Virginia Oaks Sea Devils

It takes approximately 80 VOSD volunteers to run a swim meet. After accounting for multi-swimmer families, we have a limited number of adults to staff the meets. Many families supply multiple volunteers and work multiple shifts, which places an undue burden on those families.  

It is essential that every family with a swimmer in a meet provides at least one volunteer at that meet. No family, for any reason, is exempt from this policy.

We are happy to work with families facing extenuating circumstances, but those families will need to communicate with us in advance. All families seeking a waiver from the volunteer requirement at any meet must email the VOSD board & Volunteer Coordinator no later than noon on Wednesday prior to that meet.

Below are several common reasons families do not send a volunteer to a meet in which their child swims. To be clear, these reasons do not exempt a family from the volunteer requirement, but we wish to provide accommodations/suggestions for mitigating these conflicts.

Example 1: I am caring for my younger children at the meet while my swimmer participates.
Possible Solutions: Coordinate and swap with another family. One family volunteers for two shifts during Meet 1, the other family volunteers for two shifts during Meet 2. Both families have now provided the necessary volunteers to the team. Please notify the VOSD Board & Volunteer Coordinator if you do this so we will know you’ve met your obligation.

Example 2: I am caring for my younger children at home during the meet.
Possible Solutions: Hire a sitter; send another friend, relative, or older (15+) sibling to the meet to volunteer (many of the jobs are very simple but require a human to do them); swap with another family (see Example 1).

Example 3: I work on Saturdays, and my swimmer attends the meet with Grandma.
Possible solutions: Sign Grandma up as a recorder! This job is easy and comes with a chair, umbrella, and water. If this is not possible, reach out to the VOSD Board & Volunteer Coordinator for alternative volunteer assignments (assisting with meet setup the night before, helping run one of our spirit nights, etc.).

Example 4: I have to leave for work by 9 AM on Saturdays.
Possible solutions: Volunteer for the parking team or concessions setup (both are very early tasks); sign up for another job during Shift 1 and notify us that you have a hard-stop time of 8:50 AM (it’s much easier for us to find someone to fill in for the remaining few minutes of a shift than to find volunteers to take on an extra 2.5 hour shift).

Example 5: We have to leave early for a soccer game/gymnastics meet/etc. (This happens a lot during the first few meets of the season.)
Possible solutions: See Example 4 above.

Example 6: My child has anxiety, and I need to be with him/her during the entire meet.
Possible Solutions: Swap with another family (see Example 1); provide another adult who can serve as the volunteer during the meet (it doesn’t need to be a parent–it can be a relative, neighbor, friend, hired help, etc.); reach out to the VOSD Board & Volunteer Coordinator for an alternative volunteer assignment.

Example 7: I have another extenuating circumstance not addressed here.
Solution: Email VOSD Board & Volunteer Coordinator. We will work together to find a way for you to fulfill your volunteer obligations (assisting with meet setup the night before, helping run one of our spirit nights, etc.).

In summary, we know that life is full and many families juggle multiple scheduling obligations. We are happy to work with families as much as we can. However, families must contact us. Simply ignoring the requirement and hoping no one notices is not an option. We thank you in advance for your adherence to this policy so we can provide a great meet experience for all our swim families!

FAQs

What is VOSD's Volunteer Policy?

VOSD cannot have a successful season without amazing volunteers! Participating families acknowledge during registration that for every meet their child attends, they will be required to volunteer at least one shift during that meet. If they do not fulfill this obligation and do not make arrangements with the Volunteer Coordinator by Friday, the family will receive a warning, and the swimmer will be unable to swim in the following week's meet. A second offense will result in a $250 fee that will be charged to the registrant's credit card.

What am I expected to do during my volunteer shift?

A complete list of volunteer opportunities can be found below.

Where do I check in on the day of the meet?

Please check in from 6-6:15am at the volunteer table. At home meets, the volunteer table is located to the right of the main pool building entrance. At away meets, it is usually in the VOSD team tent area.

When is my volunteer shift on the day of the meet? 

For many volunteer positions, there are two volunteer shifts. These shifts usually run from 7-9:30am and from 9:30am - 12:00pm (or the end of the meet).

Where can I sign up to volunteer? 

To sign up for volunteer jobs, just go to the VOSD website and login (upper-right corner). Once you have logged in, navigate to the Meet & Events tab and select the Signup Calendar, find the upcoming meet, and the Job Signup is right there.

Volunteer Descriptions

Meet Volunteers

Head Timer - The Head Timer passes along his/her stopwatch should a lane timer need assistance. The head timer supports lane timers and will provide training if needed

Timer - The Timers clock the swimmers during the heats. The only knowledge required is how to operate a stopwatch. The head timer will provide training if needed. The single most important statistic at a swim meet is the time that a swimmer achieves during the race.

Recorder - The Recorder records the swimmer's time (as reported by the timers) on the timecard at the completion of the race. The recorder also ensures the right swimmer is in the correct heat and lane before the start of the race.

Lane Checker - Lane Checkers are positioned at the start end of the pool and are tasked with verifying the swimmers are lined up (and remain lined up) in the correct order so they swim in the correct lane. Works closely with the Clerk of Course and Recorders to make sure swimmers do not miss their events/heats.

Runner - The Runner collects the timesheets from the recorders and delivers them to the computer operator.

Heat Ribbons - The Heat Ribbons Volunteer hands out a ribbon to the first swimmer to touch the wall in each heat.

Clerk of Course Assistant - The Clerk of Course Assistant helps to line up swimmers in their proper order and walks swimmers to their assigned lane prior to the start of their event. The assistant clerk of course may also help with the paperwork for each swimmer's event and communicate last-minute event/heat changes to the Computer Operator, Meet Officials, Lane Checkers, and Recorders.

Computer Assistant/Runner- The Computer Assistant/Runner supports the Computer Operator during the meet. This role may include entering/validating event results, posting event results, and/or communicating swimmer/event changes between the Computer Operator, Clerk of Course, Meet Officials, and Recorders.

Ribbons Assistant - The Ribbons Assistant is responsible for attaching stickers to the back of place ribbons and sorting ribbons by team and age group.

Meet Manager - The Meet Manager oversees the smooth execution of summer swim meets by managing volunteer check-in, ensuring all roles are filled, and serving as the primary point of contact for volunteers. Handles on-site problem-solving, maintains organization, and ensures proper cleanup after the event.

Deck Marshal (Home Meets only) - The Deck Marshal ensures the safety of swimmers, coaches, and spectators by monitoring the pool deck for compliance with team and facility rules. Maintains clear walkways, enforces safety guidelines (including photography/cellphone policy) and assists with crowd control as needed. Monitors restroom supply levels and cleanliness.

Parking (Home Meets only) - The parking attendant is responsible for setting up parking cones and signs, assisting with directing vehicles through the pavilion parking circle to drop off swimmers and equipment, ensuring handicapped parking ONLY in the parking circle, and directing all other vehicles to street parking.

Concessions (Home Meets only) - The concessions team works the concessions under the pavilion, sells food and beverages to the hungry crowd & swimmers, and may be asked to help prepare/grill food.

Announcer (Home Meets only) - The Announcer calls the swimmers to the clerk of course area and provides periodic scoring updates and other required announcements.

Raffle Ticket Sales (Home Meets only) - The raffle ticket sales team sells raffle tickets during the swim meet to raise funds for the team, engaging with spectators and promoting participation. Handle cash payments while ensuring an organized and enthusiastic sales process.

Certified Volunteers (add'l training may be required)