CoStA

(City of St Albans Swimming Club)

At CoStA we strive to be the best that we can be ... while having fun

Roles explained

Volunteering at a swim meet is a great way for parents to be part of their child’s sporting journey and helps make the event a success. Swim meets rely on a strong team of volunteers to run smoothly — from officials, timekeepers and marshals to refreshments and results recorders — every role contributes to creating a fun, and supportive environment for the swimmers. By getting involved, parents not only gain a front-row seat to all the action but also become part of the friendly CoStA volunteer community – our volunteer community is made up of parents from all squads with varying degrees of volunteer experience. Everyone is welcome and no contribution to our meet is too small. 
CoStA runs four open meets and a number of club championships each year. Our open meets require around 80 officials and over 90 volunteers each meet. With over 170 roles our meets simply cannot function without the help of our volunteer workforce. 
You don’t need prior experience for most of the volunteer roles outlined below and some roles (indicated) even enable you to bring younger children along. Each session at a swim meet last approx. 3 hours. Please offer your time as generously as you can, it plays a vital part towards the success of our club.
To get involved and for more information on any of the roles below please contact Justine at [email protected]
 

 

Event Set up

1 volunteer at the start of session 1.

Set up the welcome desk (poolside packs for visiting teams & lanyards for volunteers) and medals table. Put up marshalling signs poolside (check 8 lanes or 10), put up changing room signs and put up CoStA and visiting club signs around the pool to identify where each club should sit – coordinate with the volunteer coordinator or promoter team (on the balcony) as to which team should sit where.

Arrival time: 45 mins  - 1 hour before doors open (e.g arrival around 11am for an open meet).

Before you arrive on the day check you know where the boxes of signs will be.

Special requirements - None

 

 

Welcome Table

1 volunteer at the start of sessions 1 and 3.

You will be the first point of contact for everybody coming into the meet. The welcome table is inside the entrance to WML.

Role involves signing in volunteers and handing out lanyards and visiting club packs.

Ensure swimmers and spectators do not enter the changing rooms or swimming pool before the appointed time (12:05 for swimmers, 12:15 for spectators - as an example).

Arrival, 15-20 minutes before swimmers and coaches are allowed access to the pool. E.g. arrival 11.45 for an open meet.

This role is suitable for parents who want to volunteer with their younger children.

Special requirements - None

 

 

Spectators Entrance Desk

2 volunteers per session.

You will be provided with 2 card machines for the cashless sale of spectator tickets on the day. The instructions for using the machines will be provided at the desk. Only spectators who paid for the entry and wearing the wristband are allowed on the balcony.

Arrival, 15-20 minutes before swimmers and coaches are allowed access to the pool. E.g. arrival 11.45 for an open meet.

This role is suitable for parents who want to volunteer with their younger children.

Special requirements - None

 

Medals

1-2 volunteers per session.

You will be responsible for handing out the medals! The medal table at our WML open meets is upstairs, outside the studios.

The runner from AOE desk will provide you with race results and you will need to sort medals (Gold, Silver and Bronze) for each race and give them out to the swimmers. Make sure to use highlighter to indicate that the medal was collected. After the last session ensure all the medals had been left with the relevant club coaches.

Arrival, no later than the start of racing, e.g. 1.15pm for our WML open meets.

This role is suitable for parents who want to volunteer along with their younger children.

Special requirements - None

 

 

Refreshments

2 volunteers per session.

Distribute drinks (jugs of juice and water) and sweets to the poolside officials, volunteers and promoter team (on the balcony).

Jugs, juice and sweets for you to distribute will be upstairs in the small office opposite the medal table (outside studios 1-2). Jugs can be filled up with water via the fountain outside the basketball courts.

Arrival, no later than the start of racing, e.g. 1.15pm for our WML open meets.

This role is suitable for parents who want to volunteer along with their younger children.

Special requirements - None

 

Announcer

1 volunteer per session.

The announcer is responsible for: Reading out the safety announcement (before warm-up and before racing starts). Announcing each event, e.g. “Event 1 Boys 11 and Over 400 IM, this will be swum in 2 heats”. Announcing the heat (after the 4 short whistles from the referee). And, once the race has started, listing the swimmers by lane, name and club (all information is available on the heat sheet).

