Volunteering at the Swim A Mile

There are many positions available!

Shift times:

9 a.m. – 12 p.m.
11:30 a.m. – 3 p.m.
2:30 p.m.– 6 p.m. (includes clean-up—please make sure to stay! Thanks!)

Please check-in at the "Volunteer Check-In" Table near the registration tables outside the pool area. The staff/volunteer at the Volunteer Check-In Table will give you directions and the materials needed for you to carry out your job.

Please call the WCRC Development Coordinator at (510) 601-4040 x105 to set up your shift and position. Thanks!

Volunteer positions:

Food Pick-up

Many local restaurants and businesses have donated gift certificates and food items to the Swim A Mile. Different establishments have different pick-up times beginning Friday, October 5 through Sunday, October 7.

You will be responsible for working with the Swim A Mile Coordinator on scheduling pick-ups and deliveries of food for the Swim A Mile. You must have a driver’s license, a vehicle, and a somewhat flexible schedule.

"Goodie" Table

Ask the swimmer to sign a Release Form (mandatory)
Give swimmer a “goodie bag.”
Give swimmer a Healing Tapestry and point to where they will be decorating it.
Ask swimmer if they are a fast, medium, or slow swimmer. Select the appropriate Speed Card (shark = fast, fish = medium, slow = sea horse) and write the swimmer’s name on it. Tell swimmer to give the Speed Card to the Lane Director once they are bathing suit clad and completely ready to swim.
Ask swimmer to fill out a DJ Card (on the back of the Speed Card) – this is so the DJ knows the information to announce when the Swimmer is done swimming.
Hand swimmer an evaluation form to be filled out later.
Tell swimmer to change into their bathing suit and then report to the Lane Director when they are COMPLETELY ready to swim (with goggles and swim cap in hand)

Greeter

You will greet swimmers as they arrive at the pool and say, "Welcome to the Swim A Mile" and ask “Are you a swimmer or a volunteer?”
If they are a volunteer, please direct them to the volunteer check-in table.
If they are a swimmer, please send them to either of the registration tables.
Some people are volunteering and swimming. They should know which they are doing first and you can direct them accordingly.

Lane Counter

You will have the following materials to deal with:

DJ Card – given to you by the swimmer, you give it to the Lane Counter Captain when your swimmer is close to finishing
Buckslip – in boxes on the pool deck. You will have a new Buckslip for each Swimmer. Write the Swimmer’s name on the Buckslip and then keep track of the Swimmer’s progress – see instructions below.
Certificate – on the back of the Buckslip. You fill out the swimmers name, the amount they swam, the time they swam it in and then and sign your name at the bottom. Give this to the Swimmer.
Three signs - you will have three signs to communicate with the swimmers “Stop”, “Circle Swim!” and “Two Laps Left!” Many swimmers do flip turns and won’t stop after each lap these signs are for those type of swimmers.

As a Lane Counter, you are the Goodwill Ambassadors to the Swimmers – we really want them to enjoy their experience. Having kind, helpful and cheerful Lane Counters is part of that formula. It is also your responsibility to keep track of a swimmer’s completed lengths.
You will count the laps of up to 4 swimmers who are sharing a lane.
You will need to get a fresh Buckslip for each swimmer – the 25 yard lane Buckslips are on white paper and the 20 yard lane Buckslips are on yellow paper. Please write the swimmer’s name legibly on the Buckslip. You will mark the Buckslip each time the swimmer completes two lengths (or one lap).
You will let the swimmers know how they are doing by telling them how far they have swum and how many laps they have left. When the swimmer is two laps from being done you will alert them to this by putting the “TWO LAPS LEFT!” sign into the lane as the swimmer comes toward you.
If two or more swimmers join the lane you will need to tell the swimmers that they will need to circle swim. You can also insert the “Circle Swim” sign into the lane as the swimmer comes toward you. Instructions about how to circle swim are on the back of your clipboard.
If you need your swimmer to stop for any reason insert the “Stop” sign into the lane as the swimmer comes toward you.
When the swimmer is close to finishing call out to the Lane Counter Captain who will pick up the DJ Card for that Swimmer. The Lane Counter Captain will deliver the card to the DJ so the Swimmer’s name, lane and any special information is announced.
Cheer for swimmers when they have completed their swim!
When the swimmer finishes please fill out the Certificate for the Swimmer (on the back of the Buckslip): write the swimmer’s name, the amount they swam (some swimmers don’t finish the full mile), the time they swam it in and sign your name.

Registrar

If they haven’t registered yet, please see the registration list to see if there is room at that time (40 swimmers max per time slot). If so, write their name into that time slot, if not, register them at a different time and tell them to come back at that time.
If they did pre-register check off their name on the Registration List.
When you check their name off the Registration List note if they have purchased a t-shirt. If they have then give them a T-shirt card that is redeemable at the Raffle/T-shirt Table.
Make sure all their checks are made out to the Women’s Cancer Resource Center. If they are made out to the swimmer then they have to endorse the check over to the WCRC on the back of the check: “Payable to the Women’s Cancer Resource Center, SIGNATURE”
If the swimmer has not collected all their pledges:
- Give them a WCRC return envelope
- Ask them if they would like a photocopy of their pledge form – if they do, then put a green sticker on the envelope. Tell them that the copy of their pledge form will be at the WCRC table at the end of their swim time (if they are swimming at 10am, it will be there by 11am).
If the swimmer has raised over $500 give them a card for a long sleeved t-shirt and thank them effusively. If the swimmer is part of a group of swimmers, and the group wants to pool their donations together to get a long sleeved t-shirt, or multiple t-shirts, that is fine. But all swimmers from the group need to come to the registration table together and turn in all their pledges at the same time.
Look on the registration form and see if the swimmer purchased a hat or a t-shirt. Give them the appropriate card matching the size listed on the registration form. They will remit these to the Merchandise Table. They need the card to get their merchandise.
Look at the registration form and see if the swimmer earned a water bottle (by submitting $250 by September 1). Give them a water bottle card. They will remit these to the Merchandise Table. They need the card to get their merchandise.
Put the pledge form and their collected pledges into an envelope.
Write their name, swimmer number (you’ll find this on the Registration List), total amount raised on the label affixed to the envelope.
Tell the swimmer to go next to the “goodie table.”

Set up and Clean up

We will need volunteers to help us set up on Friday, October 5th at 2pm. We will meet at the WCRC (5741 Telegraph Ave. in Oakland) and load the truck. We will then drive (you will need a car) to Mills College Trefethen Aquatic Center where we will unload the truck and set up tables, tents, and signs. We will be done by 6pm.

On Sunday, October 7th we will need to start cleaning up at 3:30pm. We will take down everything from the event, load the truck, and drive the truck back to the WCRC where we will unload it. Again, you will need a car.

Common Questions Asked by Swimmers

What is the protocol for sharing a lane?
If there are two swimmers who are sharing a lane then each swimmer will take one side of the lane.
If there are more than two swimmers then the swimmers will swim in a counterclockwise circle, up one side of the lane and down the other side of the lane.
Are we timed?
No, this is a non-competitive event.
Can I wear fins, paddles, snorkel?
Yes, this is non-competitive – anything goes!

Please call the WCRC Development Coordinator at (510) 601-4040 x105 to set up your shift and position. Thanks!