Memorandum

City of Lawrence

City Manager’s Office

TO:	City Commission, City Manager’s Office staff
FROM:	Megan Gilliland, Communications Manager and Michael Davidson, eXplore Lawrence Director
DATE:	June 30, 2016
RE:	Junior Olympics Planning Update

In December 2015, Lawrence was selected to host the USA Track and Field Junior Olympics Youth National Championships (USATFJO). This seven-day event will occur on July 24-30, 2017 at Rock Chalk Park.

The 2017 USATF National Junior Olympic Track & Field Championships (JO) is one of more than 50 championship events that USATF manages. The 2017 JO is a youth national track championship for boys and girls in six age groups, and the event spans seven days of competition. The age groups include 7-8, 9-10, 11-12, 13-14, 15-16 and 17-18. We project that the 2017 Championships will draw 9,500 athletes and 30,000 family members.

The Local Organizing Committee (LOC) including representatives from Kansas Athletics, members and city staff have been meeting monthly since Lawrence was named host in December 2015.

To facilitate our planning efforts we are utilizing Trello, an online collaboration tool to allow LOC members to monitor progress and provide input between meetings.

Lawrence and the LOC are responsible for developing plans to address the following areas of event operations including meet operational planning, housing, opening ceremonies and local promotion of the event. The following outline provides a brief synopsis of planning efforts.

1. Meet Operational Plan

a. Medical Plan – We have received a commitment from Kansas Medical Center working with Douglas County Fire and Medical to provide a comprehensive medical plan.

b. City staff will review a site plan and buildout plan for police, fire and EMS access, emergency planning operations, crowd control planning, information technology needs, signage, lighting, parking, and traffic flow to/from site.

c. The LOC and city are working to develop a build-out plan for Rock Chalk Park buildout which includes areas for athlete warm-up, team camp areas, temporary seating/bleachers. A special use permit for specific activities may be used depending on event needs.

d. The LOC and planning staff are working with Parks and Recreation to discuss utilization of SPL for athlete areas and emergency operations.

2. Housing 

a. We have secured 7,000 hotel rooms per day for the JO. To meet housing requirements we have partner with Topeka, Kansas City, Overland Park and Olathe.

b. We are working with KU to host track officials and large club teams in residence halls on the main campus.

c. Hotel lodging information will go live on eXplore Lawrence website July 25.

3. Opening Ceremonies

a. The opening ceremony plan has not been finalized. We are looking at options to host an event in various locations in Lawrence.

4. Location promotion

a. The CVB staff are developing a JO homepage/website for the 2017 event with details for teams, athletes, families, etc.

Several members of the LOC, along with Kansas Athletics staff, will travel to Sacramento in July 2016 to observe this year’s JO National Championships and get a behind-the-scenes look at all aspects of the operations. The additional insight that will enable Lawrence to produce a first-class event that will put our community in a position to host this National Championship in future years.