Dear Team Fall Classic Volunteer Representative,

Thank you for agreeing to be the team volunteer representative for the 29th Annual Hempfield Adidas Fall Classic.

Below is a timeline of responsibilities and ways to assist you in accomplishing the needs.

Team Volunteer Representative Responsibilities and Checklist

Overview of Responsibilities

  • Each team is required to completely fill in the volunteer slots required. Your role is to ensure that this is completed and that the reminders of shifts are communicated to the parents prior to the shift.
  • To accomplish this we will use SignupGenius (instructions provided on pages 3 and 4).
  • Because families may have players on multiple teams we ask that you follow the below timeline/checklist to complete the volunteer signups.
  • Please be sure to add and o your email address book so that our tournament communications do not go to spam folders.
  • We have also set up a Fall Classic Rep website to communicate and post reminders to all fall classic reps. This is linked from the (the tournament home page) under the navigation tab labeled Volunteers and the username to access it is: classic and the password is: classic2015 .
  • Questions for your role should be directed to:

Between August 12 and August 24:

Read this document in entirety and request the signupgenius form be sent to you by August 20.
Hint: For field set up, you may wish to speak to your team field reps and ask them to assist by providing names of people on the team that they know are veteran field installers and recruit them to be included in those slotted needs. If those folks are agreeable to doing the setup, then you should get their names from the field reps and enter them into the form or signup genius as soon as you publish the signup genius or prior to sharing the remaining needs with the rest of the team.

There may be responsibilities and volunteer slots needed for the “Team Task”, so you should communicate with the team task rep to be sure that you are presenting a coordinated effort. I suggest treating needs for the team task separately from the needs that are required of all teams. That way the parents are not confused by the roles they are volunteering for. We will present the same sign up method using signupgenius for signing up help for the team task to the Task Representative for your team if there are volunteer slots needed for the team task.

Continue>

If you are unsure who the other Fall Classic reps are, please visit this page (which is also linked on the Penn Legacy website under the Teams navigation tab, then select the drop down labeled Team Staff | Contacts. Then select your team from the dropdown and you can view the team representatives and their emails. If needed, your team manager would also have contact info for those people.

Please work with your team advertising representative to make sure that by the 23rd you have met with the team parents (games or practices work well) to explain the responsibilities, and/or emailed them to let them know what will be expected of them for the tournament prep and during the event.

Please have them begin signing up no later thanAugust 23rd.

The due date you should request from the parents to have their signups completed is Sept 8.

Between Sept 8 and 14:

Review your volunteers and make sure that all slots are filled in.

If there are open spaces, please contact those that have not yet signed up and ask them to do so. If that fails please work with the team manager, the volunteer coordinator or the tournament director to assign those slots. Please let your team members know in advance that we will assign slots if they are not filled in and submitted by the due date. It will then be their responsibility to find a swap or replacement if they cannot fulfill their obligation to that assigned time slot.

By September 15th

Please submit your volunteers online – we will provide the link to do so on the Fall Classic Volunteers website. This will allow us to share the volunteer lists with various staff and ensures that all slots have been filled. The online submission area will be linked from the tournament home page under the navigation tab labeled Volunteers and the username to access it is: classic and the password is: classic2015 . Please do this between September 10 and 15.

From Oct 5 through the tournament:

Please review your volunteer signups and remind your volunteers of upcoming shifts. Even though you used SignupGenius and it sends automatic reminders of upcoming volunteer shifts, you will still need to personally send out reminders to each family member of upcoming shifts. There may also be details that the tournament committee will ask you to communicate as we approach those dates.

Again, thank you for your assistance with this job, we greatly appreciate that you were willing to take on this role!

SignUp Genius Info and How To

Fall Classic Team Volunteer reps will all use SignupGenius to manage the team volunteer needs in 2015.
We have created a sample registration for you to view. Type the link below into your browser.


  • This signup then can be transferred to you so that you can just easily edit it and take it live quickly.

