Important information regarding Neely Farm Swim Team

June 29th

As many of you know, this is Maureen McIvor’s final summer running the swim team. What you may not know is how much work and preparation actually go into the running of the Neely Farm swim team.

The swim team is a wonderful institution for our children and our neighborhood and I am confident that our neighborhood families will step up and help the swim team move forward in Maureen’s absence. In order to help make the job doable for parents to participate, Maureen and I have divided the roles and responsibilities into 5 categories:

For each of the below categories, we need 2 volunteers. This will provide flexibility for the new “Board Members” in the case of vacations, etc.

· Sponsorship and Registration

· Operational

· Concessions and Team Party

· Financials

· Coach/Team coaches

Sponsorship and Registration (April – June 1^st)

· Attract sponsors:

Collect sponsorship monies

Write thank you letters to sponsors

Swimmer sponsor thank-you's

Promote, advertise and grow swim team membership

· Communicate and manage registration process (including medical release forms)
Collect fees from swimmers

· Manage website -- registration, load family and swimmer data, meet information, RSVPs
Coordinate with vendors for swim suit purchases, t-shirts, trophies, team photos

Operational (First Home meet and each additional home meet)

·          Printing for meets:
            Starter sheet
            Meet programs
            Bullpen information
            Judges' recorder/Master recorder paperwork

· Manage Meet set up:

Coordinate with other team reps prior to meets

Put out directional signs in neighborhood,

Close off turn-around, open lower parking lot
Manage starter (parking spot, DQ expectations, get water during meets, pay at the end of the meet)

Educate volunteers on meet responsibilities
Ensure setup of sound system
Provide motivating music during long events/relays
Ensure timely management of meet (monitor computer entries, meet progress, find missing swimmers)
Handle controversies during meets (clarity of roles, weather issues)

Oversee meet volunteers

· Manage meet cleanup:

Put away and secure equipment

Close lower parking lot

Take out trash

Lock doors

Turn off lights and set alarm

Concessions and Team Party (June each home meet and final party)

· Concessions (Home Events)

Purchase necessary supplies for concession stand

Email parents for additional items ie pasta, fruit etc.

Coordinate storage of good pre and po