2018 Tournament Information


Pioneer High School

601 W. Stadium Blvd.

Ann Arbor, MI


May 12, 2018

8:00 am - 9:00 pm


Pioneer High School is located at 601 W Stadium Blvd in Ann Arbor. Click here for a map. There is construction on Main St. and Stadium Blvd, so plan your drive accordingly.


Doors open at 7:15 a.m. 



The primary parking lot is next to S. Main Street. Please do not park in “drop off” areas or circular drives, as this will block fire lanes.  Respect handicap spaces. Parking can be challenging with such a large group gathering. Plan extra time and come with patience and courtesy in mind.


School Tables

Each school will have a designated table in the main cafeteria.  This should be the first place families go when they arrive at Pioneer. The cafeteria is not large enough to provide seating for everyone. Additional seating is available outside the main gym and there are a few picnic tables in the courtyard adjacent to the cafeteria. 

T-shirts and Identification


All Team members should wear their school’s t-shirt and have a nametag that identifies them by first name, grade level, and the names and start/end times for each event they are participating in. A template of this nametag has been sent to Head Coaches via the Google Group.


Name tags for students who do not wish to be photographed should have a red dot on them that will be visible to photographers.


WESO Board Members

All Board members will be wearing multi-colored tie-dye t-shirts and lanyards with nametags. There is usually a Board member in the gym area, another in the cafeteria, and one in the academic hallway. If you can’t find one of us, visit the Volunteer Check-in table outside the cafeteria, and they will help you locate someone.


Supervisors and Key Volunteers

Supervisors and Key Volunteers have been recruited from WESO schools and given special training to help run certain areas of the tournament. They can be found at several areas of the building, including Open Events, Volunteer Check-in, and Academic Check-in. They will be wearing purple tie-dye t-shirts and will have a nametag that says “Supervisor”. Feel free to ask them for help and advice as you navigate the building and the tournament schedule. Please respect their requests for avoiding restricted areas of the building or resolving issues that may occur.


We are anticipating thousands of students, parents, and coaches, and need everyone's cooperation to maintain safety and security throughout the building.


Many areas of Pioneer are off limits to WESO participants and guests. Please stay out of any areas that have “Caution” tape or are marked “Do Not Enter.” Do not open any locked exterior doors, and do not go beneath the bleachers in the large gym.


Parents and coaches may not accompany students into the academic hallways, that is, the hallways past the Academic check-in table.


Running and rough play in the building is prohibited. Pioneer’s campus is vast – burn off that extra energy outside!


Call 911 in case of a life-threatening medical emergency.


First Aid kits are available at the Volunteer Check-in table and the Academic Check-in table. AEDs (Automated External Defibrillators) are available at various locations in the school. Check the maps in the hallways for locations, or ask a Supervisor or Board member.



Volunteers should check in at the Volunteer Check-in Table (located outside the cafeteria) 10 minutes before their assigned time. You will need to wear a special nametag if you are working at an academic event or in the academic wing; for safety reasons, only adult volunteers are allowed in the academic event hallways.


Email reminders with information about volunteer shifts will be sent to Head Coaches. Some reminders may also be sent directly to volunteers, for example, volunteers who will be asked to work outdoors, so they can prepare accordingly.


Food & Drinks: Sale of food is the primary fundraiser for WESO. Please purchase items that are available if possible, and refrain from bringing in your own food. Pizza, beverages, and baked goods will be available for purchase. Food and beverage items will cost $1.00 or $2.00.


Each school is asked to bring two dozen baked treats, individually wrapped. All items must be nut free. Don’t bring fruit – WESO will provide fruit. Beverages and pizza will be available as well.


Consumption of all food and drinks will be limited to the cafeteria or outdoors. This rule will be strictly enforced.


Schools should drop off donated baked goods or food at the cafeteria early Saturday morning.

Raffle: There will be a variety of gift baskets for raffle during the tournament. Please participate and purchase some tickets! WESO relies on raffle ticket sales to support the tournament.


Donated raffle baskets should be dropped off in the cafeteria on Friday evening. Please be sure to submit a list of items in the basket along with the name of the school.

Open Events:
 Located in the Cafeteria Annex, near the clock tower (Stadium Blvd) entrance, and adjacent to the cafeteria. We will have exploratory stations in Physics, Chemistry, Biology, Math, Technology and more, as well as representatives from a variety of local groups.

All children (WESO participants, siblings, friends, etc.) are welcome to participate in Open Events. We hope the students find the events fun and informative.


