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Volunteer Chair Descriptions

  • Volunteer Coordinator
    • Sets up all volunteer shifts on Signup.com (entire season’s meets and social activities). Is in charge of coordinating all volunteer jobs, making sure that all jobs are filled, that those signed up are confirmed to work, verifies that anyone not able to fill the job they sign up for finds a replacement to work their shift, and tracks each family's job completion. Checks in all volunteers at each meet, and makes sure volunteers understand their job, and work their shift that day. The morning of home meets places “home” and “away” signs on timing and recording chairs. Notifies Event Chairs of their volunteers and any changes made to their event volunteers. 
  • Dance Coordinator 
    • This role will be responsible for all aspects of organizing and producing the annual Piranha Dance. This is one of the funniest nights of the year for our swimmers. The evening includes a pizza dinner with drinks and snacks. Followed by a fun dance with a DJ that is hired. The role of Dance Coordinator will include the following responsibilities:

      1. Working with the coordinators to set the dance date

      2. Secure the DJ

      3. Coordinate the dance order form, including sending to swim families and having copies at the desk

      4.Collect order forms and keep an excel spreadsheet of orders and number of attendees.

      5. Collect and tally money, and coordinate deliver of the funds to the Treasurer, as well as obtain any checks needed for items purchased or fees to be paid

      6. Hire a lifeguard to be on duty during dance- no swimming is allowed

      7. Order food for dance (ie pizza, drinks, snacks, etc)

      8. Coordinate pick up of any food ordered

      9. Purchase decorations for the dance- arrive early on day of dance to decorate

      10. Work with volunteer coordinator to ensure enough help of the evening

      11. On night of dance act as lead and coordinate with parent volunteers on their responsibilities at dance

  • Bingo Coordinator
    • This role will be responsible for all aspects of organizing and producing the Piranha Bingo Night The event includes a day or evening of fun with family and friends. The role of Bingo Coordinator will include the following responsibilities:

      1.Working with the coordinators to set the date

      2.Coordinate the bingo order form, including sending to all Pinehurst email lists

      3.Collect order forms and keep an excel spreadsheet of orders and number of attendees

      4.Collect and tally money, and coordinate deliver of the funds to the Treasurer, as well as obtain any checks needed for items purchased or fees to be paid

      5.Work with treasure and parent reps to determine budget for prizes

      6.Purchase prizes, bingo cards, food, etc (based on what will be served)

      7.Hire a lifeguard to be on duty during bingo- no swimming is allowed

      8.Work with volunteer coordinator to ensure enough help of the evening

      9.Organize pick up of any food needed for event

      10.On day of bingo act as lead and coordinate with parent volunteers on their responsibilities at bingo

  • Awards Night Coordinator 
    • This role will be responsible for all aspects of organizing and producing the Awards Night. The evening includes a catered dinner, awards ceremony, dessert, swimming and slide show presentation. The role of Awards Night Coordinator will include the following responsibilities:

      1.Working with the coordinators to set date

      2.Work with parent reps to select catering company for event- secure catering company, food selection

      3.Order table and chairs from Wilsons

      4.Coordinate the order form (team covers costs for swimmers meals)

      5.Collect order forms and keep an excel spreadsheet of orders and number of attendees.

      6.Collect and tally money, and coordinate deliver of the funds to the Treasurer, as well as obtain any checks needed for items purchased or fees to be paid

      7.Hire a lifeguard to be on duty during swimming

      8.Order cakes for dessert

      9.Work with Cabana event coordinators to get screen for slide show

      10.Be on site for set up of event- tables, chairs, tents, table clothes, awards tables

      11.Work with volunteer coordinator to ensure enough help of the evening

      12.Be the lead on the night of the event to work with volunteers on roles and responsibilities

  • Logo Clothing Coordinator 
    •  This role will be responsible for all aspects of organizing, ordering and delivering the logo clothing. The role of Logo Clothing Coordinator will include the following responsibilities:

      1.Working with the coordinators to set the date for sales

      2.Based on previous years’ orders determine top sellers

      3.Work with Shock n Awe to verify pricing and availability of items

      4.Update clothing order form

      5.Be responsible to display samples at pool during set hours. Help parents with sizing and filling out forms. But clothing away each night and set up the following day.

      6.Collect order forms and keep an excel spreadsheet of orders

      7.Collect and tally money, and coordinate deliver of the funds to the Treasurer, as well as obtain any checks needed for items purchased or fees to be paid

      8.Place order with Shock n Awe

      9.Once order arrives, work with volunteer to separate and organize orders

      10.Set dates for pick up at the pool

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