Stotesbury Cup Regatta

Schuylkill River, Philadelphia, PA
May 16-17, 2025

Stotesbury is the oldest and largest high school regatta in the US, and takes place annually on the Schuylkill River in Philadelphia.  The host organization is the Schuylkill Navy of Philadelphia. Loads of information can be found at http://stotesburycupregatta.com/.

The team will travel to Philadelphia via bus on Thursday, May 15 with the intent of getting in a bit of practice on the Schuylkill River before the competition begins on Friday, May 16. The time trials will run continuously on Friday, and finals are on Saturday.

WHO IS ATTENDING?

All race entries, to include alternate rowers/coxswains are made at the discretion of the Woodson Rowing Head Coach.

Line ups are set based on a number of factors, to include whether or not an athlete is even available to go. If you already know your athlete is NOT available for Stotesbury, please have the athlete speak to their coaches. Our coaches try to take as many competitive boats as possible. That may mean, however, that not everyone will be placed in a lineup. Athletes can direct their questions on lineups to the coaches.

This year’s line ups have not yet been determined (as of April 8, 2025).

NEWEST UPDATES

As of April 22, 2025:
– Spectator room block deadline extended to Friday, April 25
– Stotesbury Volunteering sign up genius is live

CRITICAL DATES

  • Sun, April 20 Fri, April 25: Deadline to receive negotiated rate for spectator rooms.
  • Wed, April 30, 8:00pm: Stotesbury Q&A Zoom. Stay tuned to Slack for details.
  • Fri, May 9: Athlete registration, payment and form submission deadline
  • Wed, May 14: Luggage/Meds Check-in @ Woodson. 7-8p. Enter through Door 3.
  • Thur, May 15: Students to the bus (on-site at Woodson) after their first period (approx 9:40a); Bus leaves promptly upon their arrival.
  • Sat May 17, 2023: Bus returns to Woodson – time TBD. Make sure you are on the
    #2025-Stotebury Channel on Slack to stay abreast of timing.

LODGING INFORMATION

Reservations for athletes and coaches will be made by the team. You do NOT need to book a room for your athlete.

If you would like to spectate, you are responsible for your own transportation and lodging. Spectators are not required to stay at the team/spectator hotel.

If you would like to volunteer to be a boat chaperone (duties include conducting nightly checks on the rooms and ensuring that the athletes are where they are supposed to be at the appropriate times), we may have a limited number of rooms available in our athlete room block. While you will still be responsible for the cost of your own room, you would be able to be onsite with the athletes. IF YOU ARE INTERESTED IN THIS ROLE, please let our Volunteer Coordinator know so we can keep you updated on logistics.

Our team reservations are for 2 nights: Thursday, May 15, and Friday, May 16. 
Check-out is Saturday morning, May 17.  

ATHLETE/COACH/CHAPERONE HOTEL INFORMATION:
Residence Inn by Marriott Philadelphia Airport
3701 Island Avenue Philadelphia PA 19053
T 215 921 8011 Ext 3222 

*If non-chaperone parents wish to stay at the Residence Inn with the athletes, they are welcome to book there if there are rooms available, however we do not have a contract for parents at the Residence Inn.

** INTERESTED CHAPERONES should contact our Volunteer Coordinator to determine if there are available rooms in the room block at the Athlete hotel, unless you would like to book a room on your own. We cannot guarantee that there will be space available.

SPECTATOR HOTEL INFORMATION:
SpringHill Suites by Marriott Philadelphia Airport/Ridley Park
201 Industrial Hwy, Ridley Park, PA 19078
(610) 915-6600.

Please use the following address in GPS and Internet mapping systems:
598 West Sellers Avenue, Ridley Park PA 19078.

On-line family block booking, use this link: Woodson Rowing Parent’s Group Block

Arrival Date: Thursday, 5/15/2025

Departure Date: Saturday, 5/17/2025

Cut-off Date: Saturday, April 20, 2025

Room Rate: $ 194 per night + taxes and fees

If you are having trouble booking your room, please contact Tré Krupnick via Slack or email ([email protected]). Tré is a parent to a rower as well as the travel agent who negotiated the rate for us. THANK YOU TRÉ!

If you will be traveling to Philadelphia to spectate and were not able or choose not to book in the block, there are lots of hotels in the city area that are available to stay at. Spectators are NOT required to stay at the team hotel.