Academic Event Check-in

For the majority of events, the check-in will be on the first floor, in the classroom section of the building. Ask your Head Coach or consult a map for directions. Exceptions are Water Rockets and On Target (see below for check-in locations for these).

Student teams should arrive at Academic Check-in 10-15 minutes prior to the scheduled event start time.

Check in your whole team at once if possible. In order to avoid a large crowd at the check-in station, please designate one adult to escort your team to the area. Once the students have been dropped off, this person should leave the area.


A sign near the check-in table will tell you where your Olympians will return when finished with their event. Event exit locations are at the check-in table, and the stairway doors at the clock tower entrance lobby, outside the cafeteria. Students may check themselves in without an adult if they wish.


New for 2018: All students will exit the academic area after each event. Students with back-to-back events will not be escorted by WESO volunteers to their second event as in past years. If your student has an event that is starting soon, or has already started, get them to the check-in table as soon as possible and we will take them directly to their event room.


For safety reasons, we cannot allow anyone who is not participating in an academic event, or actively volunteering, to enter the Academic hallways. This means that parents and coaches will not accompany students to their events. There are many adult volunteers and trained Supervisors to help your students get where they are going. There will be signs and volunteers to help you identify public and off-limits areas of the school. Your cooperation is expected and appreciated.


On Target Check-in

On Target takes place in the small gym, and that’s where you’ll check in. Spectators are welcome. See the maps in the hallways for the location.


Water Rockets Check-in

Check in directly at the practice lacrosse field, located far behind the tennis courts and softball diamond. This is a long walk from the building so allow yourself plenty of time!  The most direct path is to exit the school at the rear of the cafeteria. Signs will guide you from there to the Water Rockets location.

Awards Ceremonies

Award ceremonies will be held in the large gym. The times are

11:15 a.m. (2nd grade)

2:15 p.m. (3rd grade)

5:15 p.m. (4th grade)

8:15 p.m. (5th grade)


Banner Parade

Awards ceremonies begin with a banner parade. Please assign only two Olympians to carry your school banner. Have those students at the large gym 15 minutes before the start of the award ceremony so we can order them alphabetically by school. Banners should be 3 feet in length or less – large banners won’t fit.



Medals will be presented to 1st – 5th place finishers for each event in each grade, plus 4 honorable mentions. Each participating student will receive a medal if his/her team places.


Teams to receive medals for an event will be called to the stage, and medal placements will be announced starting with honorable mentions, then places 5, 4, 3, 2, and 1.


The number of medals provided to a school for an event is equal to the maximum team size for that event. We cannot provide additional medals for students who are alternates for an event, or participated in practices, etc.



Students and parents are expected to exhibit outstanding sportsmanship during awards ceremonies, including listening to speakers, being respectful of each other, and celebrating the accomplishments of all schools, not just their own. Medals are an important part of WESO, but our ceremonies are designed primarily to celebrate science education and the progress all of our students have made in learning new and exciting STEM topics.



It can get very loud in the gym at times, which makes it difficult to hear the speakers. You and your students can help this by listening quietly when someone is speaking and keeping noise to a minimum. Coaches and parents, it is up to you to monitor your students.

Miscellaneous Topics


WESO is supported by numerous local sponsors, without whom the tournament would not be possible. Sponsors have given grants, provided volunteers, prepared and taught workshops, or made other contributions of their time and talent. Take a moment to check out the “Thank you!” posters in the hallways and thank our sponsors if you get a chance.  Where possible, please support the local businesses that support WESO.


Representatives of sponsor companies will be recognized at the ceremonies, and may help distribute medals.


Concerns or questions about an event

Any concerns or questions regarding a specific event should be brought to your Head Coaches first. Head Coaches may then submit concerns at the Volunteer Check-in desk and an appropriate WESO Board member will be contacted. Please remember that supervisors have authority over scoring their events, including resolving ties. They will answer questions from student participants before the event begins. If you (parent or coach) have a concern, do not disrupt an event. Take your concern to your Head Coach who should direct it to a WESO Board member.

All other concerns may be brought directly to any of the Board members or to the Volunteer Check-in table.


Building Security

WESO employs security guards to monitor the building during the tournament. If you have a security concern, please contact a Board member or a security guard.  Board members have walkie-talkies and cell phone numbers for the security guards.



There is a public WiFi connection in the school, but due to the large number of people who will be there during the day, do not expect fast connections. WESO is not responsible for the WiFi, and cannot help with connection or device problems.

Final Thoughts

As you and your Olympian participate at WESO, don’t forget that everyone who is working hard to make this possible is a volunteer, including you. 


Thank you for all you’ve done to put STEM education front and center in Washtenaw County!

Best wishes to all the teams!