meets tab and scroll down to an upcoming event that has a green Job Sign Up box to the right of it (or click Job Sign Up under Upcoming Events). Click on the volunteer's name and select an available shift by checking the box on the left.

For step by step directions on how to sign up, visit our sign up guide.

Volunteer Shifts
There are two shifts or time slots during every meet for most volunteer positions. All volunteers must sign in and receive their volunteer lanyard from the volunteer coordinator before the meet begins Saturday morning.

1st Shift: Events 1-40
2nd Shift: Events 41-80

Volunteer Positions

Announcer/DJ - (Home meets only) Communicate to swimmers, officials and observers over the PA system. Welcome visiting team to our pool, introduce officials, call each event, play music, and other duties as assigned. This position requires some training, so please reach out to a Wahoos board member for details.

Clean Up - After the Meet - (Home meets only) Report at event 78. Stay after the conclusion of the meet to break down all equipment, reset the pool deck as instructed by the lifeguards, and clean up all areas, including the playground and park area..

Concessions - Lead - (Home meets only) This position includes the same responsibilities as concessions, but works the duration of the meet. Concessions Lead will report prior to meet start to help set up AND stay late to help clean up. Each shift counts for 2.5 points.

Concessions - (Home meets only) Sell items to swimmers and attendees during the meet. Includes preparing items such as nachos, frito pie, and snow cones.

Hydration Station - (Home meets only) Provide waters to all volunteers, officials, and coaches (2 small bottles per shift).

Meet Office Worker - Prepare lane timer sheets for computer entry personnel. Organize incoming sheets by event number, circle the median time/swimmer for each event and verify computer results against lane timer sheets. Assist runners when necessary.

Meet Runner - Collect completed heat sheets from scribes after every 4 events, place in order, and take them to the computer room.

Meet Set Up - (Home meets only - Friday evenings) Report at designated time Friday evening at South Woodland Hills Pool to assist with unloading and setting up all necessary meet equipment.

Parking & Street Signs - (Home meets only.) Arrive at designated time on Saturday morning or afternoon to put out/pick up traffic signs and block off parking. This is a QUICK task. Each shift is worth .5 volunteer point.

Pep Rally Support - (Home meets only - Friday evening) Report at designated time Friday evening at South Woodland Hills Pool to assist with setting up and helping with pep rally activities. Clean up after the event.

Ready Bench - Responsible for putting swimmers in the correct order for each event according to the heat/lane assignments at the ready bench.

Ribbons/Awards Tub - Pick up the ribbons/labels and awards tub at the end of the meet Saturday, take them home, and tag all ribbons/labels in accordance with the results, then sort the ribbons into the swimmers' folders and bring the completed awards tub to Monday's practice. This job is completed off-site/in your home.

Scribe - Confirm swimmer’s name vs. lane timer sheet. Record the 3 times given by the lane timers. Allow Stroke/Turn officials to write on the lane timer sheet when they are disqualifying a swimmer.

Set up Before and Clean up After the Meet - (Away meets only.) Arrive at designated time prior to the start of the away meet Saturday morning to assist with unloading and setting up team equipment, as well as stay after the conclusion of the meet to assist with breaking down, loading of team equipment, and cleaning of team area.

Team Area - Call for swimmers at the team tents. Remind swimmers when events are called to go to the ready bench and lead them there. Assist relay teams getting to the ready bench.

Timer - Head - Uses TWO stopwatches for every race so in the event that a lane timer has a stopwatch malfunction that specific lane can still get a stopwatch from the head timer.

Timer - Lane - Take the times of the assigned lane using a stopwatch. Must be prepared to pay close attention to the referee and starter. Clearly gives time to scribe to record on the lane timer sheet.