Volunteering

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At the BC Aquasonics, every family is responsible for providing a number of volunteer hours to the Club. This is called our “Family Commitment Plan.” Each family pays a deposit equal to $10 per hour of volunteer time and this is refunded at the end of the season based on the hours worked during the year.

Lots of help is needed! We have enough jobs to go around – see below for the openings this season. (Please note that swim suit bedazzling, sleepover hosting, and chaperoning are not part of the volunteer program.)

We also understand if you cannot volunteer – in that case you can just buy out your volunteer time at a rate of $10 per hour required.

For more information, contact Christine.

Commitment for 2019-20:

  • Junior Team – 50 hours / $500
  • 13-15 NS Team – 45 hours / $450
  • 13-15 PS Team – 35 hours / $350
  • 11-12 PS Teams – 20 hours / $200
  • Advanced Rec Teams – 4 hours / $40
  • Intermediate Rec Teams – 3 hours / $30

 

Volunteer Opportunities

Please consider taking on one of the following positions this year:

The Family Commitment Plan Coordinator provides meet details to BCAQ families, assists volunteers with issues that may arise, and tracks hours completed..

The Family Commitment Program Coordinator organizes the Club’s Volunteers.

Responsibilities

• Email BCAQ families with meet sign up link for volunteer positions for each competition
• Maintains a record of filled positions and contact information
• Tracks volunteer hours of members
• Issue statements of FCP totals to members in January and the end of the season
• Assists volunteers to solve issues that arise

Anticipated Hours:         30

Reports To:                        Vice President

For athletes in National Stream (NS), there will be 2 parents assigned to each NS team to chaperone for the out of town competitions.

Responsibilities:

• Provide supervision of athletes during travel to meets
• Provide transportation to athletes and coaches while away at meet
• Organize all meals/snacks for team while at meet
• Organize team building activities and excursions during the meet
• Provide support and help to athletes while away

Anticipated Hours:         10 for weekend, 30 for week

Report To:                          Team Coach

The Equipment Manager assists coaches with sound and video equipment issues, coordinates repairs and purchasing of new equipment, and maintains an inventory of equipment for insurance.

The Equipment Manager works with the Head Coach to ensure we have the necessary sound and video equipment in good working order.

Responsibilities:

• Research and recommend the purchase of new sound, video and other related equipment as needed
• Provides equipment information regarding equipment needs and specific product details to the VP of Finance in order to assist in the completion of grant applications.
• Maintain the sound, video and other related equipment or coordinate technicians to service equipment as needed
• Maintain equipment inventory list for each pool for insurance purposes

Special Skills Needed:  AV technical expertise

Anticipated Hours:         15 hours

Report To:                          Head Coach and informs VP Finance

Every team has a Team Parent who distributes information, assists the wardrobe coordinator with fittings, coordinates team activities, helps coordinate competition suit bedazzling, distributes fundraising materials, assists with meet volunteer recruitment, and other activities as determined with the coach.

Maximum: 10 hours per Team Parent.

Team Parents assist the Coach and the Executive with team communication, social activities, and other activities.

Responsibilities

• Distribute pertinent information to athletes and parents via email and/or phone
• Notify schools of Team competition results
• Coordinate team food donations for Club hosted meets
• Organize distribution of the team competition suit decorations and headpieces
• Assist with volunteer recruitment for meets
• Coordinate two team bonding activities during the season
• Distribute and collect Synchro BC raffle tickets to each family
• Assist parents with making carpool connections
• Contact team members with emergency information as necessary
• Distribute fundraising information and product
• Other responsibilities may be requested by the Coach or Executive

Hours:                                  10 hours

Report To:                          Team Coach

OFFICIALS – Judge and Referee training courses are offered by Synchro BC. Once trained, judges and referees can earn their volunteer hours at the BC Aquasonics by judging or refereeing at meets. Officials are essential to our sport.

HOSPITALITY COORDINATOR & ASSISTANT – BC Aquasonics will be a host Club for 1-2 meets/year. At these hosted meets, the Hospitality Coordinators are responsible for coordinating the officials’ hospitality room including food, beverages, decor, and security.

