LOUDOUN VALLEY II VIPERFISH

Board & Executive Leadership

• Team President
  • Description: Serves as the executive head of the swim team organization. Oversees all operations, coordinates with the HOA, leads board and parent meetings, manages overall team communications, and serves as the primary liaison between the coaching staff and the board.
• Vice President
  • Description: Supports the President in managing team operations, steps in to lead in the President's absence, and often spearheads special committees, major team events, or specific logistical projects throughout the season.
• Treasurer
  • Description: Manages the team’s finances, budgets, and bank accounts. Responsibilities include tracking registration income, processing invoices (such as league dues and equipment purchases), collecting penalty or no-show fees, and providing financial reports to the board.
• Secretary
  • Description: Responsible for maintaining accurate administrative records for the team. This includes recording and distributing minutes for all board meetings, managing team archives, and assisting with official correspondence and roster tracking.

Administrative & Logistics Coordinators

• Volunteer Coordinator
  • Description: Oversees the planning, assignment, and enforcement of all team volunteer commitments. Responsibilities include setting up shifts in SwimTopia, managing check-ins on meet days, filling last-minute vacancies, and tracking and enforcing the mandatory no-show policy.
• Team Representative (Team Rep)
  • Description: Serves as the official liaison between the swim team and the summer swim league. Attends all league meetings, ensures the team remains compliant with league bylaws, coordinates meet logistics with opposing teams' reps, and handles any official disputes or protests.
• Meet Manager
  • Description: Oversees the technical and digital setup for all home swim meets. Responsibilities include managing the SwimTopia meet software, building the meet file, coordinating entry exchanges with opposing teams, and ensuring the data entry table runs flawlessly on meet day.
• Relay Coordinator
  • Description: Works closely with the coaching staff to organize, verify, and manage all relay teams. Ensures that relay swimmers are grouped correctly, are present on the deck, and are lined up in the proper order before their events begin.

Technical & Event Coordinators

• Computer Operator
  • Description: Primarily a seated role. Works directly alongside the Meet Manager and Data Entry team at the scoring table. Responsibilities include running the meet management software (SwimTopia), importing electronic times from the timing system, generating official score sheets, and troubleshooting any technical or timing issues during the meet.
• Fundraising Coordinator
  • Description: Plans, organizes, and executes all team fundraising initiatives and sponsorship programs. Responsibilities include reaching out to local businesses for team sponsorships, coordinating restaurant "spirit nights," and organizing specialized fundraisers to help generate extra revenue for team equipment, events, and apparel.
• Social Coordinator
  • Description: Plans and oversees all non-competitive team social events and community activities. Responsibilities include managing the logistics, volunteers, and catering for major team gatherings—such as the end-of-season banquet, Friday night team pep rallies, the team BBQ, and recurring "Donut Day" celebrations.

Deck Officials & Head Roles

• Officials (Stroke & Turn, Starter, Referee)
  • Description: Requires standing on the pool deck for the entire meet. Certified volunteers who enforce the league's competitive swimming rules. Stroke & Turn Judges ensure swimmers use legal techniques, the Starter controls the beginning of each race, and the Meet Referee acts as the ultimate authority on the deck to ensure a fair and lawful competition.
• Head Clerk of Course
  • Description: Requires standing and walking for the duration of the meet. Oversees the entire staging area. The Head Clerk organizes all swimmers into their designated heats and lanes according to the official meet sheet, manages scratches, and coordinates the flow of athletes toward the starting blocks.
• Head Ribbon Writer
  • Description: Oversees the entire ribbon-processing operation. Responsible for managing the ribbon writers, ensuring official time labels are placed accurately, and organizing the completed ribbons into the team filing boxes. Coordinates the pickup and safe return of the physical ribbon files to the pool for practices.

