All of the info below is in this Google Doc (easy to share/text if needed): https://docs.google.com/docume…

Volunteer Notes

Thanks to everyone for volunteering to help for the Louisville Classic.  This is a MASSIVE endeavor and is a great gift to the cross country community.  We have 21 states represented, around 6000 athletes, and our team puts on world class events!


Be prepared for a couple of sunny days.  It may be chilly on Saturday morning and warm in the afternoons.


All Eastern track / XC volunteers are encouraged to wear your Eastern Track Meet Management Shirt for one or both of the days while volunteering unless our partners from the Sports Commission offer a different shirt.  We will have extra volunteer shirts available at the team check-in area for those who are new this year or have not gotten a shirt yet.


All parking volunteers be aware that our entry numbers for Friday, Saturday morning, and Saturday afternoon are all down from last year so our parking capacity will not be stretched quite as thin as it was last year (our largest year ever)


Parking Plan: Parking Plan


Volunteers check in: Grass Lot, BMX Lot, and Bus Parking check in at the Grass Lot Admissions table. 


All other volunteers check in at the team check-in, noted on the map below.  


All Course Management Duties are identified and described here (also outlined below): Course Management – Volunteer Positions 


Instructions for Packet Pickup / Team Check-in:

Check in instructions Lou Classic


Friday Adult Staffing

We are staffed very well except the Main Parking Lot.  We may shift a few adults from the grass lot, the finish line, as well as compliment with our Eastern athletes to be sure that we have this important job well staffed.


Saturday Adults Staffing

We are fairly light in the Main Parking Lot in the afternoon (aka only the Lilly’s).  The pace of entering traffic there is fairly light once the HS racing begins but we will need to re-assign some staff to this lot if we don’t get a few more sign-ups.  We look well staffed for the rest of the positions.


Friday Course Management (assignments):

Teesy Rogers 1 Starting Field

Joe Beiting 1 Starting Field

Coach Jewell 1 Starting Field

Daustin Kratzer 5 Gravel Path Crossing near Main Pavilion

Gary Arroyo 5 Gravel Path Crossing near Main Pavilion

Max Keith 6 Split after tennis courts

Liam Quirk 6 & 7 Split after tennis courts / Exchange near BMX

Doug Clark 8 Finish Line Gravel Loop Crossing

Mike Rowles 8 Finish Line Gravel Loop Crossing

Gabe Wofford 10 Team Camp Area


We will fill out the course management with Eastern athletes as needed.

Course Management descriptions duties described below


Saturday Morning Course Management will be assigned by the college meet director David Lawhorn at the officials meeting.


Saturday Afternoon Course Management 

Coach Jewell 1 Starting Field

Rob Rogers 1 Starting Field

Mike Rowles 2 Gravel Path Crossing near start

Angie Rowles 2 Gravel Path Crossing near start

Teesy Rogers 4 Short Path/Long Path Split near nature path

Doug Wilham 5 Gravel Path Crossing near Main Pavilion

Gary Arroyo 5 Gravel Path Crossing near Main Pavilion

Earl Cooper 6 Split after tennis courts

Max Keith 7 Exchange near BMX

Doug Clark 8 Finish Line Gravel Loop Crossing

Cassie Wofford 8 Finish Line Gravel Loop Crossing

Gabe Wofford 8 Finish Line Gravel Loop Crossing


Course Management Volunteer Positions


Below are instructions for the primary course management locations.  Some spots require making changes from race to race or even during a race.  The meet time schedule is at the bottom.  There is also a link to the meet page which includes all of the course maps.


https://louisvillexcclassic.milesplit.com/ – All Maps Linked Here


Main Starting Field- Coach Jewell- 2-4 peopleThis critical exchange has to be modified for almost every race.Saturday8k- Only during College Races with College Meet Official- Pass through at start & after first loop, exchange to turn after all first loop runners pass and before 2nd loop finishes, reverse traffic after finish line loop.5k- During college and HS- Pass through at start & after first loop, exchange to turn after 2nd loop4k- During MS- Pass through at start, exchange to turn after starters passFriday1200m- Immediately turn right at start2k- Pass through main start exchange, but immediately turn right at bottom of the starting field3k- Pass through at start, exchange to turn after starters passGravel Path Crossing near start (optional)- 1-2 peopleThis position is largely crowd control.  It is never modified except occasionally needing to lower the ropes to let a gator through.Bill’s Corner (optional)- 1-2 peopleCrowd Control on this busy corner, no changes to course requiredSaturday- 4k, 5k, 8k Passthrough (no changes needed only crowd control)Friday- 3k Passthrough, 2k and 1200m do not pass that way at allShort Path/Long Path Split near nature path- 1 person SaturdaySaturday- 8k- Long Path first loop, short path second loop5k- Long Path first loop, short path second loop4k- short path pass through (no exchange needed)Friday- Short path all day- 3k takes short path, 1200m/2k do not pass this wayGravel Path Crossing near Main Pavilion- 1-2 peopleSaturday- Traffic Control- allow people to pass until lead gator comesFriday- Traffic Control- allow people to pass until lead gator comesAfter 1200m, before 2k, set up turnSplit after tennis courts- 1 personSaturday8k- long path both loops5k- Short Path4k- Long PathFriday1200m- Short path2k- Long Path3k- Short PathExchange near BMX- 1 personSaturday8k- Long Path first loop, short path second loop5k- does not come this way4k- Long PathFriday1200m- does not come this way2k- Middle Cut through 3k- does not come this wayFinish Line Gravel Loop Crossing- 2 peopleFriday and SaturdayFor every race this path should be open until the lead gator comes into view.  It may be re-opened briefly and with close supervision if there is a large gap in finishers. It can be opened again fully when the trail gator passes.Finish Line VolunteersEncouraging athletes to move to the back of the finish paddockRemove chips & encourage athletes to return to team areaTeam Camp AreaPolice around / outside the team camp area to ensure that no team tents / team camps are popping up outside the designated area (near softball fields)Police to ensure that no camps are set up in the walk area (painted on the ground) and that the area is clear of chairs, tables, etc.This was a request from the college meet director.I am hoping to provide a gator or golf cart to this position.