Park Village Porpoises

This page contains information about volunteering, including volunteer requirements, job descriptions, and signup instructions.

The Park Village Porpoises Swim Team is a parent-run volunteer organization. When a child joins swim team, the parents join too! It takes approximately 50 volunteers to run a successful swim meet, and there is truly a job for everyone.

Most volunteer positions require only a few minutes of training. A small number of roles require certification or attendance at a TSA clinic. These are denoted in the job descriptions.

Each family is required to earn 4 volunteer credits during the season:

• Only 1 volunteer credit may be earned at the Mock Meet
• Registration must be completed before you may sign up for volunteer roles
• Volunteer signups open mid-May. For 2026, roles will open Tuesday, May 19th at 8:00 PM.

A volunteer hold fee of $280 per family is held during registration and will only be charged if volunteer requirements are not fulfilled by the end of the season. Credits may be prorated at the rate of $70 per credit.

If you are unable or unwilling to fulfill the volunteer requirement, you may opt to have the volunteer hold fee charged at the end of the season. The volunteer hold fee will be released for families who complete the minimum requirements.

Volunteer signup is completed through SwimTopia.

To Sign Up:

1. Log in to SwimTopia. 
2. Start here: https://parkvillage.swimtopia.com/swim_meets
3. Find the meet you'd like to work. Select Job Signup
4. Click Sign Up for Jobs
5. Choose your preferred volunteer position. Click Check to signup.
6. Click Save Assignments

We strongly encourage families to sign up early, especially if you have favorite positions from previous years. Families are welcome to volunteer more than four times, but please only sign up for positions you fully intend to work. Holding extra spots “just in case” can make it more difficult for other families to complete their volunteer requirements.

Volunteer job descriptions are listed below. Some positions are considered critical - we cannot run the meet without these positions filled. While rare, we reserve the right to reassign volunteers to fill critical or required positions. Failure to fill the critical positions will result in a forfeit and cancellation of the meet.

Positions are listed in alphabetical order, which is how they should appear during signup. 

Announcer

Uses the PA system to keep the meet moving smoothly, announce events, welcome teams, and provide music throughout the evening. This position is required for home meets only. Position has been filled for the 2026 season. (1 position, approximate hours 5:00 - conclusion of meet)

Check-In

• Swimmer Check-In: Checks swimmers in before the meet, writes names/numbers on arms, and alerts coaches to absences. Must arrive by 4:30 for home meets, and by 4:45 for away meets. This position is combined with volunteer check-in at away meets. This position is optional for home and away meets. (1 position, approximate hours 4:30 - 6:00)
• Volunteer Check-In: Checks volunteers in, answers questions, and helps fill any open volunteer positions. Knowledge of all meet positions required. Must arrive by 4:30 for home meets, and 4:45 for away meets. This position is combined with swimmer check-in at away meets. This position is optional for home and away meets. (1 position, approximate hours 4:30 - 6:00)

Clerk of Course

• Clerk of Course: Organizes swimmers behind the starting blocks and ensures swimmers are lined up in the correct heats and lanes. Also records lineup changes, scratches, and substitutions. This position is required for all meets. (1 position, approximate hours 5:30 - conclusion of meet)
• Assistant Clerk of Course:  Assists the Clerk of Course with organizing swimmers and recording lineup adjustments. This position is optional, and is used only at home meets. (1 position, approximate hours 5:30 - conclusion of meet)

Concessions

• Concessions Lead: Plans and sources concessions for the season. Oversees operations during meets. This position is required for home meets only. This position is filled for the 2026 season.(3 positions, approximate hours 5:00 - conclusion of meet)
• Concessions Sales: Helps set up and operate the concession stand during home meets. Position is located inside clubhouse (air conditioning!). This position is required for home meets only. (3-4 positions, approximate hours 5:00 - conclusion of meet)
• Hospitality: Delivers cold water to volunteers and officials throughout the meet. Rolling cooler provided, but expect some heavy lifting. This position is optional for home meets only. (1 position, approximate hours 5:30 - conclusion of meet)
• Pizza Pickup/Delivery: Picks up prepaid pizzas and delivers them to the clubhouse during the meet. This position is optional for home meets only. Car required. (1 position, approximate timing of pickup is 5:30pm)

Floater/Sub

Flexible volunteer role that fills in wherever needed during the meet. Must be willing to assist or work in any position. This position is optional for home and away meets. (1 position, approximate hours 5:30 - conclusion of meet)

Kid Pusher

Helps younger swimmers get to Clerk of Course/starting blocks on time and arranges them in the correct lanes. Keeps age groups organized during the meet. There is kid pusher per competition category for all groups 12 & younger. Kid pusher roles for 6 & under girls/boys are restricted to parents with 6 & under swimmers. This position is required for both home and away meets. (8 positions, approximate hours 5:00 - conclusion of meet)

