VOLUNTEER ROLES
Our volunteers are the heartbeat of every XYL event — helping athletes compete, connect, and discover what they're capable of.
Parking: Columbus
Please review the parking guidelines prior to arrival and only park in the green lot at the main location.
Main Address: 880 Kinnear Rd, Columbus, OH 43212
Overflow parking: 777 Kinnear Rd, Columbus, OH 43212
Please review the parking guidelines prior to arrival and only park in the green lot at the main location.
Main Address: 880 Kinnear Rd, Columbus, OH 43212
Overflow parking: 777 Kinnear Rd, Columbus, OH 43212
Itinerary & Lift Flight
As we try our best to project lift and flight times, it must be noted that it will vary depending on event size. Please check in with your meet director for more precise timing.
About the Lifting Meet
Our goal is to challenge women outside of their comfort zone and show themselves they're stronger than they think. First time competitors to seasoned lifters will come together to show themselves what's possible
2-3 Main Lifts: Lifters will compete in squat, bench, and deadlift in a powerlifting meet-style manner.
SBD: Squat, Bench & Deadlift
Push-Pull: Bench & Deadlift
3 Attempts: Each lifter will have 3 attempts at both lifts to reach their maximum lift on each movement.
Total Score Combined: The highest lift of EACH lift will be combined for the scoring.
All women of All Levels: We've had ages 7 to 72 years old and women lifting the bar to 500+lbs.
About the 5k & Girls 1-Miler
Our goal is to challenge women outside of their comfort zone and show themselves they're stronger than they think. First time competitors to seasoned lifters will come together to show themselves what's possible
5k: 3.1 mile loop to run, walk or ruck
Girls 1-Miler: 12 years old and under, girls will run or walk a .5 mile out and back (1-mile total)
Hybrid Athlete: Women will be competing in both the 5k and lifting event
Contact Race Lead: After the last person you can walk back or contact the race lead for assistance
Station A
Just before entry to OSU Electroscience lab
Station B
Near sidewalk at Carmack Rd at Carmenton
Station C
Carmack Rd at Arthur E Adams Drive
Station D
Carmenton Ave at Innovation Way
Station E
Carmack 3 and Kenny Rd Intersection
Finish Line
Metro HS Parking Lot
FOR ANY QUESTIONS PLEASE EMAIL [email protected]
Volunteer Roles
Thank you for volunteering for this event! There will be women and girls of all ages that look back on this event and realize their true potential. This could not happen without all of you.
Athlete Check-In Table & Merch: Checking athletes in, assisting in the check-in process, and/or working the merchandise table
Scores Table: Assisting in writing down their attempts, along with suggesting next attempts
Announcer: Announcing the meet and athletes throughout the duration of the event1-3 years lifting
Media: Taking pictures and/or filming for this event.
Plate Loaders & Spotters: Loading and unloading plates for the athlete attempts, along with spotting each lift throughout the duration of the event
Judges: Judging the athletes lifting attempts throughout the duration of the meet
THE HEARTBEAT OF EVERY XYL EVENT
Xpand Your Limits events bring women together to step outside their comfort zones and discover what they’re capable of. From lifting meets and endurance challenges to outdoor adventures and community experiences, every event is designed to build confidence, connection, and courage.
But none of it happens without the team behind the scenes.
Our volunteers help create the atmosphere that makes XYL events so powerful — supporting athletes, welcoming new faces, running competition floors, and helping every woman feel seen and supported.
When you volunteer with XYL, you're not just helping run an event.
You're helping women realize they are capable of more than they ever imagined.
BE PART OF THE TEAM BEHIND THE EXPERIENCE
All volunteers receive a free XYL shirt + snacks on event day Questions or want to get involved? [email protected]
STRENGTH EVENTS
LIFTING MEET
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3 Main Lifts: Lifters will compete in squat, bench, and deadlift in a powerlifting meet-style manner.