Pre-Meet & Post-Meet Roles

• Meet Set-Up
  • Description: Requires physical labor, lifting, and standing. Volunteers are responsible for arriving early to set up tents, tables, chairs, timing systems, lane lines, and signage around the pool deck to ensure the facility is ready before the visiting team and officials arrive.
• Meet Clean-Up
  • Description: Requires physical labor, lifting, and walking. Volunteers stay after the conclusion of the meet to break down tents, stack chairs, store pool equipment, and clear the pool deck of any trash, leaving the facility clean and restored.

Meet Operations & Athlete Management

• Assistant Clerk of Course
  • Description: Requires standing and walking for the duration of the shift. Volunteers assist the Clerk of Course in organizing, staging, and lining up the swimmers into their correct heats and lanes before sending them to the blocks. Good organizational skills and a loud speaking voice are helpful.
• Marshall
  • Description: Requires standing and walking for the entire meet. Marshals monitor the pool deck, spectator areas, and restricted spaces to maintain safety, enforce team/HOA rules, and ensure crowd control.
• Water Distributor
  • Description: Requires standing, walking, and heavy lifting/pulling. Volunteers are responsible for moving heavy beverage coolers around the pool deck to distribute water, Gatorade, and refreshments to coaches, officials, and volunteers throughout the meet.
• Pool Deck Steward (Deck Cleanliness Volunteer)
  • Description: Requires constant walking and standing throughout the meet. This volunteer monitors the active pool deck and spectator areas while the meet is underway to keep the facility clean and safe. Responsibilities include routinely emptying overflowing trash cans, picking up stray water bottles or trash, and ensuring walkways remain clear of clutter so that swimmers, coaches, and officials can move safely.

Timing & Officiating Support

• Head Timer
  • Description: Requires standing for the entire meet. The Head Timer oversees all lane timers, runs backup stopwatches in case a lane timer's watch fails, and ensures the timing staff is attentive, in place, and ready before each heat begins.
• Relief Time
  • Description: Requires standing for the entire meet. The Relief Timer plays a crucial role in ensuring the swim meet runs smoothly and stays on schedule. This volunteer provides essential backup and temporary breaks for the lane timers, ensuring that every swimmer’s time is accurately captured without interruption. It’s a great, active role that keeps you right next to the action on the deck!
• Timer
  • Description: Requires standing for the entire meet. Timers operate stopwatches to record accurate race times for the swimmers in their designated lane. Please note: Timers must remain standing and are strictly prohibited from sitting in the swimmer chairs behind the blocks, as this causes confusion for the athletes.
• Timesheet Runner
  • Description: Requires constant walking and standing for the duration of the meet. Runners must quickly collect the completed physical time sheets from the lane timers after each event and deliver them directly to the data entry table.

Administrative & Scoring Roles

• Data Entry
  • Description: Primarily a seated role. Volunteers work at the computer desk to accurately input official swimmer times and scores into the meet management software (SwimTopia) as the sheets are delivered. Attention to detail and comfort with computers are required.
• DQ Slip Runner
  • Description: Requires constant walking and standing. The runner monitors the stroke and turn officials on the pool deck, collects signed Disqualification (DQ) slips as infractions occur, and immediately delivers them to the referee and the data entry table.

Awards & Hospitality

• Heat Ribbon Distributor
  • Description: Requires standing and a significant amount of walking. The distributor stands near the finish end of the pool during junior events to immediately hand out prize ribbons to the individual winners of each heat.
• Ribbon Writer
  • Description: Primarily a seated role. Volunteers place printed official time labels onto the backs of achievement and place ribbons, organizing them correctly into the team filing boxes by the swimmers' names. Note: If ribbons are not completed by the end of the meet, you are required to take the ribbon files home to finish them and return them by 7:30 AM to the next practice.
• Concessions
  • Description: Requires standing for the duration of the shift. Volunteers assist with preparing, selling, and serving food and drinks to spectators and swimmers. Responsibilities may include operating cash/digital registers, restocking items, or assisting the Grill Master.
• Relief
  • Description: Requires standing and flexibility. Relief volunteers act as floating substitutes. You will rotate through various roles (such as timing or concessions) to give permanent volunteers short bathroom or rest breaks. You must remain nearby and ready to jump in where needed.