Smoky Mountain InvitationalSMI
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Smoky Mountain Invitational

Hosted by the Maryville-Alcoa Flying Dolphins

Springbrook Pool, Alcoa, Tennessee

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Contact

smi@flyingdolphins.orgflyingdolphins.org

© 2026 Maryville-Alcoa Flying Dolphins. All rights reserved.

Volunteers

Worker assignments, job descriptions, and everything you need to know about volunteering at the 52nd Annual SMI.

  • Overview
  • Team Workers
  • Certified Workers
  • Job Descriptions
  • Perks

Overview

It takes over 500 volunteers to make SMI happen each year. Every team is required to provide workers based on the number of swimmers they have entered.

Below you will find information on regular team workers, trained and certified positions, detailed job descriptions for every role, and volunteer perks. All volunteer workers are required to attend the morning workers meeting at 8:15 AM on the day of their shift.

Some positions are exclusive to MAFD members. These are indicated with a MAFD badge next to the role title.

Regular Team Workers

Regular worker jobs (timers, marshals, scribes, etc.) are assigned on a team-by-team basis according to how many swimmers your team has entered each day. Worker changes happen every 12 to 15 events, and teams are typically assigned the same job for the full day.

Teams may split up their worker shifts however they want, as long as the shift is covered and the changeover is smooth. Every worker must attend the 8:15 AM Worker Meeting in the Clerk of Course tent. Workers are required to report to their assigned location 2 to 3 heats before their shift starts.

The Team Worker Schedule is posted online on or before the Thursday before the meet. Team Reps are responsible for filling all assigned jobs.

Trained & Certified Workers

Each year, SMI needs Stroke & Turn Judges, Ref Certified Chief Judges, Starters, and trained Head Timers. Also needed are two or three experienced Meet Manager and Meet Maestro computer operators.

Certified jobs are broken into roughly three-hour shifts:

Day 1 (Saturday)

Shift 1Events 1 - 18
Shift 2Events 19 - 33
Shift 3Events 33 - 52

Day 2 (Sunday)

Shift 1Events 53 - 64
Shift 2Events 65 - 74
Shift 3Events 74 - 86 (plus Coaches Relay)

The Trained and Certified Workers form will be linked below once it has been finalized. Trained volunteers can use the form to indicate their availability for specific shifts. Volunteers must sign up before July 3 so we may properly plan shifts for all workers.

If you are interested in becoming a Trained or Certified Worker, or would like more information on what is required, please visit GKAISA Officials Certification.

Job Descriptions

Below are the core responsibilities for each volunteer position throughout SMI weekend. These may change from year to year as we continue to refine our procedures.

Head Referee1/dayMAFD

  1. Has full authority over all officials. Will decide all questions relating to the conduct of the meet. Can overrule any meet official on a rule interpretation or on a judgment decision pertaining to an action the Referee has personally observed.
  2. Is given the SMI Differences on policies for meet rules (some are NOT the same as City rules).
  3. Has the authority to disqualify a swimmer(s) for any violation of the rules that the referee personally observes, except for false starts, at the same time raises one hand overhead.

Requires: GKAISA & USA REF certification

Assistant Referee1/dayMAFD

  1. Relieves the Head Referee upon their agreed upon time(s) through rotation with the DQ Referee.

Requires: GKAISA REF certification

DQ Referee1/dayMAFD

  1. Receives calls from Chief Judges through headset to verify disqualifications.
  2. Checks orange DQ slips against the notes on DQ Heat Sheet and signs the slip before sending to the Scoring Table.

Requires: GKAISA REF certification

Starter1/shiftMAFD

  1. Uses GKAISA rules to start each heat.

Requires: GKAISA STR certification

Chief Judge2/shiftMAFD

  1. Works on one side of pool to verify S&T disqualifications and calls Event #, Heat #, Lane # and stroke violation up to the DQ Referee.
  2. Initials the DQ slip and gives to DQ Runner.