REQUIRED FEES

There is an additional fee for athletes to attend Stotesbury. The fee for 2024 was $550 per athlete. We hope that the fee this year will be similar but as of now are still compiling costs. The fee is a direct pass-thru of the costs for travel, food, and lodging for the athlete. If this presents a financial burden, the team may be able to offer assistance. Please reach out to Bill Westman, Board President, with questions re: financial assistance.

Optional add-on fees for spectators will likely be offered:

  • Spectators that may want to ride the bus with athletes to and from Philadelphia will need to pay a fee. In the past, this fee has been approximately $75. This option is available for Adults only and space will be limited.
  • There will be a per-person fee offered if spectators would like to join athletes in having at-the-river snacks and lunches on Friday and Saturday. The fee is generally around $30 per person. There are plenty of options available for those who do not sign up for this optional add-on.

Note: FCPS will not be responsible for reimbursements of money lost, submitted in advance, for trips canceled due to safety/public health concerns. In the unlikely event that the trip is canceled. The Woodson Crew Boosters would need to evaluate what, if any, refunds could be issued, based on non-refundable monies paid for hotels, bussing, registrations and food.

REQUIRED FORMS

The following forms will be required for all athlete attendees. Links will be updated when the forms have been generated. All forms must be completed, printed, signed, and turned in to our Membership Chair.

  1. Student Code of Conduct Form
  2. Emergency Contact Information Form
  3. Parental Authorization Form

Forms must be hard copies and may be provided to our Membership Chair by either:
(1) providing forms to Sarah or Madeline Backmeyer at practice OR
(2) contacting Catherine Backmeyer via Slack to make separate arrangements.

Additionally, the Luggage Check-In Form and the Student Medication Form (if it applies) must be submitted on May 14th, at the Luggage Check-in.  We cannot accept these in advance as they must be matched with the luggage/medicine.

TRANSPORTATION

Athletes will travel on buses equipped with DVD player and bathroom.  Coaches/chaperones will ride in each bus.  Note: ONLY movies rated G, PG, and PG-13 are permitted; if there is any doubt, your athlete will have to be able to prove the movie rating for it to be viewed on the bus.

TENTATIVE SCHEDULE: Students should plan to leave after their first class concludes (approximately 9:40a) and proceed directly to luggage storage to grab their bags. They should be ready to load, with their luggage, at the rock at 10:10. Buses depart at 10:30 a.m. on Thursday, May 15th. Bring a bagged lunch and snacks to eat on the bus.

All athletes who ride the bus to Stotesbury are expected to also return on the bus to Woodson.  Alternative return arrangements must be made with Coach Tylander, prior to the team’s departure from Philadelphia on May 17.  

Parents (adults only) are welcome to occupy any of the limited number of vacant seats (there will be a to-be-determined charge for round trip transportation to Philadelphia and back to Woodson). Once in Philadelphia, our buses are contracted to transport our rowers and coxswains between the hotel and regatta. Space permitting, parents are allowed to ride the bus for free from the hotel to the river and back.

CLASSWORK

Student-athletes are students first.  No form is required for your teacher’s approval of the travel.  However, students are encouraged to let their teachers know about their classroom absences due to this trip. Students must discuss make-up dates with their teachers prior to the team leaving.  

You do not need to notify the Attendance office of your athlete’s absence.  The Boosters will provide a list of Rowers and Coxswains who require early dismissal and and will miss school due to attendance at this regatta.

Athletes who are taking any of the following AP classes who are electing to take the AP tests should discuss alternate testing arrangements with their teachers:

  • Art history
  • Spanish Language and Culture
  • Computer Science Principles
  • Physics C, Physics 1: Algebra-Based
  • Spanish Literature and Culture and Psychology.

TEAM LUGGAGE CHECK-IN

Luggage search and check-in will be held at Woodson from 7-8p on Wednesday, May 14.  All bags except carry-ons must be turned in at this time; this baggage will be inaccessible during bus travel.  All bags will be searched, taped/sealed and checked-in.  

Please complete the FCPS Luggage Check-in Form.  There are two options on the form, please select and complete one.  In the first option, students must present their own bags for a search, which is supervised by the coaching staff or a crew boosters representative. In the second option, the parent presents the bag, along with the completed form indicating that the parent performed the search. This expedites the team’s departure on Thursday and leaves only carry-on bags to be searched before boarding the bus.  

