Oak Valley Orcas

We will have a mock meet before the season starts where parents can watch their swimmers and new swimmers and supporters can see how meets run during the season.  

Here you find basic information regarding a meet day!

• Swimmer and volunteer check in procedure
• What to bring (and what not to bring)
• How to read a heat sheet and marking events (in FAQ)
• Order of events (in FAQ)
• Getting swimmers to clerk of course and staging
• Volunteer duties, timing basics
• How to use the Dolphin stopwatch

Swimmer and Volunteer Check-in

All volunteers and swimmers should expect to arrive to meets by 4:30PM.  

Upon arrival to the meet, swimmers should check in with their coaches and be available for briefing and warm ups.   

Volunteers will report to Volunteer Coordinator, meet with the meet officials (Referee and Starter) to receive their assignments.  Referee and Starter will call a Stroke and Turn officials and Timers meeting generally during the warm up time to assign lanes and provide briefing.    

What to Bring to Swim Meets

• Swimsuit - solid black OR Team Suit
• Swim cap - Orcas or solid black
• Goggles - any type/color
• Towels
• Sharpies (to mark events)
• Sunscreen
• Water/hydration fluids
• Lawn/camping chairs
• Cash for snacks/sunset slushies
• Positive attitude and a WHOLE LOT of team spirit!

Heat Sheet Basics

Heat sheets are listed in order of  Event, Heat, and Lane, with swimmers name next to the lane.  

Please see FAQ for marking swimmers based on this information. 

Order of Events

See FAQ

Clerk of Course and Swimmer Staging

Under 10 should report to clerk of course 3 heats prior to their race.  Older swimmers should report to staging area at least 3 heats prior to their ace on their own.  

Staging area will be set by the meet officials, they will line up in order of events and assigned lanes.  This is not a place for parents and supporters to visit and gather.  Please cheer them on from the spectator area until their race has completed. 

Volunteer Duties 

*Each family is required to volunteer for at least 3 sessions throughout the season (Mock meet does not suffice the obligation).

• Clerk of course - Responsible for gathering the swimmers for assigned age group, lining them up for their events in the staging area.  Recommended for seasoned parents.  Parents new to the summer swim scent may want to shadow a seasoned COC to get a hang of it as it can be rather chaotic at times.  (Need two to three each half)
• Timers - One timer per lane from each team.  Record times and provide them to runners.  (Need 7 timers including head timer per each half)
• Runners - Collects time sheets and DQ slips and deliver them to the scorers table and the meet referee, respectively.  (Need one each half, home meets only)
• Stroke and turn judge - Stroke Judges observe the assigned jurisdiction of the race and call infractions and fills out DQ slips and provide them to the runner. (Need two each half; must be trained through Stroke Judge Clinic) 
• Referee - the one in charge of the meet.  Reviews all DQ slips, in conjunction with Starter paces the meet.  (Need one each half at home meets; must go through Referee/Starter Clinic after serving as S&T judge for at least 2 seasons)
• Starter - along with the Referee runs the meet and ensures the meet runs smoothly and efficiently.  Responsible for "take your mark" and signaling the horn, and calling back heats for false starts.  (Need one each half at home meets; must go through Referee/Starter Clinic after serving as S&T judge for at least 2 seasons)
• Scorer - work with Referee/Starter to keep track of the meet and inputs data into meet management system.  The league will be working with a new meet management system, Meet Maestro, so anyone who is willing to learn alongside our seasoned scorers are welcomed! (Need one each half)
• Concessions - Responsible for attending the concession window/table and collect money or CC transactions.  This is a great service hours opportunity for older siblings who are not participating in the league and need volunteer hours.  (Need at least 2 each half)

Timing Basics and Dolphin Watches

Operating the stopwatch: 

• Timer will automatically start when the starter starts the race
• Either right or left stop button can be used to stop the time when the swimmer touches the wall
• If you accidentally stopped the time by pressing the button, simply press it again, and the time will catch up to synch with other watches
• Starter/time keeper will press reset to record the time and get the watches ready for the next race, you do not have to do anything to it
• If you do not have a swimmer in your lane, simply do not touch the timer, and let the watch reset without stopping the time