The Hospitality Coordinator organizes meals, beverages, décor and security for the officials’ hospitality during meets. We will be responsible for hosting 1 meet this year.

Responsibilities

• Organize a meal plan and assign teams to provide food for each meal
• Coordinate food budget
• Purchase food, beverages, plates, napkins, cutlery as needed Set-up the room and provide some simple decor
• Solicits donations from community sources for additional food or beverage donations
• Works with Meet Manager to coordinate volunteers to tend to judges’ room at all times during the meet

Anticipated Hours:         20 hours

Report To:                          Vice President

MEET VOLUNTEERS – At local meets, there are many different volunteer opportunities including scoring, assisting with hospitality, running the video camera, announcing, timing. All the jobs are necessary to run a meet successfully but they are all easy to do! Sign-up occurs online through Synchro BC prior to each meet. FCP coordinator will send out the link for volunteer meet sign up prior to each competition.

At local meets, there are many different volunteer opportunities to help run a successful meet. Sign-up occurs online through Synchro BC prior to each meet.

• Setup – Set up tables for scoring, judges chairs, etc
• Announcer – Make any and all announcements, including introducing competitors and scores (script is supplied by Synchro BC)
• Scoring – Record figure scores announced by referees
• Timers – Time and record the times of all routines
• Video – Video tapes all routines where there are required elements for Synchro BC
• Runners – Collect score chits from judges after each routine and deliver them to the computer assistant
• Clean‐up

Anticipated Hours:         Variable

Report To:                          Meet Manager/Chief Referee

FUNDRAISING COORDINATOR – the Fundraising Coordinator plans a fundraising program for families to participate in, coordinates volunteers to organize fundraisers, assists volunteers to successfully implement their project, and tracks all funds raised for each activity.

The Fundraising Coordinator plans and oversees a fundraising program for families to participate in

Responsibilities:

• Develop a fundraising plan for the year
• Source out and develop new fundraising activities for the club
• Coordinate and support other volunteers to organize each fundraiser, assisting them to successfully implement their project
• Assist with securing donations for Club events
• Record keeping of all funds raised and the allocation of funds to each family
• Promotion of fundraising activities via email, the website, Facebook, and team parents
• Report results to Executive Committee

Anticipated Hours:         20 to 30

Report To:                          Vice President

SWIM-A-THON COORDINATOR – the Swim-a-thon Coordinator coordinates logistics, volunteers, marketing, and online fundraising for a swim-a-thon fundraising event.

OTHER FUNDRAISING ACTIVITIES – if you are interested in coordinating a fundraising activity for the Club, please contact a member of the Club Executive. In the past we have sold gift cards, Purdy’s Chocolates, poinsettias, and Panago Pizza coupons, worked at golf tournaments and held car washes.

SPONSORSHIP COORDINATOR – researches and secures corporate sponsorship for the Club in return for marketing and promotion opportunities.

The Sponsorship Coordinator is responsible for researching and securing sponsorship as well as ensuring the Club fulfills the marketing rights promised.

Responsibilities:

• Research and locate opportunities for sponsorship
• Update the sponsorship kit
• Arrange meetings with potential sponsors
• Complete appropriate applications for sponsorship
• Develop sponsorship agreements with sponsors
• Organize the fulfillment of marketing rights provided to the sponsor

Special Skills Needed: Marketing and Sales

Anticipated Hours: up to 50 hours

Report To:  President

The Media Coordinator writes and submits press releases and photos to local media following all meets and significant announcements in the Club, as well as notifies schools of athlete achievements.

The Media Coordinator writes and distributes press releases to local media and notifies schools of athlete achievements.

