Gala Convener


To organise or use a working group to organise events and ensure all the appropriate paperwork is completed.

Main Functions and Duties

  • Apply for appropriate level of License for events
  • Book facilities
  • Produce programme and invite clubs
  • Advertising & Marketing for events
  • Book AOE equipment and arrange volunteers to help with this
  • Arrange PA system and MC for event
  • Invite Referee and officials
  • Liaise with social committee re catering, tombola, raffle etc
  • Arrange Trophies & medals
  • Produce Coaches packs
  • If needed, arrange Stop watches/ bells/ lap cards
  • If appropriate, arrange Child protection
  • Organise Swim shop
  • Arrange float for entry and programmes.
  • Organise general help to cover photocopying, door, marshalls, runners etc
  • To liaise with Club Coach, Committee, Treasurer
  • To ensure accurate records are kept
  • To report to Club Committee on activities
  • If applicable liaise with Scottish Swimming


  • Good organisation and communication skills
  • Enthusiastic
  • Reliable and Trustworthy
  • Team player


  • Be a member of Scottish Swimming
  • Sign and adhere to the Club’s Volunteer Code of Conduct
  • Attend appropriate training

Training and Support

  • Safeguarding & Protecting Children Workshop (renewable every 3 years)
  • Shadow current Gala Convener

Time Commitment

Time commitment can vary from week to week