Social Coordinator

Social Coordinators will receive a budget from the PPA, which is based on the number of swimmers per training/practice group (Maia, Nautilus, Poseidon, Juniors, Senior).  As the Social Coordinator, you can use the budget how you want to organize social events for your swimmer’s training group during the year (e.g., poster making, bagel breakfasts, Popsicles, post practice pizza, fun team building activities such as wacky relays or any other creative idea).  It would be helpful if you communicate your plans with the Age Group Social Coordinator (Kathy Finnegan) and the Piranha Office to reserve classrooms, send training group email blasts, and request reimbursements. 

Special Events Coordinators

The PPA Special Events Coordinators oversee committees that organize a wide variety of fun activities such as the swimmers’ Holiday Party, the Parent Social and the Banquet. All require volunteer support. 

Fundraising Coordinator

The PPA Fundraising Coordinator manages the Team’s annual fundraiser.  Volunteers are needed to assist in organizing this event which alternates each year between a Swim-a-thon and a smaller fundraiser.  These funds support the purchase of new technology and equipment to enhance our program, training for coaches, coach travel and website enhancement, among other things.

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The Piranhas largest volunteer responsibility each year is volunteering at meet.  All families, regardless of your volunteer commitments to the PPA and with the exception of on-deck officials are required to be meet volunteers.  Meets cannot run without these volunteers in turn our children cannot swim without these volunteers.  If your child is swimming in a meet, it is the understanding that you may need to volunteer.  

• Timer Coordinator (away)
• Meet Coordinator (home)
• Timers (home &away)
• Runners (home)
• Posters (home)
• Marshall (home)
• Ribbons (home)
• Program sales (home)

Meet Volunteer Sign up
The procedure for signing up to be a meet volunteer will essentially remain the same this year.  You may sign up to work at a meet either at the October parents meeting, on the Piranha bulletin board in the lobby of the YMCA or in response to an email blast or website notice.  

But new this year…. Based on these sign-ups, if we have not filled all of our spots for any given session of a meet, we will then pull names at random to fill the remaining spots. Please note, the names entered into this lottery will be of those families who have not yet volunteered.  This will eliminate the nagging requests for help and extensive emails back and forth.  If you are unable to work at a particular meet for which you have been chosen, you are responsible for finding your own replacement.  If your name is pulled, you will be notified by email and are expected to confirm within a timely manner.  It is recommended that you sign up in advance for at least two meets per swimmer for the short course season.This new procedure will hopefully ensure that everyone has the opportunity to volunteer and that our spots are easily filled.  If we eventually have the scenario where everyone has volunteered and we have not filled our meet volunteer spots, we will do the lottery from the entire entry pool.During the season, we will publish the names of families who have NOT volunteered at any meets.  Please periodically check this list to ensure that no mistakes have been made.

Championship Season
All parents of swimmers in Championship Meets (8/U Championships, Regionals, Age Groups and Seniors) will be expected to be a meet volunteer.  If your child is swimming in finals, you may need to work during both trials and finals.Additionally, distance meets always require that a swimmer provide his/her own timer.  Timing at these meets will count towards your volunteer requirement.

Meet Volunteer Job Descriptions

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 2012 Long Course Meet Schedule

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2012-13 Short Course Meet Schedule

Updated 11/20 – schedule subject to change

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AWAY MEETS

• Timer Coordinator – Prior to an away swim meet,  the age group coordinators will provide the timer coordinator with a list of the volunteers for the meet.  Volunteers will have already been notified that they are timing and have been told which shift.  At the meet, the timer coordinator checks in with the volunteer table, collects and distributes stopwatches and receives lane assignments.  The timer coordinator locates our timers, informs them of the location of the timers‘ meeting and makes sure each shift of timers knows who is replacing them and when.  If a timer is a no-show, the timer coordinator needs to find someone to take their spot or replace them themselves.  When the meet is over, it is very important that you email darienpiranhaswim@gmail.com to give an accurate list of your volunteers.
• Timers – assigned to time a lane at either home or away meets (shifts should not be more than 1 1/2 hours).  Needs to check in with our timing coordinator at the beginning of the meet.  When the Piranhas are assigned a timing assignment, it is for the entire meet.  No leaving until you are relieved or the meet has ended.

HOME MEETS

• Meet Coordinator – Prior to a home meet, the age group coordinators will provide the meet coordinator with a list of the volunteers for the meet.  Volunteers will have already been notified that they are working and have been told which position and shift.  In addition to coordinating the timers (see timer coordinator above), the meet coordinator also needs to coordinate the runners, posters, Marshall, ribbons and program sales positions.  Finally, they are there to assist the piranha coaching staff with any needs they may have to keep the meet running smoothly.  When the meet is over, it is very important that you email darienpiranhaswim@gmail.com to give an accurate list of your volunteers.
• Timers – assigned to time a lane at either home or away meets (shifts should not be more than 1 1/2 hours).  Needs to check in with our timing coordinator at the beginning of the meet.  Timing assignments are for the entire meet.  No leaving until you have been relieved or the meet has ended.
• Runners – collects the timing sheets from timers and delivers to the scorer’s table.
• Posters – posts the results as events finish periodically throughout the meet.
• Marshall – one male and one female, periodically checks the bathrooms.
• Ribbons – gathers ribbons from the swim office.  Applies name and place sticker to the back of the ribbons and sorts by club.
• Meet Coordinator – at home meets only, coordinates all of the above volunteers.  Works as a liaison with the coaching staff.
• Program sales – sells programs and signs in volunteers.

Officials for both home and away meets are coordinated separately.  Our Officials lessen our timing commitment!

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