Requires: GKAISA REF certification

Floater1/dayMAFD

  1. Relieves any Starter, Chief Judge, Stroke & Turn Judge as needed for lunch or bathroom breaks.

Requires: GKAISA and/or USA REF certification

Stroke & Turn Judge4/shiftMAFD

  1. Follows GKAISA rules for Stroke & Turn Judging.
  2. Fills out orange DQ slips and passes to Chief Judge.
  3. Utilizes Chief Judge's expertise for questions on infractions.

Requires: GKAISA S&T certification

Relay Takeoff / Jump Judge2 Sat; 4 Sun

  1. Works the 3 relay events only.
  2. Judges the swimmers in all six lanes on one side of the pool to see if they leave the starting platform or wall prior to the touch of the incoming swimmer.

Head Timer1/shiftMAFD

  1. Signals Referee/Starter with red paddle if Timers are not ready for start of next race.
  2. Starts two watches with the light at the start of every race.
  3. Is signaled by a Timer if they missed the start of a race and switches watches with them.
  4. Aids the Chief Judge with any necessary communication between Timers and Scribes and Refs and Scoring.

Lane Timers6/shift

  1. Starts stopwatch with light of starting box.
  2. Leans over the edge of pool and stops stopwatch as swimmer touches wall with any part of their body at finish of race.
  3. Tells the Scribe the time and resets the watch for the next race.
  4. Trades watches with running Head Timer watch if miss the start of a race.
  5. Helps any swimmer struggling to get out of the pool exit the water.

Scribe / Pickle Operator6/shift

  1. Asks name of swimmer (or checks name written on shoulder) and makes sure swimmer is the correct person for the race about to start according to the clipboard in their hand.
  2. After race has started, picks up the pickle plunger and leans out over the edge of the pool to press the button as swimmer touches wall with any part of their body at the finish of their race.
  3. Sets the pickle down and writes the time the Timer tells them from the watch onto the Timer Sheet on the clipboard.

Marshals2/shift

  1. Stands at the edge of the bridge over the creek awaiting swimmers from COC.
  2. When groups of swimmers approach from COC, pull ropes across deck to stop the flow of traffic and let the swimmers enter the block area quickly.
  3. Keep non-authorized people from entering COC from the bridge side.

Head Spotters3/shiftMAFD

  1. Work poolside between the lead chair of two lanes, asking the name of the swimmer and checking the heat sheet to be sure the swimmer in that lane about to step up on the block is the correct swimmer for the upcoming heat.
  2. Marks empty "No Show" chairs with an orange cone so swimmers behind the missing person will not advance to the blocks before their correct heat is called.

Sunday Relay Head Spotters3 for relaysMAFD

  1. Work streetside relay events only, helping make sure the right team is in the correct heat and lane.
  2. Remind swimmers on the street side not to get into the water until after the start of the race, but to wait until their teammate gets to their side of the pool.

Sunday Spotters2/shiftMAFD

  1. Work 2 or 3 lanes in the very back of the line of chairs poolside, so that as the Guides drop swimmers off, they can help get them to the right lane.
  2. Receive cone from Guide for "No Show" swimmers and place that cone in appropriate chair, moving it forward to the front chair as swimmers advance with heats.
  3. Place used cones from under the front chair under the last chair in lane 6 for Guides to take back to COC to use again.
  4. Help kids move forward together with their heat as swimmers in front of them enter the pool.

OmniSport Operator1/shift

  1. Connects the Omni Computer with the OmniSport and begins the meet Timing Program.
  2. Ensures the right event and heat are in the system as the races are run.
  3. Turns off lanes with no swimmers.
  4. Makes sure the system starts and stops at the beginning and end of each heat.
  5. Maintains an eye on pads, pickles, scoreboard constantly.

OmniSport Assistant1/shift

  1. Works with the OmniSport Operator to help verify empty lanes and correctly log the OmniSport number onto the Omni Heat Sheet.
  2. Lowers and raises the "Event Tape & DQ bucket" with the Get Times Operator.

