Parent Requirements
Without the active support of every family on the team, we wouldn't be where we are today! We rely fully on the efforts of all families in order to put on successful meets for the Excel athletes as well as visiting teams. Excel is known for hosting friendly, efficient, well run meets, and it is the entire Excel family that makes that possible. Any questions regarding wither fundraising or job requirements should be directed to the following people:
Fundraising - Alicia Enroth at billing@excelaquatics.org
Volunteer Job Requirements and/or Descriptions - Lori Biller at tlbiller@comcast.net
Fundraising
While Excel does not have any specific fundraising requirements, we offer families fundraising opportunities that can benefit the team as well as offset some of their fees. Families can fundraise for the team using Kroger cards and scripp cards, as well as participating in our annual Swim-A-Thon. Each January and July, a portion of funds raised will be applied to offset a family's fees.
Kroger Card - After obtaining a Kroger card from the store, go online to register Excel Aquatics as the beneficiary. After that, all you have to do is use your card at checkout each time you shop and Excel will automatically receive funds.
Script Cards - please contact Alicia Enroth at the email address listed above for all the information about purchasing Script cards.
USA Swimming Swim-A-Thon - This event is a much loved event by the swimmers and coaches. It is a super fun way to raise funds for the team, involving games, relays, coaches relays, camaraderie among both old and young swimmers, oh and some swimming too!
Excel Aquatics is a not for profit organization which relies on the monthly dues and the active working support of each family to meet the monthly obligations of the team. More than 50% of our annual budget is met with funding from sources other than monthly training fees, such as hosting local, regional, and national swim meets and supporting USA Swimming's fundraiser, Swim-A-Thon. To meet our financial goals, each Excel family will be required to work and/or provide food for hospitality and concessions for the meets we host.
Service Requirements
Excel Aquatics relies on member families to facilitate Excel hosted meets to provide a positive experience for swimmers and spectators. For us to effectively balance competitive pricing and keep travel costs at a minumum for Excel families, we regularly host home swim meets at the Brentwood ISC facility and the Nashville Sportsplex. As a result, we need sufficient coverage at these events by our Excel member families.
For the 2025-2026 season, a tiered service requirement based on training groups will be applied.
Service Requirements for the September-December 2025 session are:
- All Bronze groups (all locations) - 1 job
- All Teal, Junior, and Varsity groups (all locations) - 2 jobs
- All Senior groups (all locations - 3 jobs
The number of service requirements is based upon the highest level swimmer in a family.
All service requirements are subject to adjustment at the discretion of the Meet Director to ensure Excel hosted meets are adequately staffed.
Families filling certified positions (i.e. USA Swimming Certified Officials and/or trained members of the Computer Team) are eligible to receive a fundraising credit of $25 per session worked over the minimum required, for a maximum of $100 credit per quarter. To be eligible, Officials/Computer Team members must work at least 2 meets per quarter.
2025-2026 Service Requirement Penalties
It is not our desire to penalize families. We need you to help work our meets. However, if you choose not to work or you do not complete your jobs, all unmet and missed service requirements will be billed to your Excel account as follows:
$500.00 per unmet job.
Most job shifts are 4 hours long, depending on the job. Do not sign up for a job you cannot complete.
If you cannot work a job, you may have a friend or relative work for you. That person must be at least 16 years old or have permission from the meet director. The meet director does reserve the right to move volunteers to different positions if needed.
Questions regarding these service requirements? Please email Meet Director Lori Biller at tlbiller@comcast.net.
- Any responsible person can work your job although all workers must be at least 16 years or have meet director permission.
- Children are not allowed to accompany any worker without Meet Director approval.
- All computer workers must have training and approval from the Meet Director.
- If there is an emergency on the day of the meet and you will be late for your assignment, please call Meet Director Lori Biller – (615) 418-4425. Once the job signups are closed, you are responsible for completing the job you signed up for or finding your own replacement.
IMPORTANT: All volunteers have an active role in keeping swimmers at our hosted meets safe. You are not on deck to be a parent, a fan or a coach. Be vigilant in keeping your assigned area safe for all athletes, volunteers and non-athlete members of USA Swimming. No phones will be allowed to be used behind the starting blocks during any job.
Job Descriptions
Announcer
The announcer sits at the announcer’s table and makes any announcements needed throughout the meet. The announcer needs to have a clear and pleasant voice. The announcer is in charge of playing music during warm-ups and playing the USA Star Spangled Banner (National Anthem). Please bring this music on a phone or ipod to plug into speakers.
Awards
As award labels are printed, you will place the labels on the appropriate ribbons or medals, file them in the team bags, and file the Brentwood swimmers ribbons in their file cabinet. Depending on the meet, you may also help pass out awards to athletes on the medal stand.
Clerk of Course for 8 & Unders
Clerk of Course volunteers organize all 8 & Under swimmers into heat and lane order on the designated stands in the clerk of course area. They then escort swimmers to their lanes at the appropriate time for the race.
Computer Admin
(Must have approval prior to sign-up)— This job is located at the scorer’s table inside the pool area. It involves adding and changing meet entries using the HyTek computer software. Please contact the Meet Director if you are interested in training for this position.
Computer Apprentice
The apprentice will train on the HyTek or Daktonics Timing System. Please contact Lori Biller at tlbiller@comcast.net if you are interested in being trained.
Concessions
You will be selling concession items and keeping items stocked. Depending on your job date and time, you may be asked to help set up or clean up the concession area. It is located in the snack room of the ISC.
