Tent Parent Responsibilities

Main Duties:

• Keep swimmers organized, calm, and ready for their events.
• Check swimmers in, mark them with their event details, and supervise them during your shift.
• No horseplay or active play is allowed. Electronic devices are permitted, but inappropriate content should be addressed by taking the device and returning it at the end of the meet.
• Arrive 10 minutes before swimmer check-in. Timeliness is crucial.
• Inform us ASAP if you cannot fulfill your tent parent responsibilities.

Preparing Swimmers for the Meet:

Check-In:

• Check in with a Volunteer Coordinator and pick up supplies: a Sharpie, pen/pencil, and a clipboard with the swimmer list and their events.

Attendance:

• Check in swimmers as they arrive. Notify a tent chair if a swimmer is absent.

Warm-Up:

• A coach will take the swimmers for warm-up.

Restroom Procedures:

• For 6 & under and 7/8 swimmers, take them to the restroom in groups. One Tent Parent should supervise the group.
• Older swimmers can use the restroom on their own but encourage the buddy system. They must return to the tent immediately after.

Marking Swimmers:

• Mark swimmers before applying sunscreen. One Tent Parent reads the information, and another writes it on the swimmer’s inner forearm in a grid format with Event, Heat, and Lane columns.

Lining Up for Relays:

• Line up the 1st and 3rd swimmers on the timer side and the 2nd and 4th swimmers on the opposite side. Start lining up 6 & Under swimmers 30 minutes before the meet, and older swimmers 15 minutes before.

Lining Up for Individual Events:

• Periodically check the event number on the display board. Line up swimmers by heat, with the highest lane number first. Lead the swimmers to the ready benches.
  
  

Checking Out Swimmers:

• Swimmers should stay in the tent. If a parent insists their child sit with them, the parent is responsible for returning the swimmer for their event.
• If a swimmer leaves early, they must check out with a Tent Parent. Use the check-in list as the check-out list and verify they have no remaining events.

End of Meet:

• Before the last event, have swimmers clean up the tent and gather their belongings. Do not take down the tent.
• Check out swimmers as they leave. Return all supplies to the Tent Chair.

Heat Sheets:

• Heat sheets list the event, heat, and lane for each swimmer. Follow this link for more details on reading a heat sheet: Heat Sheet Explanation

Heat Sheet Breakdown:

• Event Number: Up to 70 events per meet, divided by stroke, gender, and age group.
• Heat Number: Each event has multiple heats, with 6-8 swimmers per heat.
• Lane Number: Indicates the lane each swimmer is assigned to.

Stay calm and ask for help if needed. Tent chairs and ready bench volunteers are available to assist.