Get Times Computer Operator1/shift

  1. Responsible for grabbing times from OmniSport into Meet Manager.
  2. Helps Computer Scorers adjust results as needed when Timer Sheets and DQ slips come in.
  3. Retrieves Omni Tape from above platform and helps OmniSport Operators with any needs.

Head Scorer1/day

  1. Oversees the operation of the computer scoring.
  2. Is in charge of making sure Scratches and Relay Sheet information from coaches is updated to Meet Manager correctly. Verifies relay changes with Card Sorter.
  3. Before Relays, prints Heat Sheets with Relay names for Head Seater, DQ Referee, Assistant COC (and on Sundays, also the Street Side Assistant COC).
  4. Prints ribbon labels as needed, marking the Winners sheet as labels are made.

Computer Scorers (Meet Manager)2-3/shiftMAFD

  1. Adjust official times in software as Timer Lane Sheets arrive.
  2. Help Head Scorer make any necessary swimmer changes in software regarding scratches and relay name changes.
  3. Add disqualifications to heats when DQ slips are signed by DQ Ref.
  4. Finalize events by printing result sheets and giving all paper information to Scoring Assistant.

Computer Scorer (Meet Maestro)MAFD

  1. Receives results from Computer Scorer and enters finalized times into SwimTopia's Meet Maestro system.

Scoring Assistant1/shiftMAFD

  1. Provides any assistance to the Scoring Director and Head Scorer as needed, including: collecting DQ slips from referees and distributing to computer scorers, gathering official results printouts, logging the time for posting, and organizing all info for each event into proper folders (OmniSport Tape, Lane Sheets, DQ Slips, Finals report).
  2. Gives 2nd copy of results report to Postings Runner.
  3. Organizes relay and scratch sheets as they are dropped off by coaches.
  4. Assists computer scorers in other ways to keep meet scoring up to date.

Event/Heat Updater1/shiftMAFD

  1. Runs the SwimTopia Event/Heat Updater app on a mobile device to make sure the event in the water is properly updated on the live app for spectators away from pool edge.
  2. This job can be done by the Scoring Assistant and the Postings Runner together if short on workers, or by the Meet Maestro Computer Operator.

SMI Postings / Time Sheet Runner1/shiftMAFD

  1. Organizes Timer Sheets and distributes them to the Timers at least three heats before the specific event sheets being taken out.
  2. Collects Timer Sheets right after every event is complete and organizes to give to Computer Scorers (or Scoring Assistant to distribute).
  3. Takes Final Postings of each event from Scoring Assistant to the Postings Bulletin Board and then hands Announcer updated information to announce the posting.

DQ Runners2/shiftMAFD

  1. Watches for Stroke and Turn officials to raise hand, signaling that a swimmer is disqualified.
  2. Waits for the S&T to give the DQ slip to the Chief Judge (who will call it in to the DQ Ref).
  3. Takes the signed DQ slip from Chief Judge to the DQ Ref at the top of platform.
  4. Brings any finalized DQ Slips from Head Refs down to Scoring Assistant.
  5. Collects Jump Judge slips during relays and brings them to the Scoring Assistant.

Relay Card Sorter1/shiftMAFD

  1. Works at Scoring Table (or COC) with the Relay Basket(s) once the coaches hand in the cards.
  2. Sorts the relay cards by event, heat, and lane. On Sunday there will be duplicate cards for each relay team: one card for swimmers 1 & 3 and one card for swimmers 2 & 4.
  3. Verifies information on Relay Cards matches Relay Sheets. Relay Sheets then given to Head Scorer to change in Meet Manager.
  4. Verifies with the Head Scorer and Heat Sheet any missing team information. Relays scratched should have cards marked "Scratch" or "X" and/or have Relay Sheets marked as Scratched.
  5. With help of Relay Card Organizer, cards are paperclipped by heat, then rubber-banded by event and placed in order in baskets.