All bags will be secured in a locked room at the school until the bus is loaded on May 15.  

TRANSPORT OF MEDICATIONS

If your athletes will be traveling with any medications, prescription or over-the-counter, please provide a hard copy of the Medication Form to the Membership Chair at the luggage check-in on May 14.

Below are some notes re: medications:

  • Epinephrine will not be stocked on these trips. Please plan to have your athlete carry their own epinephrine, inhalers, and other necessary medications.
  • Inhalers: Please ensure your student has their inhaler and enough to last the entire trip.
  • Prescription Medications: Please annotate it on the form and have your athlete bring in the original container with the needed amount for trip.
  • Over the Counter Medications: Please keep in the original containers. However, please do not send FULL NEW bottles of medication. Please only send a sufficient, reasonable amount of medication for the 3 day event.  

The medication form is a crew team form, and not required by FCPS. Please complete the form with as much information as you are comfortable sharing. The form, along with all medications in their original containers, must be placed in a sealable plastic bag, labeled with the crew member’s name. This will be reviewed and checked-in Wednesday evening during the baggage search. Please just send enough for your student for just the trip.

Students will receive their checked medications as they board the bus the following day. Students will be responsible for taking their own medication according to the dosage indicated while on the trip. Teammates will not be allowed to share any drugs, whether prescription or over-the counter.

PACKING

Ideally athletes will pack one piece of “checked” luggage and have one carry-on. Please pack light. Less is more. See the lists below for recommended items to be packed.

Prohibited Items include drugs of any kind, including prescription drugs and “over the counter” (unless they are submitted through the separate medication check), weapons of any kind, vaping devices, any other items listed in the FCPS SR&R, and R Rated movies.

Please do not pack or bring valuables of any kind.

CARRY ON:
– Clothing to practice in upon Thursday’s arrival should be worn OR packed into a small carry-on. Athletes will NOT have access to their checked luggage until they arrive at and are checked in to the hotel on Thursday evening.
– Sack Lunch, Snack and beverages for the bus Thursday afternoon. The bus will not stop for meals. Dinner will be served at the hotel.
– Water bottle
– NO VALUABLES

CHECKED LUGGAGE:
– REQUIRED: Uni-suit and Tech shirt, ideally marked with your athlete’s name.
– BE PREPARED FOR CHANGING WEATHER CONDITIONS:  Bring a small towel, rain gear, extra shoes; and warm clothing for cold weather; layered clothing, sunscreen, and a hat for hot weather.  Remember:  LAYERS, layers.
– PJs/casual clothes for hanging out at the hotel and your comfort while not racing.
– Rain Gear!! It is going to rain! (assume it will rain)
– NO VALUABLES
– Please put the student’s last name on the luggage.

INCIDENTAL ATHLETE EXPENSES

Most athletes bring spending money for treats and rowing souvenirs.  They may want at least $50 to allow for t-shirts and other items. Most vendors take electronic payment, so generally cash is not required.

Telephone calls – Crew members will not be allowed to place long distance calls from the hotel room. 

Shopping – There will be a large number of vendors at the regatta site selling rowing apparel, photos of the participant’s races (very cool!), books, jewelry and all sorts of other crew-related merchandise. 

Misc – Athletes often want to buy extra food; not because they need it, but because they want it (and because they can)!

FOOD

All food is provided for the athletes and is included in the registration fee.  For parents and additional family members, there will be a to-be-determined fee which covers at-the-river snacks and lunches on Friday and Saturday.

Prepayment will be required so that we know how many people to plan to feed riverside.  We eat under the Woodson Tent on site from about 8am until about 4pm. For dinners, we will only be feeding the athletes.  Don’t worry parents! There are lots of wonderful options in Philadelphia on Trip Advisor or Yelp.

General Food Schedule:

  • Thursday Lunch: the athletes will bring a sack lunch and snack for the bus.
  • Thursday Dinner:  Catered meal with salad/dessert/drinks. 
  • Friday Breakfast: Breakfast at the hotel or grab and go bag.
  • Friday Lunch: Lunch and snack at the river.
  • Friday Dinner:  Team dinner style catered meal at hotel with vegetable/salad/dessert/drinks.
  • Saturday Breakfast: Breakfast at the hotel or grab and go bag.
  • Saturday Lunch: Lunch and snacks at the river.
  • Saturday Ride Home: Snacks will be provided for the bus ride back to Woodson.