3 Attempts: Each lifter will have 3 attempts at both lifts to reach their maximum lift on each movement
Total Score Combined: The highest lift of EACH lift will be combined for the scoring
All women of All Levels: We've had ages 7 to 72 years old and women lifting the bar to 500+lbs
ENDURANCE/HYBRID EVENTS
THE HYROX PFT
Standardized Test: Athletes will complete the official HYROX Physical Fitness Test (PFT) in the prescribed order.
Workout Flow (Completed in Order)
1,000m Run
50 Burpee Broad Jumps
100 Stationary Lunges
1,000m Row
30 Hand Release Push-Ups
100 Wall Balls
All reps must meet the movement standards listed below. Judges will issue no-reps if standards are not met.
Scaled divisions and modifications will be available so every athlete can participate safely.
For Time: Athletes complete the full test as fast as possible.
Scoring: Final placement is determined by total completion time.
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VOLUNTEER POSITIONS
Volunteering at an XYL event means being part of something bigger—supporting women as they step outside their comfort zones. Volunteers receive training, a t-shirt, and food on event day.
Check-In (1): Welcome athletes as they arrive and assist with the check-in process.
Merchandise (1): Manage the merchandise table throughout the event.
Scores Table (2): Support the competition flow by recording athlete attempts in the software and help communicate upcoming attempts to the platform.
Announcer (1): Keep the energy high throughout the event by announcing athletes, calling attempts, and helping guide the flow of the competition.
Media - Photography (1): Highlighting athletes, volunteers, and the atmosphere throughout the day.
Media - Videography (1): Captures the energy and emotion of the XYL event through short video clips.
Media - Social Media (1): Captures and shares real-time moments from the XYL event on social media.
Lifting Plate Loader & Spotter (4-6): Assist athletes by loading and unloading plates and spotting lifts throughout the competition.
Lifting Judge (3): Judges will evaluate squat, bench, and deadlift attempts and confirm successful lifts according to competition standards.
HYROX Station Lead (1 per station): Maintain standards for your assigned station and ensure all equipment is set up correctly and the flow of the station runs smoothly.
Road Crew (1 per station): Responsible for ensuring athlete safety and maintaining clear, controlled movement throughout the running course.
First Time Volunteering?
Don’t worry if this is your first XYL event. Our team will walk you through everything you need to know and make sure you feel prepared before the event begins. Just show up ready to help and be part of an incredible community.
VOLUNTEER DETAILED ROLES
To ensure a safe and fair competition, all athletes will follow the lift standards and judge commands outlined below.
CHECK-IN TABLE
The Check-In Table is the first stop for athletes, volunteers, and spectators. This role helps ensure everyone is welcomed, checked in properly, and directed to the right place so the event runs smoothly from the start.
RESPONSIBILITIES
VOLUNTEER CHECK-IN
Highlight their name on the sheet
Give them their shirt & volunteer snack
Direct them to meet with the meet director at their designated time according to the sheet on the table
ATHLETE CHECK-IN
Highlight their name on the sheet
Give them an athlete check-in card & Lifter bag
Direct them to the platform to get bench rack height
SPECTATOR CHECK-IN
Use gym software to take payment
Give them a wristband or stamp
If pre-sale spectator ticket, confirm with pre-sale sheet
MERCHANDISE TABLE
The Merchandise Table allows athletes and spectators to purchase XYL apparel and event merchandise throughout the meet. Volunteers in this role help manage purchases, track inventory, and ensure each transaction is recorded accurately.
RESPONSIBILITIES
DURING MEET
Athletes and spectators can purchase merchandise using the following methods:
Credit Card via iPad/Square
Venmo
Cash
Confirm Purchase
Confirm the customer’s payment has been received
Record the purchase on the merch tracking sheet, including:
Customer name
Payment method
Item(s) purchased
POST MEET
Count and record the total number of shirts and merchandise items remaining
Document the final inventory on the post-meet checklist provided by the Meet Director
Return the completed merch order forms and remaining merchandise to the Meet Director
SCORES TABLE
The Scores Table manages athlete attempts and ensures all lift results are accurately recorded throughout the meet. This role helps keep the competition running smoothly by tracking attempts and communicating with athletes between lifts.
