As you know, all Hanarry West Swim Team families are required to work 3 volunteer shifts at a swim meet and 1 non-meet volunteer shift this season. If you have questions about these roles, there is LOTS of information on our website. We are also so thankful and excited that Maggie Hammond is stepping into the role of Volunteer Coordinator this season.

Please read this email thoroughly as we are doing sign-ups differently this year:

You will log in to your SwimTopia account and sign up for your 4 shifts. The sign-ups will open this Thursday, May 16 at 8 p.m. Please be patient and flexible as our new team leadership works through this new system.

SwimTopia provides step-by-step instructions on how to sign up for volunteer shifts and RSVP your swimmer for meets:

https://help.swimtopia.com/hc/en-us/articles/200783598-Meet-Job-and-Athlete-Sign-up-for-Parents

IMPORTANT DEADLINES:

Thursday, May 16 at 8 p.m.

Volunteer sign-ups open for all 5 swim meets, Fun Friday, 50th Anniversary Party and County Meet. Each family should sign up for 3 meet shifts (pre-meet, meet, post-meet) and 1 non-meet shift. (If your family has already helped at one of the two pool workdays or helped sort spiritwear, then your non-meet shift has been completed for the season.)

Tuesday May 21 at 8 p.m.

Deadline to sign up for your 3 meet volunteer shifts. Please take this deadline and the team’s request for your time seriously. Our team is run and led by volunteer parents, who ended up working even more hours when instructions aren’t followed.

Sunday at 8 p.m. before each swim meet

Volunteer shifts will be locked for the week and you will not be able to make changes. If you do need to reschedule your shift after the Sunday deadline, you’ll need to 1) Find a person to replace you 2) email the name of that person to [email protected]

On the day of a swim meet

If you are scheduled to volunteer at a swim meet, PLEASE BE ON TIME. As soon as you arrive, find the HW Volunteer Check-in table and sign in. You’ll receive any specific instructions for the day. If you are unfamiliar with the role you will be volunteering in, you will be directed to someone who can help equip you.

If an emergency arises the day of the meet and you will be late or unable to make it, contact Volunteer Coordinator Maggie Hammond by text: 770-490-0151.

REMINDERS:

• A family’s 4 shifts can be split between both parents. The same person doesn’t have to work all the shifts.
• If you will only be able to attend a limited number of meets, your family can sign up to work multiple volunteer shifts at the same meet – as long as they don’t overlap. (For example, work set-up and second half timer.)
• You can sign up for any role you feel you are a good fit for EXCEPT roles that require training (Starter, Stroke & Turn Judges, Computer).
• Volunteer shifts are first-come first-serve, so if you feel strongly about working a certain shift, meet, and position then log on at 8 p.m. on Thursday.
• As a courtesy, families with older swimmers are asked to sign up for second half shifts so that families with younger swimmers (that typically swim earlier) can sign up for first half shifts.
• If there are certain challenges (physical limitations, childcare, etc) that limit your family’s ability to sign up for certain shifts/roles, please reach out this week to our Volunteer Coordinator Maggie Hammond at [email protected]