Meet Administrator/Scorer

Enters disqualifications into Meet Maestro and works with opposing team to help verify meet results. Discrepancies are escalated to the TSA Reps. This is a computer-based role (computer provided). Minimal training is required prior to the start of the meet (5-10 minutes). This position is required for home & away meets. (1-2 positions, approximate hours 5:00 - conclusion of meet)

Meet Set Up/Meet Clean Up

• Meet Set Up: Helps prepare the pool deck before home meets, including tents, chairs, tables, lane ropes, and equipment. Some lifting and manual labor required. Must arrive by 4:00 PM on meet day. This position is required for home meets only. (2-3 positions, approximate hours 4:00 - 5:30)
• Meet Clean Up: Restores the pool deck to normal after the meet by removing tents, equipment, resetting chairs, and disposing of trash. Some lifting and manual labor required. Arrive by 8:30 PM. This position is required for home meets only. (2 positions, approximate hours 8:30 - 9:30 PM)
• Day-of Event Signage: Places meet signage around the neighborhood and pool area on meet mornings and takes signage down at the conclusion of the meet. This position is optional for home meets only. Signage should be placed by 9am and taken down no later than 9am the following morning. (1 position)

Order of Finish Judge

Records the official order of finish for all Main Events. This position is optional for the 2026 season for both home and away meets, depending on the timing systems. (1 position, approximate hours 5:30 - conclusion of meet)

Photographer

Takes photos during meets to share with the team and use for the end-of-season party and team website. Upload photos to share with the team. Must provide own professional grade camera. This position is required for home meets, optional for away meets. (1 position, approximate timing 5:00 - sunset)

Ribbons

• Ribbon Delivery (On-Deck): Hands participation and heat winner ribbons to swimmers 10 & under as they exit the pool after exhibition heats. This position is required for home meets only (2 positions, approximate hours 6:15 - 8:30, ribbons are awarded for individual events, not relays)
• Ribbon Writer: Places labels on ribbons for Main Event swimmers after results are finalized. Position is located inside the clubhouse (air conditioning!). Position is required for home meets only. (1-2 positions, approximate hours 5:45 - conclusion of meet)

Runner

Collects timing sheets, DQ slips, and paperwork from officials and delivers them to the Meet Administrator. Runs errands on deck as needed for the Meet Manager. This is an active position that requires a lot of walking. This position is required for home meets, and optional for away meets. (1 position, approximate hours 5:30 - conclusion of the meet

Starter

Starts each race and ensures swimmers are properly set before the start. Training is available through TSA Mega Clinics but is not required. This position is required for home meets. (1 position, approximate hours 5:30 - conclusion of meet)

Stroke & Turn Judge

Ensures swimmers in Main Events are swimming strokes legally according to TSA rules and records any disqualifications. This position requires certification through the TSA Stroke & Turn Clinic or current USA Swimming credentials. Signup is restricted to members who have the appropriate credentials. This position is required for home and away meets. Position has been filled for the 2026 season. (1 position, approximate hours 5:45 - conclusion of meet)

Timer

• Timer: Times swimmers in a single lane using stopwatches and/or electronic timing equipment. Most pools use electronic timing. Must attend timer meeting, which usually begins around 5:40-5:45. This position is required for home and away meets (6 positions, approximate hours 5:30 - conclusion of meet)
• Relief Timer: Provides breaks for timers or fills in if a timer is absent. Must attend timer meeting, which usually begins around 5:40-5:45. This position is optional for home meets only (1 position, approximate hours 5:30 - conclusion of meet)

Timing Coordinator

Operates the electronic timing system during home meets and helps ensure race times are recorded correctly. This position is required for home meets only. (1 position, approximate hours 5:00 - conclusion of meet) 

TSA Representative

Board-designated role responsible for helping ensure TSA rules are followed during the meet and resolving any disputes with the opposing team’s TSA Representative. This role is restricted to TSA reps who have been approved by the league. This position is required for home and away meets. Position has been filled for the 2026 season. (1 position, approximate hours 5:00 - conclusion of meet)

The following positions are not required for the mock meet: 

• Order of Finish Judge
• Ribbon Writer
• Ribbon Delivery (On-Deck)
• Hospitatlity
• Day-of Event Signage

The following positions require additional roles for the mock meet: 

• Timer (12 positions)
• Stroke & Turn Judge (2 positions)

We often need help outside of the regular Tuesday meets. The following positions are optional volunteer opportunities that may be added based on team size and season needs to help support the board throughout the summer.