RESPONSIBILITIES
DURING ATHLETE CHECK-IN
Lifters will bring their completed card to the Scores Table
Submit Their Info into OpenLifter Software
Click on the “Weigh-ins” tab
Next to the athletes name, fill out the appropriate information which includes the following
Squat Rack Height
Bench Rack Height
Squat Opener
Bench Opener
Deadlift Opener
Troubleshooting
If an athlete chooses to switch divisions
Click on the registration tab, go to the athletes name, click dropdown option on “division” tab and select the appropriate label
If meet directors need to adjust athlete flight information
Click on the registration tab, go to the athletes name, click dropdown option on “flight” tab and select the appropriate label
DURING MEET
As lifters complete their lift, you will mark the lift green/made or red/failed depending on the call made by judges
The lifter will then come to the scores table and give you their next attempt
You will then put in their next attempt into the succeeding box
Troubleshooting
If you mistakenly marked a lift good/bad
You cannot go back and change it, so please write their name down and lift attempt to adjust at the end
If a lifter drops out of a lift
Mark “0” on the lift and go to next lifter
POST MEET
Download Export for Open Powerlifting
Email to [email protected]
Clean up space with speakers, equipment etc.
ANNOUNCER
The announcer helps create the energy and flow of the competition. This role keeps athletes, spectators, and judges informed by calling upcoming lifters, announcing attempts, and maintaining momentum throughout the meet.
RESPONSIBILITIES
DURING MEET
Bring energy and excitement to the competition environment
Ensure you have clear visibility of the flight list on the TV and access to the PA system
ANNOUNCING LIFTS
Use the flight list to announce upcoming lifters in the following order:
Up to Lift: Athlete name + weight attempt
On Deck: Next athlete preparing to lift
In the Hole: Third athlete in the order
Repeat this sequence after each lifter to keep the platform running smoothly.
ADDITIONAL ANNOUNCEMENTS
Announce the start of each flight
Announce the beginning of first, second, and third attempt rounds
Communicate important updates or instructions from the Meet Director
MEDIA: PHOTOGRAPHY
The media team captures the moments that bring the XYL experience to life. These photos help showcase the strength, energy, and community of the event — highlighting athletes, volunteers, and the atmosphere throughout the day.
The goal is to capture both the competition and the community so athletes have memories of their lifts and XYL can share the story of the event.
PHOTO SHOT LIST
BEFORE THE EVENT
Capture setup and behind-the-scenes moments, including:
Sponsorship Banner
Prizes Table
Merch Table
Lifter Bags
Items in Lifter Bags
Candid Shots of Lifters Before or During
DURING THE EVENT
Focus on capturing key competition moments and the atmosphere of the event:
Squat, bench, and/or deadlift attempts from each athlete
Crowd reactions and athlete celebrations
Judges, spotters, and volunteers in action
General event atmosphere and candid moments
BEFORE AWARDS
Capture group photos including:
Photo of all lifters
Photo of lifters and volunteers together
Smiling group photo
Flexing / strong pose group photo
AFTER AWARDS
Capture final celebration photos:
Individual winners on the podium
All winners together
Winners with the Meet Director(s)
MEDIA: VIDEOGRAHPY
The videographer captures the energy and emotion of the XYL event through short video clips. Focus on athlete lifts, reactions, community moments, and the overall atmosphere so we can showcase the strength, courage, and connection that define the XYL experience.
VIDEO SHOT LIST
BEFORE THE EVENT
Capture setup and behind-the-scenes moments, including:
Sponsorship Banner, Prizes Table, Merch Table, Lifter Bags
Candid Shots/Video of Lifters Before or During
DURING THE EVENT: MOST IMPORTANT
Focus on capturing key competition moments and the atmosphere of the event:
Squat, bench, and/or deadlift attempts from each athlete
Crowd reactions and athlete celebrations
Judges, spotters, and volunteers in action
General event atmosphere and candid moments
QUESTIONS DURING EVENT
Questions to ask during the event
How are you feeling!?
Describe the energy in the room right now
What is one thought in your head before this lift
How do you feel after that lift?