Note: We are unable to provide meals considerate of every possible special dietary requirement, whether religious, vegetarian, or allergy, but we will do our best to ensure multiple choices are available.  Student-athletes or family members must either choose among the foods provided for what is acceptable, or bring along food that is suitable for their individual needs. Menu may vary slightly.

FAMILY VOLUNTEERING

Just like everything else we do, we will need a lot of parent volunteers.  Whether or not you are traveling to Philadelphia, we need you to help the team prepare in the days prior to travel and to help during the trip. When it is available, visit the Stotesbury Volunteer Sign Up Genuis for the long list of volunteering opportunities available, both at home and at the race site.

COMMUNICATION

Make sure you have joined the #2025-Stotebury Channel on Slack. Stay tuned to this website or Slack to get the latest information, to follow all the news, post pictures and cheer on our Woodson boats.

For the most up-to-date info on weather updates, start time changes, important announcements, etc, be sure to follow the regatta on X, Instagram, and Facebook (@stotesregatta), as they use these channels regularly to post updates. You can also subscribe to their digital newsletter THE STOTESBURY CURRENT by texting “STOTESCURRENT” to 22828 or by clicking HERE. Click here to review online issues of THE STOTESBURY CURRENT.

INFO FOR PARENTS/GUARDIANS ATTENDING

DIRECTIONS:
Driving to Philadelphia: https://stotesburycupregatta.com/travel-maps/. Driving time is about 3.5 hours from Fairfax to Philadelphia – depending on traffic. Note: Traveling north and south on 95 to Philadelphia requires tolls. Be prepared with cash or your EZ pass!
To get to the team hotel, please note that you should use the following address in GPS and Internet mapping systems: 598 West Sellers Avenue, Ridley Park PA 19078.

Once in Philadelphia, here are some handy guides for navigating the regatta: http://stotesburycupregatta.com/spectators/.

PARKING AT THE REGATTA: https://stotesburycupregatta.com/spectator-parking/.
Space permitting, parents are allowed to ride the bus for free from the hotel to the river and back. Due to the limited space on the buses, however, this may not be convenient or possible for everyone. As a result, it would be advisable to have some contingency plans in place for your own transportation.

There are 4 lots off-site that are managed by Standard Parking. Fees will be around $20. Do not park anywhere else in Fairmount Park or risk being ticketed and/or towed. Find a map of the off-site parking lots and the shuttle system here.

RACE WATCHING: After coming down the hill from the parking area, look for the Woodson tent, among the many canopies at the river’s edge.  Be prepared for every possible weather condition – there is very little shelter, and if it rains (and it does almost every year!), the tent is often not big enough to comfortably accommodate all student-athletes, coaches and parents.  Dress to stay warm and dry, or if the forecast is hot, bring plenty of water, sunscreen and a hat.  Binoculars and camera are very useful.  The team does not provide seating at the tent, and the only grandstand seating is near the finish line, so bring a lawn chair or a blanket for your sitting comfort. 

PARENT MEETING AT THE HOTEL: Board Representatives and volunteer parents will hold a brief parent meeting in the hotel lobby each night to review chaperoning expectations, schedule changes, and the next day’s events. Please join us to find out the latest information! Times, locations and general information will be posted in the Slack daily.

INFO FOR PARENTS/GUARDIANS NOT ATTENDING

EMERGENCY CONTACT: Call the hotel and ask to speak to the Manager on Duty.  Contact information is listed in the Lodging Information section above. Our group is registered as Woodson High School Rowing Team. Then, give the manager your child’s name. Rowers are assigned to rooms with their boat team-mates, four to a room. Coxswains are roomed together. Upon arrival, we will update the roster with room numbers and post only in Slack for privacy.