On occasions the referee will ask you to make an announcement for a disqualification and there may be need to call swimmers to marshalling.

Arrival time: Arrive at the same time as the swimmers, e.g. 12.05 for sessions 1 and 3. Bring along a pen and clipboard. The safety announcement script will be provided.

Requirements – Experience of volunteering poolside will benefit, plus, a confident voice behind the mic!

 

 

AOE, Recorder Desk and Withdrawal desk

Meet at the indicated time upstairs on the balcony. You will be provided with instructions during the day.

Requirements - Previous training unless you are shadowing/training

 

 

Marshals

4 marshals required per session (1-2 with experience).

There will be at least one experienced marshal for each session. You will be assigned a position along the wall where the swimmers line up in their lane order for each race. You job is to check the swimmers are lined up in the correct order for their heat and remain quiet and calm whilst waiting. Younger swimmers may need reassurance, older swimmers may need reminder that only swimmers in that race should be lined up! As each race starts the swimmers move to the next position. Heat sheets will be provided. If there are any missing swimmers inform the next marshal point and/or the announcer.

If the swimmers arrive too early, please send them back to avoid crowding.

Special requirements – No previous experience required (we will ensure at least 1 out of 4 marshals has previous experience to help and support you). Bring along a clipboard and pen.

 

Runners

To make our meets run and flow effectively it's really helpful to have runners between various points. Please see below for details of the main Runners at our meets. No experience is required and it is a great opportunity to learn what happens behind the scenes at a meet.

Results posting Runner  

1 volunteer required per session.

Based in the spectator gallery this role collects the printed results sheets from the promoter desk in the spectator gallery and (a) puts one copy up in the spectator gallery (b) gives one copy to the medal desk and (c) puts a set up poolside (training pool window). No experience is required for this role and you’ll receive support from our promoter team and/or the other results runner also based in the spectator gallery.

Arrival, no later than the start of racing, e.g. 1.15pm for our WML open meets.

Special requirements - None 

 

AOE Clip Runner 

1 volunteer required per session.

Based in the spectator gallery, this role takes the printed results sheets from the AOE desk to the pulley system at the front of the balcony and feeds it down to the referees for checking. Once checked, it can then be given to the promoter team so they can input the correct results for each heat. No experience is required for this role and support can be given by the promoter team and/or the other results runner also based in the spectator gallery.

Arrival, no later than the start of racing, e.g. 1.15pm for our WML open meets.

Special requirements - None

 

Poolside Referee Runner 

 
1 volunteer required per session.  
 
Based poolside, this role takes the results from the referee desk (window side of the pool at WML next to the lifeguard) to the pulley system at the front of the balcony and feeds the results up to the runner in the spectator gallery. No experience is required for this role and support can be given by the promoter team and/or the other results runner also based in the spectator gallery.  
 
Arrival, no later than the start of racing, e.g. 1.15pm for our WML open meets.  
 
Special requirements - NONE 

 

Catering

1-2 volunteers in between sessions 1 & 2 and 3 & 4.

Catering team is set up in the Studio 1 or 2, upstairs next to balcony entrance. Kirsty Franklin-Smith is the catering lead, she needs help from 2 volunteers. The main duties will include unpacking sandwiches and setting out the food and drinks for the officials, coaches and volunteers, ensuring it's all ready in time for the break between sessions 1 and 2 and sessions 3 and 4. Catering support is also required to tidy up after the break.

Arrival time: 1 hour before the end of session 1 and 3. Finish time, during the next session’s warm up. Approx total volunteer time 2 hours.

This role is suitable for parents who want to volunteer along with their younger children.

Special requirements - None

 

Team Manager

Multiple team managers are required per session. Team Manager lead (Gillian) will define team manager numbers per session, per meet. There is a dedicated WhatsApp group for team managers.

Along with other team managers on the day you will be responsible for a squad of swimmers, ensuring they are ready to race and in the right place at the right time, e.g in warm up and in marshalling. Prior to starting marshalling swimmers are expected to have a short pre-race chat with their coaches. Please send swimmers in relevant batches to the coaches (e.g. all Dev 1 boys together) not one-by-one.