BEFORE AWARDS
Focus on capturing key competition moments and the atmosphere of the even post event:
Video shot of all the lifters
Quick 10–15 second clips with athletes during the event
QUESTIONS AFTER THE EVENT
Questions to ask after the event
What was your favorite part about the day?
What would you tell someone that is on the fence about doing an XYL Event?
What does strong mean to you?
What are you most proud of today?
AFTER AWARDS
Capture final celebration videos and continued 1on1s:
Individual winners on the podium
All winners together
MEDIA: SOCIAL MEDIA
The social media volunteer captures and shares real-time moments from the XYL event. Focus on short videos, photos, athlete reactions, and community highlights that showcase the energy and atmosphere of the day.
SOCIAL MEDIA CONTENT LIST
BEFORE THE EVENT
Sponsorship Banner, Prizes Table, Merch, Lifter Bags
Candid Shots of Lifters Before or During
Athlete Meeting
Warm-Ups
DURING THE EVENT: MOST IMPORTANT
Focus on capturing key competition moments and the atmosphere of the event:
Squat, bench, and/or deadlift attempts from each athlete
Crowd reactions and athlete celebrations
Judges, spotters, and volunteers in action
General event atmosphere and candid moments
BEFORE AWARDS
Focus on capturing key competition moments and the atmosphere of the even post event:
Video shot/photo of all the lifters
Quick 10–15 second clips with athletes during the event
AFTER AWARDS
Capture final celebration videos and continued 1on1s:
Individual winners on the podium
All winners together
OVERALL
Document the entire day on social and make it exciting to follow on IG stories
PLATE LOADERS & SPOTTERS
Plate loaders and spotters play a critical role in keeping the competition safe and running smoothly. This team assists athletes by loading and unloading weight plates, adjusting rack heights, and spotting lifts during squat, bench, and deadlift attempts. Your role helps ensure every athlete can compete safely and confidently on the platform.
RESPONSIBILITIES
DURING CHECK-IN
Assist athletes on the platform with determining their rack height for squat and bench
Adjust the rack up or down while the athlete finds their preferred height
Confirm the exact rack height number the athlete is comfortable with
Instruct the athlete to write this number on their Athlete Check-In Card
Direct them to bring their completed card to the Scores Table
DURING ATHLETE MEETING
One volunteer may be asked to demonstrate lifts while judges explain rules and commands
This helps athletes understand proper competition standards before lifting begins
DURING LIFTING
Adjust the rack height between lifters as shown on the screen
Load and unload plates according to the weight displayed on the screen
Spot athletes during lifts when needed to ensure safety
Work quickly and efficiently to keep the platform running smoothly
SQUAT
Two side spots following bar as they descend
One back spot arms out under their armpits as they descend
Stay close to the lifter throughout
No good lift
Downward motion of the bar
3s+ pause
Listen for head judge command to take the bar
SQUAT COMMANDS:
PLATFORM READY
Lifter will unrack bar
SQUAT command to start squat
Lifter will complete the rep
RACK to re-rack the bar
BENCH
Two side spots
No good lift
Downward motion of the bar
3s+ pause
Listen for head judge command to take the bar
BENCH COMMANDS:
PLATFORM READY
Lifter will approach & unrack bar
START command to lower bar
Lifter will complete the lift
RACK command to re-rack bar
***No press command
DEADLIFT
One back spot
*Hitching it allowed
No good lift
Downward motion of the bar
Listen for head judge command to take the bar
DEADLIFT COMMANDS:
PLATFORM READY
Lifter will approach bar
Judge raises arm to signify the start- remains for full lift
Judge lowers arm when lifter is cleared to lower the bar
JUDGES
Each platform will have two side judges and one head judge. Judges are responsible for ensuring lifts meet the competition standards and are performed safely. A lift must receive at least 2 out of 3 white flags to count as a successful lift. Because XYL events are not sanctioned meets, some standards may differ slightly from traditional federations. Please review the lift commands and rules outlined below.
