Trailwood Village Gators

Volunteer Guidelines

2026

A meet simply cannot take place without an abundance of volunteers. Our 2026  volunteer requirements are:

• 7 shifts per family throughout the season
• If your swimmer will be swimming in Divisionals, a shift must be worked at this meet
• Volunteer Sign-Ups will open online the Sunday before each meet at 7 pm and close Friday at 8 am.
• Please check in at the volunteer check-in table when arriving at a home meet. There will be a designated tent for away meets.

If you fail to work 7 SHIFTS you will be charged the $500 volunteer fee.

***If you have a swimmer attending a meet, your family must volunteer for at least 1 shift. We ask that if you will be missing a meet to make the shift up at a Home Meets if possible.***

Questions? – Please email Jason Burnett [email protected] 

Procedures for signing up

• On the web home page, to the left, you will see Upcoming Events with all meets listed
• Click on “View All” and that will take you to a Swim Meets Page
• Click on the green “Job Sign-Up” tab next to whichever meet you are wanting to sign up for
• Select “Sign-up for Jobs”. All jobs will be listed and each will have a black info dot you can click on for job descriptions if needed
• Select a shift and then be sure to click “Save Assignments” at the bottom (your name will auto fill).If you do not click, your selection will not be saved.

Deleting a Sign-Up

If you have to delete a session you signed up for, go back to the “sign-up for jobs” page uncheck your job and again be sure to hit “Save Assignments” at the bottom. Also, please send Jason Burnett an email [email protected] or text 281-622-3728 letting him know so that he can make sure it gets filled, especially if it is last minute.

We truly appreciate everyone's understanding and participation this swim season. We are looking forward to a fun & successful one!!

Should you have any questions, please feel free to contact Jason Burnett, Volunteer Coordinator [email protected] or 281-622-3728.

Job Descriptions

BBQ Grill Assistant
** Required: Hat of some kind must be worn at all times while working in grill area ** Assist with lunch prep using combination of NEW XL stand-alone griddle and charcoal grill

Breakfast Taco Prep/Snack Bar Set-up
**Required: Hair must be pulled back and hat/visor must be worn at all times while working in concessions/grill area** Prepare/assemble breakfast tacos on site using NEW XL stand-alone griddle for breakfast prep. Set up snack bar for breakfast.

Computer Helper
Computer helper will help to verify swimmer's times and assist with data entry. Position is required to be in the computer room located in the TWVG Pool Community Room.

Concessions
** Required: Hair must be pulled back and hat/visor must be worn at all times. ** Prepares & serves food/drinks/snow cones

Gator Wrangler
Responsible for getting a designated age group of swimmers (6 & U/7-8) to the ready bench when their event is called

Parking Attendant
Responsible to enforce HOA rule of parking on correct side of the street. Traffic flow must be allowed at all times during meet. Please retrieve the parking signs from the pool house upon arrival to put on streets then monitor parking & traffic until meet commences.

Ready Bench
Round up swimmers as necessary & assist in organizing swimmers on the ready bench by lane/heat.

Runner
Responsible for taking time sheets from scribes to computer room and also for picking up paperwork from computer room and delivering to required personnel within the meet. ** This position requires a lot of walking **

Scribes
This position requires recording times accurately from timers.

Timer
Times swimmer in designated lane and reports to scribe. ** This position requires standing entire shift **

Trash Collection 8:30 - end of meet
This position will require that you periodically check & change bags as needed. Trash bins must be moved to designated area after the meet. Trash bags will be supplied.