Ribbon WriterMAFD

  1. Places the stickers by place (1 through 12) on medals and ribbons for SMI awards.
  2. Places medal in file folder box by order of events, and places ribbons in file folder box separated by team.

Announcer

  1. Works with Communications Manager to give SMI Announcements over the loud speakers for: calls for Clerk of Course (1st, 2nd, and 3rd calls for events), meet schedule updates, attendee information, Smoky Signals, and sponsor announcements.

Yeller1/shift

  1. Is in charge of calling swimmers to line up in the Clerk of Course tent by event, heat, and lane.

Relay Card Organizer1/dayMAFD

  1. With aid of the Relay Card Sorter, helps paperclip the ready cards by heat, then rubber-band by event and place in order in baskets.
  2. When finished, transports Relay Card baskets from Scoring to COC (near Yeller Box).
  3. In the Yeller Box, finds and marks the FIRST (and only) sheet(s) for each Relay Event "Cards Sorted & Ready".
  4. Returns at third call for each relay to give Yeller, in order, the proper cards for Yeller to call relay teams for their event.

Head Clerk of Course1/shift

  1. Uses headset (or phone) to communicate with Assistant COC concerning the number of empty chairs on deck.
  2. Based on Assistant's information, sends over the appropriate number of heats from Clerk of Course Seating area across the bridge to the deck.
  3. Answers any questions Seaters have regarding the correct organization of the heats (via the paper heat sheet provided).

Assistant Clerk of Course1/shift

  1. Uses headset (or phone) to communicate with Head Clerk of Course to let the COC know when there are available seats at the deck, poolside.
  2. Uses paper heat sheet provided to answer questions concerning proper placement of lost swimmers on deck.
  3. Keeps non-essential people from entering the deck area.

Sunday Relay Assistant COC1/shiftMAFD

  1. Works only prior to and during relay events.
  2. Helps make sure little swimmers brought to street side by the guides make it to the appropriate lanes.
  3. Uses paper heat sheet provided to answer questions about proper line up of swimmers.
  4. Note: SMI does not DQ swimmers who swim relay events out of order as long as the swimmers match the names entered in the event/heat/lane.

Head Seater1/shift

  1. Using provided heat sheet, this person is the main organizer for making sure swimmers sit in the seats the Yeller instructed them to sit in.
  2. Helps the Sunday Seaters keep the younger swimmers in their appropriate place in the COC tent before the Guides take them to the pool deck.

Seater1 Sat; 3 SunMAFD

  1. Following direction from the Head Seater, helps keep the Clerk of Course seating and moving to pool deck organized and timely.
  2. Follows the method expressed by the Yeller and makes sure the swimmers go where the Yeller instructed them to sit.

Guide4/shift + 4 for relays (Sun)

  1. These are older Dolphin Swimmers who are gaining volunteer hours.
  2. Using a long rope, these Guides help the younger swimmers move from the COC tent to the correct location on deck.
  3. One guide leads the rope of 6 (or 12) children and pauses as they pass lanes 2-6. A second guide takes the caboose end and helps the last swimmer step off at lane 1, then lane 2, then lane 3, and so on.
  4. Both guides then stop to make sure the swimmers they brought have moved forward into the correct chairs before heading back to COC for another trip.

Volunteer Perks

All workers receive complimentary spectator swim wristbands which can be picked up at the Info Tent. If you would like to transfer your wristband to another person, you may accompany them for pickup. Contact your team rep for information about available volunteer positions.

Workers Meeting

8:15 AM

All volunteer workers must attend the morning meeting on the day of their shift in the Clerk of Course tent.

Quick Reference

  • Worker Schedule PostedMon before meet
  • Worker Form DueJune 26
  • Day 1 (11 & Up)July 11
  • Day 2 (10 & Under)July 12

Contact

Questions about volunteer positions? smi@flyingdolphins.org