FOR EMERGENCIES ONLY:  You may call or text any of the following board members:
Bill Westman, Board President: 202-507-1552
Jenn McRobbie, VP Communications: 703-868-6296

SATURDAY NIGHT BUS RETURN: The anticipated time of return is between 5 and 9 pm.  The success of our boats and the schedule of their heats will determine our departure time from the Regatta. The more successful our boats, the later we will depart and the later we will arrive back at Woodson.  Athletes will be asked to use their cell phones to notify their parents when the buses are an hour from Woodson, but we will do our best to post ETAs in the on Slack also. Parents are asked to be prompt when picking up their athlete from the Kiss and Ride at Woodson so that coaches and chaperones are able to go home promptly, too. 

STILL CURIOUS? Want to see what a past Stotesbury competition looked like? Check out our SmugMug photos and videos from previous seasons!
Stotesbury 2024
Stotesbury 2023
Stotesbury 2022
Stotesbury 2019
Stotesbury 2018

PARENT Q&A

In our experience, athletes seem to be quite fluid when it comes to traveling to this gigantic event. Parents, on the other hand, have lots of questions and concerns. If what you see above hasn’t satisfied all of your curiosities, this section is provided for more in-depth information. Any questions afterward can be directed to the #2025-Stotebury channel on Slack.

Q: I STILL DON’T GET THE BIG DEAL WITH STOTES?
A: For 2024, there were approximately 936 boats competing, representing 181 schools, which comprised a total of over 4,700 athletes. Combine that with nearly 10,000 spectators, retail establishments and locals – and you have an incredible amount of people converging on one area in a short period of time! Stotesbury is the world’s oldest and largest high school regatta. For 2025 it is in it’s 98th year.

Q: ARE PETS ALLOWED?
A: Yes. But keep in mind that the venue will be, literally, teeming with thousands of people. So, please consider if your furry friend can handle that much love from so many people.

Q: AS A SPECTATOR, WHAT SHOULD I BRING?
A: Our biggest suggestion: bring your patience. This is fun and overwhelming and new for so many of our athletes and their parents. Other than that our suggestions:
– good walking shoes
– refillable water bottle. Ewe will have large water coolers that can be used to refill, but we will not have individual disposable bottles of water.
– binoculars and/or camera (you will be very close to the racing at this venue)
– lawn chair or blanket for your sitting comfort (and even a couple extras if you can)

Be prepared for every possible weather condition – there is very little shelter, and if it rains (and it does almost every year!), the tent is often not big enough to comfortably accommodate all student-athletes, coaches and parents.  Dress to stay warm and dry, or if the forecast is hot, bring plenty of water, sunscreen and a hat. 

Q: HOW DO I GET AROUND?
A: Expect a lot of walking!!! You will definitely get your steps in this weekend.

According to the coordination team for the regatta, the BEST option is ride-share (Uber, Lyft, etc.) to and from the “Entry Gate,” which is located on Kelly Drive under the Strawberry Mansion Bridge. The following guidance has been provided to get you to the best spot for drop-offs/pick-ups:

  • If you’re using Google Maps, you can use “Furness Gateway.” Keep in mind, however, that traffic on Kelly Drive will only flow in a single direction INBOUND to the City. So this will get you “close” but not all the way in.
  • Most RideShare Apps will allow you to add a  GOOGLE PLUS CODE to get you to a convenient drop off spot. The GOOGLE PLUS LOCATION CODE is XRW5+5C Philadelphia, PA.
  • For more information, look to the Stotesbury Cup Regatta Travel page or the Stotesbury Cup Spectators page.

Q: ONCE THERE, WHERE DO I GO?
A: The team spaces are assigned numbers based on when we register for tent space. There are 60+ tents, with the first being closest to the Athlete Village. We will not know our tent number until the day before the regatta. So, please keep an eye on our Slack channel to be able to find the team during the race.

Q: WHAT DO THE ATHLETES DO WHEN THEY AREN’T RACING?
A: They will be working on their boats or sitting at the team tent. If they are done racing, but waiting for others, they may be released by the coaches to shop at the Athlete Village. You will see them coming and going, and doing all manner of fun things with their friends when they aren’t being competitive.

Q: WHAT DO I DO WHEN THE ATHLETES AREN’T RACING?
A: If you haven’t signed up to volunteer, we encourage you to help out where you see gaps. Also, if you didn’t purchase the ability to eat the chuckwagon food with the team, do not fear! There are plenty of options onsite with various food trucks. Keep in mind that, like in all things, nothing is fully predictable so feel free to explore all Philadelphia has to offer between races!