Please note the purpose of a cool down swim, and in agreed circumstances, a warm up swim, the training pool should only be used by Dev 2 swimmers upwards.

Please remind swimmers to drink plenty water during the event and remind swimmers to seek permission (younger squads) to go to the changing room, toilets or to see their parents.

Send swimmers to marshalling point 1 in a timely manner.

Do not permit unauthorised parents into the training pool area. Only coaches, team managers, officials and CoStA volunteers are permitted poolside.

Swimmers should not leave without telling you they are going.

Arrival time: Arrive at the same time as the swimmers, e.g. 12.05 for sessions 1 and 3. If you are helping with sessions 2 and 4 stay tuned to the relevant WhatsApp groups for arrival times. Please bring a clipboard, a pen and a water bottle.

For more information please see: https://uk.gomotionapp.com/team/costa/page/job-vacancies-/volunteer-team-manager

Special requirements - up to date DBS, Safeguarding Course and TM qualification (Level 1)

 

Officials

Multiple officials required per session. Officials lead (Vicki) manages CoStA’s officials and defines numbers per session, per meet (at home and away). She can be contacted on [email protected] There is also a dedicated WhatsApp group for officials.

For more information please see: https://uk.gomotionapp.com/team/costa/page/job-vacancies-/officials-

Special requirements – To start as a trainee official you will need to be a Swim England member and complete either the Time Keeper course https://instituteofswimming.org/course/9426  or the J1 theory course. https://instituteofswimming.org/course/9427

 

The Promoter Team

This is a dedicated team which works throughout the year to run all of our meets. They are responsible for the overall organisation and management of a swim meets, from planning, licensing and uploading results to ensuring the event runs smoothly and meets all the necessary conditions and licensing requirements.

Our swim meets, and thus, the work the promoter team does, is a very valuable source of club income. Their work involves:

Licensing:  Managing the application process for official licenses and ensures all meet conditions are met. 

Scheduling: Planning and publishes the meet calendar in coordination with other stakeholders. 

Overall supervision: Serving as the main point of contact and has final say on many decisions during the event. 

Record keeping: Ensuring results are properly recorded and managed.

Results: Overseeing the posting or emailing of official results to clubs and swimmers. Manages the final administration of the meet, including any reporting required by the licensing body

Special requirements  - There are no special requirements to join as a Promoter Team support.

 

The AOE Team (AOE = Automatic Officiating Equipment)

This is a dedicated team which operates and manages the electronic timing system at our swim meets. They set up and test the timing equipment, including touchpads and scoreboards, and ensure the system accurately records times during races. The team also works with officials to resolve any errors, publish results, and manage swimmer withdrawals. 

System setup and testing:  Before the meet (usually the Friday night before), they set up and test the timing equipment, which includes the touchpads at the end of each lane, backup timing systems, the starter, and any associated software. 

Real-time operation: During the meet, they monitor the system to ensure it is functioning correctly, receive results, and display the results on the scoreboard. 

Results management: They handle the results by publishing them to the scoreboard, preparing results sheets for swimmers, and managing swimmer withdrawals to correctly seed the heats and, where apt, finals. 

Liaising with officials: The AOE team works closely with the Referee, the promoter team, and other officials to identify and fix any issues and to ensure accurate results and resolve any disputes or timing issues

Special requirements - Previous training required unless you are shadowing/in-training.

 

If you have signed up to volunteer for one of our meets, please always consider the following:

  • If you can’t attend on the day of the event please message the volunteer WhatsApp group asap or email [email protected] so we can try and find a replacement.
  • Please arrive on time for your slot, wearing suitable poolside clothing and footwear.
  • Collect a lanyard from the Welcome Desk. 
  • Bring a water bottle, clipboard and pen if required.
  • All volunteers can watch their swimmer's race - please liaise with those in your team and make sure desks are not left unmanned. Races can be viewed from the balcony or poolside.
  • Anybody volunteering for both sessions in a day will be provided lunch in Studio 1 upstairs.

 For more information on any of the roles please contact Justine at [email protected]