Instruction Sheet for Large Group Registration
Pre-registration
Process
Three to seven days before the meet please email the meet director your estimated roster sheet. (A link to the roster sheet is here. Use as many pages as you need.) Please email a PDF file or an Excel 2003 file. For groups please list last names like this: Jones/Smith/Wilson. For those running solo, please list name like this: John Smithers. This will allow us to get your names into the computer and print the right mix of map copies. I know you don’t know exactly who will show up until the bus leaves the parking lot, but we do not have enough volunteers to enter everything on the day of the meet. At the bottom of the sheet is a place for your signature (group leader) to let us know you have release forms on file for all minor participants.
Participant
Clothing
Please do not allow anyone to wear shorts or sandals; I don’t care how tough they think they are. There are plenty of thorns, stinging nettles and poison ivy. A little bug spray would be a good idea.
The location this year has restrooms. However, there is no potable water. Please bring plenty of liquids for your group to drink.
On
Your Way to the Meet
On the bus trip over to the meet please make any necessary changes to your roster in a different color pen or pencil. Please cross out the name of a no-show and replace it with a name of someone who showed up. Also, if there is a change in the course being run please indicate that.
Please collect all money that is due. Please provide this payment, along with the updated roster, when you go to the registration table. We do not have enough volunteers to collect money from each of your group individually. Checks should be made payable to OLOU. The cost is $7 per junior participant and club members, and $9 for non-members. We charge $1 to rent one of our finger sticks that is used for electronic punching. If you need to work with purchase orders, please email me ahead of time so we can work out the logistics.
Solo
versus Group
I believe participants learn more when they do the course solo. However, several of you have pointed out in the past that you have certain groups that if you break them up they just stand around and wait for each other. Also there are special need situations, where you have to put them in a group. I trust your judgment in this matter. Please be aware ribbons and medals are not issued to anyone in a group.
Course
New participants
should run the Yellow course. Those
that are experienced and have done well on Yellow courses should run the
Finger
Sticks and Maps
Finger sticks are issued to each solo participant and one to each group. Once we run out of finger sticks we will issue a manual punch card. All participants should receive a map. The advanced course will use a few manual controls. There will be a column on the side of the map to punch the manual controls. Electronic controls are numbers on the clue sheet while manual controls use alpha characters. Yellow and Orange only use electronic controls.
Upon
Arrival
When you get to the meet site, please bring your updated roster with payment to the registration desk. You will be issued a bag with the indicated # of finger sticks, if available, punch cards if they are not available, and maps.
After studying the map and attending any applicable training (for Yellow course) your participants should head to the start area and wait until it opens. Please note: if they are using a manual punch card, there are two places to legibly enter their Name, Course and School. This must be done before they go to the start area.
Physical
Layout
Registration is at the southernmost shelter (N38 20.420 W85 46.227). Starts are at the Amphitheater (N38 20.515 W85 46.148), a 275 meter walk from the registration area. Finishes are at the southernmost shelter.
Results will be posted at the southernmost shelter, if we can keep the printer working. Depending upon turnout, buses may need to be parked in the overflow lot – details to follow later.