Volunteering 101 -
How You Can Help Make the Season a Success
Welcome to the Churchill Estates Stallions Swim Team! Our team is 100% community-led — only our coaches are paid. Every meet, every ribbon, and every fun moment happens because parents like you step up. Each family is expected to complete four volunteer shifts during the season (two shifts available at each of our five meets).
Don’t worry — you’ll always have time to watch your swimmer in action! Some roles require mandatory training (like officiating), but most are easy to learn and we’ll guide you every step of the way.
Home Meet vs. All Meet Roles
- All Meets (2 Home + 3 Away): Timers, ribbon distributors, ready bench helpers, scorer’s table, and runner roles. These are your backbone positions — simple, rewarding, and fun!
- Home Meets Only: Extra help is needed for positions like concessions, event/heat board, head timer, meet tear-down, and trash collection. These roles are critical to hosting our meets successfully.
Volunteer Roles at a Glance
Officiating (Home Meets Only – Mandatory Training)
- Meet Referee – Oversees officials, enforces rules, signals swimmers to the blocks.
- Meet Starter – Gives the starting signal for each race.
- Stroke & Turn Judges – Ensure rules are followed for strokes, turns, finishes, and relays.
Timing & Scoring
- Head Timer (Home Meets Only) – Backup timing, ensures enough timers for every lane.
- Timers – Use a stopwatch to record swimmers’ times in your lane.
- Scorer’s Table Recorder – Enter swimmer times into meet software.
Ready Bench Helpers
- Ready Bench Caller – Calls swimmers to ready bench by heat and lane.
- Ready Bench Seater – Seats swimmers based on heat/lane.
- Ready Bench Runner – Brings swimmers from ready bench to pool lanes.
- Ready Bench Deckhand – Helps children get into lanes (especially younger swimmers and relays).
Ribbon & Awards
- Ribbon Coordinator – Add name labels to ribbons.
- Heat Ribbon Distributors – Hand out ribbons after each heat.
Home Meet Helpers
- Event/Heat Board Turner – Update poolside board each race.
- Concessions Coordinator & Assistants – Sell drinks/snacks.
- Runners – Deliver sheets and water to volunteers, assist scorekeepers.
- Meet Tear-Down – Clean up, store equipment, return chairs.
- Trash Collection – Keep bins tidy during the meet.
Swimmer/Volunteer Check-In
- Arrive early to check in swimmers and volunteers, and make sure everyone is ready for the second half.
Substitute Volunteer
- Fill in for any role (except trained positions).
Why Your Help Matters
- Each home meet requires 90+ volunteer roles — we can’t run it without you.
- When families pitch in, meets run smoothly, kids have a great experience, and our community stays strong and fun.
- Volunteering is a great way to meet other parents, watch your kids swim, and be part of the team community.
No experience is needed — we’ll teach you everything. Jump in, have fun, and watch your swimmer thrive!