Computer - DAK
This job is located at the scorer’s table inside the pool area. You would be controlling the computer that runs the timing pads and score board during the meet. Please contact Lori Biller at tlbiller@comcast.net if you are interested in being trained.
Computer - Hytek
This job is located at the scorer’s table inside the pool area. It involves verifying results using the Hytek computer software. Please contact the Meet Director if you are interested in training for this position.
Head Timer
The head timer is responsible for starting two stop watches for each race as an emergency backup for any lane timer that needs a new stop watch. You will need to be alert and be able to move quickly through the crowded starting area.
Heat Sheet Sales
This job is located in the lobby of the venue. You will sell heat sheets at the beginning of each session.
Help Meet Director Clean Up After Last Day of Meet
This job will require you to clean up tables, concessions & hospitality items, and other swim meet supplies under the direction of the Meet Director. Heavy lifting is required as you carry items to storage. Please wear the appropriate clothing/shoes for working.
Help Meet Director Set Up Prior to Start of First Day of Meet
This job requires some heavy lifting as you carry items from storage to the appropriate areas. This job includes setting up and decorating scoring tables, hospitality, 
concessions and entry tables. Please wear the appropriate clothing/shoes for working.
Hospitality Runner
This job includes picking up and delivering previously ordered and purchased food items. You must be available at specified times and have your own transportation. You may be asked to run emergency errands as needed during the meet.
Hospitality
As a hospitality worker you will be setting up meals and snacks for coaches and officials. You will need to keep things cleaned up and stocked throughout your shift. This area is located just past the concession area of the ISC. Children are not allowed in the Hospitality room and no one under the age of 21 can work this job.
Meet Director Assistant
The Assistant Meet Director assists the Meet Director during the meet. They are responsible for making sure all of the details of the meet run smoothly. They are the main “go-to” person for the meet, and have to be able to find solutions to any problem that might arise. Some areas of responsibility include the scoring table (preparing timer sheets), the volunteer check-in (making sure there are not any jobs that need to be filled), the concession and hospitality areas (making sure all items are delivered and things are running as expected). They coordinate both set-up and clean-up, and are required to work the entire session, unless another meet director is scheduled as well. Please contact Lori Biller at tlbiller@comcast.net if you are interested in training for this position.
Meet Marshall
The Meet Marshall has the responsibility of keeping the restricted deck area free of spectators, monitoring warm-ups, helping the meet director with crowd control, monitoring the "no cameras or recording devices allowed behind the blocks at any time" rule, and protecting the swimmers by reminding them not to run on deck and to go feet first in warm-up/cool-down lanes (to prevent head on collisions). You will wear a special vest so that you will be visible.
Menu
Sometimes Food or Drinks will be offered as menus on our Job Sign-up List. If so, please purchase the items and deliver them at the specified delivery date and time. Please do not deliver early or late and do not drop off items in the coach’s office. Menus can run $50-75.00.
Officials
(Must have approval prior to sign-up) - There are several different official positions available during each meet. All officials start out as Stroke and Turn Officials after required training, shadowing and background checks. Some go on to be trained as starters and referees. If you are interested in becoming an official, please contact Laura DeMotte at officials@excelaquatics.org.
Parking Lot Attendant
As a parking lot attendant, you will wear a fluorescent vest and stand outside before and during the beginning of the session you are assigned. Please dress in appropriate attire on chilly mornings. Your job is to assure that vehicles do not park in unauthorized spots. Cars can park in the upper or lower parking areas of the ISC/ Tower Park. Cars are not allowed to park on the streets, in the "turn around area", or in the lots of the other businesses on Heritage Way. Please let the meet director know if you experience any resistance; be polite and non- confrontational.
Runner
Runners collect lane timer sheets from the timers and deliver them to the scorer’s table (in lane order from 1-8). Runners also post results, hand out water to the timers and deliver award labels to the heat sheet/awards table; these printouts will be provided by the scorer’s table.
Tennis Courts Monitor
The tennis court is sometimes used as overflow seating during big meets, like the Meet of Champs. As a monitor you will monitor the athletes in the announce the upcoming events so swimmers/parents know when events are approaching. Monitors will need a clear and easy to understand voice; a microphone and speaker may be available.
Timer
As a Timer you will be given a stopwatch, a timing “pickle,” and a clip board. You will need to pay close attention to the starter and referee to know when you will need to start your timer, so we ask that no cell phone use is allowed during your shift. As the starter announces “take your mark,” keep your eye on the starter system. When the light flashes, start your watch. If you miss the start, raise your hand and get the attention of the head timer to switch watches with them. It is your job to know what the event distance is and when the swimmer is about to finish. As the swimmer comes in for the finish you will need to stand up, pick up the “pickle,” and lean over the edge of the pool to see the touch. As they touch, with any part of their body, you will stop the stopwatch and push the button on the “pickle.” Record the time, to the hundredth (ex: 1:02.58), from your stopwatch on the line for that swimmer. Verify that the swimmer is actually the person listed. If not, please make note of their name on the timer sheet. Timers are required to work the entire session even if there are delays in the meet.
Volunteer Coordinator
The volunteer coordinator checks in volunteers, gives job descriptions, contacts missing volunteers, and keeps records of all filled and missed jobs. They are required to be present before sessions begin as well as during the meet when shifts change. The volunteer coordinator table is located in the lobby. The volunteer coordinator will work with the meet director to find necessary substitutes, as needed. If you are interested in becoming a volunteer coordinator, please contact Meet Director Lori Biller.
We can’t run our swim meets without our Parent Support!! Thanks for your help!