Helping at a swimming gala

Where to start at Burntwood

For now, speak to your team coach and say you would like to help at competitions. The coach currently organises the paper details and Swim England membership. A Google Form and volunteer coordinator are ideas for the future — not yet in operation.

Which role suits you?

Competition support helper. Works alongside the nominated lead. Typical tasks include checking race programmes, helping swimmers find their next race and passing messages to the coach.

Team Manager (TM). Has an agreed responsibility for a group of swimmers: supervision, welfare, attendance, communication and safe handover. Requires the proper training and clearance.

The six steps to getting involved

Offer to help. Tell your team coach you’d like to help at competitions. Explain whether you’re interested in being a Team Manager or a poolside helper, and when you’re available.
Complete club registration and checks. The coach arranges your volunteer details and the correct Swim England membership. The club also confirms any required DBS check, code of conduct and poolside clearance.
Complete Swim England Safeguarding in Aquatics. Team Managers must complete Swim England Safeguarding in Aquatics, a tutor-led webinar booked through the Institute of Swimming. Poolside helpers in DBS-eligible roles also need this training.
Complete Team Manager training. For Burntwood, Team Manager 1 is the only Team Manager course expected; Team Manager 2 is not required for this onboarding. Find courses via Swim England West Midlands — Courses & Workshops. Helpers receive a role briefing.
Order your Burntwood team shirt. Team Managers are provided with a club team shirt. Order yours and Burntwood Swimming Club will reimburse the cost. Ask your team coach where to order it and how to claim reimbursement.
Arrange your supported first gala. Confirm the venue, arrival time, swimmers you’ll support, and your named lead or buddy. The club must confirm your checks, training and poolside access before you take on duties.

Before you accept duties: only work in the role the club has approved. Finishing a course does not replace club clearance, agreed supervision or a supported first session.

What happens at a gala

Before competition day

Get the essentials. Confirm venue and car parking, arrival time, session times, warm-up, which swimmers you support, and the named lead Team Manager.
Understand the plan. Ask how the team shares heats, lane allocations and withdrawals (for example through Swim Manager, event information or a printed programme). Confirm who has parental contact details.
Know your boundaries. Find out the approved supervision plan, meeting point, changing-room arrangements and handover process. Do not create your own arrangements.

Your first session, step by step

Arrive and check in. Meet your lead, collect any required pass, learn where your swimmers sit and locate the first-aid point, toilets, exits and welfare contact.
At warm-up. Follow the coach’s instructions about where swimmers should be, timings and any restrictions. Help the lead keep track of who is present.
As races approach. Check the swimmer’s event number and heat. Give appropriate reminders, guide them towards marshalling when directed and avoid last-minute panic.
During and between swims. Support a calm team area. Know who has gone to the blocks, who has returned and who is expected next. Refer race or performance questions to the coach.
After the final event. Follow the club’s agreed swimmer handover procedure. Tell the lead about any unresolved issue, return equipment or passes, and share feedback.

What is different between meets?

Open meets and championships. Swimmers may compete in different heats across a long day. Pay attention to session changes, event numbers, qualifying arrangements and poolside accreditation.

Leagues and team galas. There may be relays, team selections and last-minute lane or swimmer changes. Listen for instructions from the coach and keep the team together.

Three words you will hear

Heat: one race within an event.
Marshalling: the area where swimmers assemble before their races.
Withdrawal: a swimmer formally removed from a race under the meet’s rules.

Your first-gala reference

Keep this page saved on your phone and ask whenever you are uncertain.

If something unexpected happens

A swimmer cannot be found. Tell the lead Team Manager immediately; follow the agreed missing-child / venue procedure. Do not leave other swimmers unsupervised to search alone.
A swimmer is upset, ill or injured. Keep them supported and alert the lead or coach. Follow the venue first-aid and welfare process; escalate urgent safety concerns straight away.
Someone asks you to take extra swimmers. Check with the lead first. They must keep approved supervision arrangements and ratios appropriate to the event.
A child shares a concern. Listen, stay calm, do not promise secrecy or investigate. Record/report promptly to the club Welfare Officer under Wavepower; immediate danger requires emergency action.
You cannot attend at short notice. Contact the lead as soon as possible. The club must confirm that replacement supervision and event access are arranged.

First competition checklist

My volunteer clearance confirmed
Lead Team Manager / buddy named
Supervision and handover plan known
Welfare / first-aid point identified
Venue, arrival time and pass agreed
Swimmer list and timetable accessible
Water, food and suitable footwear
Who to contact if delayed

Good habits that make a difference

Stay visible and communicate. Agree who you are responsible for; keep a running sense of who is racing and who is back. Support swimmers without making coaching decisions. Ask rather than guessing, and finish with a handover or short debrief.

Burntwood contacts

Lead Team Manager / coordinator: to be confirmed by the club
Welfare Officer: to be confirmed by the club

Ask your team coach for the right contact until these are confirmed.