Responsibilities:

• Maintain a contact list of local media outlets
• Write and distribute press releases
• Maintain a contact list of athlete schools and key contacts at each school
• Notify schools of athlete results by email
• Monitor newspapers for media exposure
• Update website/social media with newspaper articles
• Must be available to write and distribute press releases and school announcements within 48 hours of each meet

Special Skills Needed: Writing, Public Relations
Job Sharing: This position could be shared between two volunteers

Anticipated Hours:  up to 30 hours

Report To:  President

The Social Media Coordinator writes and distributes stories to highlight key events and our athletes achievements across all relevant social media platforms with a goal to keep our club members better informed and to increase our club enrollment.

Responsibilities:

• Manage and promote our activities and expand our reach on our social media platforms such as Facebook and Instagram.
• Create a social media campaign to promote BCAQ and showcase our athletic programs.
• Keep our club members connected.
• Produce social media communication pieces so that people are more informed and become more engaged with the club.
• Gather photos, stories and information from team parents, athletes and coaches to highlight on social media.
• Respond to any positive or negative comments and provide information on inquiries and forward questions to BCAQ board members for a proper response.

Special Skills Needed: Writing and Social Platforms

Anticipated Hours:  up to 30 hours

Report To: President

Ensures that the BCAQ website is up to date from a content perspective and also from a software and security perspective.

Responsibilities:

• Upload new information to website, ie. newsletters, event summary’s etc
• works closely with the Board and club liaisons and coordinators to ensure accurate, complete and timely communication of club information to club members
• Keep website up-to-date with information each season
• Ensure functionality and usability of the website
• Keep BCAQ store up to date

Special Skills Needed:  Experience with WordPress CMS and Photoshop

Anticipated Hours:  25 hours

Report To:  President

Research hotel and flights for PS and NS out-of-town competitions for teams.

Responsibilities:

• Responsible for arranging  travel, including, but not limited to flights, accommodations, car rentals, etc. for out of town travel.
• Contact hotels for rates and ensure proper facilities for teams.
• Works closely with team coaches to understand required travel arrangements.
• Communicates regularly with team parents to ensure they are clear on travel arrangement and any requirement actions.
• Works closely with Team Parent(s) to ensure all communication and clear.
• Ensures that travel waivers are signed by each athlete.

Anticipated Hours: 20 hours

Report To:  Club Administrator

Manages wardrobe inventory and ordering of club gear.

Responsibilities:

• Sizing and ordering of club swimsuit, jacket, t-shirt etc.
• Manage orders made through the BCAQ store online.
• Manage delivery of items to athletes.
• Manage inventory of club gear.
• Promotes wardrobe with parents and athletes and attends key events such as the “Welcome Meeting” at the start of the season.
• Works closely with Club Head Coach.

Anticipated Hours: 40 hours

Report To: President & Club Administrator

CHRISTMAS PARTY – The Christmas Party Coordinators organize the venue, meal, activities and promotion of our Annual Christmas Party.

The Christmas Party Coordinator organizes the annual Christmas party.

Responsibilities:

  • Arranging for an appropriate venue and date
  • Coordinating food, activities and décor
  • Promotion of the event to athletes and parents
  • Coordination of volunteers to help at the party
  • Connect with past coordinators to learn about challenges

Job Sharing:                      This position can be shared between 2 people

Anticipated Hours:         20

Report To:                          Vice President

WATERSHOW – The Watershow Coordinator organizes the admissions table, signage, volunteers, a printed program, and fundraising activities at the annual Watershow in April.

The Watershow Coordinator organizes the “out of water” components of the annual Watershow in April.

Responsibilities:

  • Organize an admissions table to collect payment at the door
  • Create signage for the admissions area
  • Organize volunteer to help at admissions table and other activities
  • Create a printed program to hand out to guests
  • Organize a fundraising activity or two to raise funds at the event (raffle, auction, etc)
  • Set-up and take down of equipment

Anticipated Hours:         15 hours

Report To:                          Vice President

OTHER EVENTS –  New ideas for Club wide events are welcome. If you would like to organize an activity, please discuss with a member of the Club Executive.

Filled Volunteer Positions

  • President
  • Vice President
  • Vice President Finance
  • Board Directors (3)
  • Wardrobe Managers (2)
  • Website Manager
  • Travel Coordinator
  • Family Commitment Plan Coordinator