To have a copy of the signup transferred to you, please do the following:

  • Create a signupgenius account at if you do not already have an active account.
  • Send an email to us at and ask that we transfer a copy of the signup to your account.
  • We will do so within 24 hours and notify you when it has been transferred.
  • You may then log in to your signupgenius account and click on My Signups
  • Then click on edit
  • There will be tabs across the top that it will walk you through in this order:
  • General Details
  • You may (but do not have to) create an email group name: example – 2015 PL Team Name
  • You may want to edit the Title of the Signup – Example Penn Legacy 01 Blk Girls – Fall Classic Signup
  • If you wish to edit the Hello Parents text you may also do that.
  • Remember to click update to save your changes.
  • Now – you may want to click on the top page area under my account and add your team’s emails to the group you created. Again, this is optional but likely helpful.
  • Theme
  • We suggest leaving it as it is now: on theme 5, but you may select another if you prefer.
  • Remember to click update to save your settings.
  • Dates and Times
  • No edits should be needed
  • Remember to click update to save your settings.
  • Slots
  • No edits should be needed
  • Remember to click update to save your settings.
  • Dates and Times
  • No edits should be needed
  • Remember to click update to save your settings. Continue to next page >
  • Settings
  • Only this should be checked under Enhanced Security: Require my users to create an account
  • Other settings should be fine, unless you want them to include a phone number – then check that.
  • Remember to click update to save your settings.
  • Preview
  • No edits should be needed but check to be sure.
  • Above the form is the option to Proceed to Invite and Publish or Continue to Edit.
  • If you are satisfied click Proceed to Invite and Publish
  • Invite and Publish
  • At this time, you can add email addresses to your group if needed.
  • You will also want to edit the email that will go out to the group to state that they should complete this by x date. We suggest no later than Sept 8.
  • Now click the option to send your email invitations.
  • You can then view your signups online at the link displayed after the invites have been sent.

Hint: Once you have sent your invitations, you may want to follow up with an email to your team to ask them to look for the invitation from Signup Genius. We have provided info in a letter on the next page that will help you draft that email communication to the team..

That should do it! You are now ready to receive signups for the shifts.

Dear Penn Legacy Team Parents:

Welcome to the Hempfield Adidas Fall Classic! The tournament is hosted by Penn Legacy teams and will be held on Nov 21 and 22. This year also marks the 30thyear for our club tournament and we’ve come a long way since the beginning. In 1985 the tournament began with 40 registered teams and every year we’ve increased our numbers, with as many as 767teams spread out over 110 fields. Besides being the main fall event for our club it is the largest contributor to the Club’s programs and supports not only the travel teams but all club programs.

As you can imagine, with such a large event we need lots of volunteers in order to make the 2015 tournament as successful as years past or even better! And that’s where you come in… As a club travel team our team is automatically entered into the tournament for free. In exchange, we need your help to act as hosts to the many teams that travel here and pay the fees to be a part of our tournament. There are many ways in which we need your help both in advance of and during the tournament weekend.

First of all, we need to thank the key people from each team who will act as representatives for the Fall Classic Director and tournament committee. To clarify, these are people who will be in charge of particular tasks (a point of contact), not solely responsible, as this is a team effort. Secondly, there are many general volunteer positions/commitments to fill. Don’t worry you will never be asked to miss your child’s games. As the fall season draws closer, reminders will be sent out and if the schedules conflict with a team game, adjustments can/will be made.

Each team parent is required to commit to a minimum of 4 volunteer slots or until all slots required of the team are full. I will be submitting volunteer names to the tournament committee no later than 9/15. Your cooperation is appreciated and will help tremendously in our planning efforts.Exception: If you have 3 players on PL teams, you may opt out of either a field marshal or clean up shift for the oldest age team.
This must be communicated to me (the team volunteer representative) no later than 9/1. After that you are responsible for finding a replacement.

Additional volunteer times may be needed depending on our team task. Our Fall Classic team task representative will let you know the time commitments needed to complete the assignedteam tasks as well. In most cases these tasks are completed in advance of the tournament and don’t conflict with the needs I am sharing in the signupgenius online form.

Thank you,

Hosted by Penn Legacy