RESPONSIBILITIES
ATHLETE MEETING
The Head Judge will review lift commands and competition rules
A volunteer will demonstrate the lifts while commands are explained
HEAD JUDGE (1)
Lead the judging process for each lift
Give the official start and rack commands
Signal spotters to take the bar if a lift becomes unsafe
Determine whether the lift is good (white flag) or no lift (red flag)
SIDE JUDGES (2)
Watch the lift closely for proper depth, lockout, and control
Signal white flag (good lift) or red flag (no lift) after each attempt
Support the head judge in determining the final result of the lift
SQUAT
REGULATIONS
Begin standing tall and motionless to receive the “SQUAT” command.
Hip crease must reach at or below the top of the knee.
Return to full lockout to receive the “RACK” command.
High-bar and low-bar squats are both allowed.
COMMANDS
“PLATFORM READY” lifter can approach the platform
Lifter will unrack bar
“SQUAT” command to start squat
Lifter will complete the rep
“RACK” to re-rack the bar
BENCH
REGULATIONS
Begin with elbows locked out and the bar motionless before lowering the bar to receive the "START" command.
Bar must touch the chest before pressing upward (no pause command at XYL meets).
Elbows must return to full lockout at the top of the lift to receive the "RACK" command.
Glutes must remain on the bench and feet must stay flat on the floor throughout the lift.
COMMANDS
“PLATFORM READY” lifter can approach the platform
Lifter will unrack bar
“START” command to lower the bar
Lifter will complete the rep
“RACK” to re-rack the bar
No “PRESS” command is used at XYL meets.
DEADLIFT
REGULATIONS
Begin with the bar motionless on the floor.
The lift must be completed without hitching.
The bar must move upward continuously — no downward motion is allowed.
Finish with hips and knees fully locked out at the top.
Hitching: using the thighs to “walk” the bar upward to complete the lift.
Both sumo & conventional deadlifts are allowed
COMMANDS
“PLATFORM READY” → Athlete may approach the platform
Judge raises arm → Athlete may begin the pull
Judge lowers arm → Athlete may return the bar to the floor
Do not drop the bar from a standing position.
HYROX STATION LEAD
The HYROX Station Lead is responsible for managing a single station and ensuring it runs safely, efficiently, and according to standards. This role helps guide athletes through the station, maintain equipment readiness, and keep the flow of the race moving smoothly. You are the go-to leader for your station.
RESPONSIBILITIES
BEFORE THE EVENT
Meet with the HYROX Lead to review station standards, rules, and expectations
Ensure all equipment at your station is set up correctly and ready for use
DURING THE EVENT
Ensure athletes are completing movements correctly and safely
Maintain the flow of athletes through your station
Keep equipment organized, reset, and ready between athletes
Communicate with event staff if any issues arise
Bring energy and encouragement to athletes as they move through your station
ROAD CREW
The Road Crew is responsible for ensuring athlete safety and maintaining clear, controlled movement throughout the running course. This role helps guide athletes, manage spectator flow, and keep the course free from interference. You play a key role in keeping the event safe, organized, and running smoothly.
RESPONSIBILITIES
BEFORE THE EVENT
Meet with the Event Lead to review course layout, safety expectations, and responsibilities
Understand key areas where athletes and spectators may intersect
DURING THE EVENT
Ensure the running course remains clear and safe for athletes at all times
Monitor and control vehicle traffic near the course when applicable
Guide spectators to cross or move only when it is safe to do so
Prevent spectators or obstacles from interfering with athletes
Stay alert and communicate with event staff if any safety concerns arise
FINAL REMINDERS
FINAL VOLUNTEER REMINDERS
We want every volunteer to feel confident, prepared, and empowered on event day.
Please remember:
✔ Review your role, responsibilities, and expectations ahead of time
✔ Arrive early to get checked in, set up, and ready for your position
✔ Ask questions if you’re unsure — our team is here to support you
✔ Most importantly: your energy and presence MATTER more than perfection
XYL events run because of you.
You help create the experience, the energy, and the impact.
Show up, lead with confidence, and take pride in the role you play.
