Academy Camping Load-In Policy

Academy Camping Load-In Policy

Academy Camping Load-In Policy

Academy Camping Load-In Policy

Please read this entire document as we’ve added an option to register for Academy (get your wristband) at the Farm while you are waiting in line for camping load-in.

Due to high demand for camping spots, we will be utilizing a random lottery process to determine the order of access to the On-Site Campground for Academy. The goal of this process is to maintain a fair, orderly load-in that minimizes stress for everyone! If you aren’t worried about your position in the line, participation is not mandatory (see info below).

If you do want to participate, bring an instrument, a comfy chair, plenty of water, and a few snacks. This is all part of the Academy camping experience!

Lineup Lottery

If you wish to participate in the random lineup lottery, here’s how it works:

  1. Staff will facilitate a vehicle lottery from 9am to 11am at the Farm Parking Area on Sunday, July 21st, 2024.
  2. Upon arrival, you will receive a random lottery number, assigning your vehicle a spot in the lineup
  3. Staff will help you find your spot in the parking area where you will wait until the lottery closes.
  4. When the lottery closes at 11am, staff will consolidate all the vehicle lines to fill in gaps and prepare everyone to load into the campground.
  5. After the consolidation, staff will exchange your lottery number for a new line number, which will be your ticket into the campground.
  6. At 1pm, staff will facilitate the vehicle lines entering the onsite campground in an orderly fashion.
  7. NEW!: Early Academy Registration will be open at The Farm from 9am to 11am and Noon to 1pm, so you can get your wristband while you’re participating in the lottery. (See below for more information)

Important things to note about the lottery lineup:

  1. You have the same chance of getting #1 in the lottery at 9am as you do at 11am
  2. We recommend showing up before 10:30am to help prevent a long line caused by too many arrivals right at 11am.
  3. If you are on the Farm Property by 11am, you will receive a lottery number, even if you’re waiting in line past 11am
  4. If you draw a lottery number that you don’t plan to use, please remove your vehicle from the line up area and park in the lower lot prior to the consolidation. (It helps us a lot!)
  5. When the consolidation of lines occurs (usually between 11a and 11:30a), YOU MUST BE WITH YOUR VEHICLE, ready to move. If you’re not there, the lines will all drive around you and you will MOVE BACKWARDS in the line-up!
  6. We will need to give a lottery number to every vehicle on the property before 11am. Sometimes it can take 30+min to work through the line, so be prepared to wait a little while for the consolidation to begin.
  7. Make sure you don’t leave until you have exchanged your lottery number for a different colored line number!
  8. Once you receive a lottery number, YOUR VEHICLE CAN NOT LEAVE THE LINE or else you forfeit your number and space.
  9. Please be back at your car by 12:30p to prepare for the campground load-in.

If you’re feeling like this is more than you want to take on, don’t fret!

  1. If you aren’t concerned with your position in line, you can arrive at the Farm any time between Noon and 12:30 pm and jump in the back of the line.
  2. We request that you try not to arrive between 12:30pm and 1:30pm, as it makes things very confusing while the vehicle lines are driving over.
  3. If you have no choice but to arrive between 12:30pm and 2:00pm, please head to The Farm parking lot, and staff will instruct you on where to go.
  4. If you arrive after 2:00pm, proceed to the main entrance of Planet Bluegrass and staff will assist you.

Campground Load-In

Here’s what to expect during the campground load-in:

We will be honest with you, the load-in can feel a little chaotic, especially if it is your first time. However, we’ve been doing this for years, and everything works out in the end!

  • When you enter the property, have your line number ready to present to the staff at the gate. If you’re out of order, you will be stopped until the numbers that should be ahead of you come through.
  • DRIVE SLOW - there are pedestrians, vehicles, trees, plants, banjos, and staff members all over the place. Let’s keep everyone safe!
  • DO NOT STOP IN THE ROAD - We get it, people are running and yelling, and you’ve got your eye on a perfect spot. Your buddy in the passenger seat is ready to jump out with their tarp and make a run for it. Please pull off the road before you stop. We need to keep the line moving off the highway, or else we get in trouble!
  • ALL VEHICLES (Including trailers) MUST HAVE A BUMPER TOUCHING THE ROAD. To ensure everyone is able to get vehicles out when necessary, anything with wheels must have a bumper touching the road. Help us out and make it the “short side” of your vehicle or trailer to maximize road space.
  • Be friendly! Be ready to scooch a tarp to help someone else fit or do a quick tarp move so that we can back a trailer in. This is a great time to make new friends.
  • If you have a trailer and want to back it up into a spot…STOP! Unless you back up trailers professionally (is that even a thing?) we would prefer you grab a staff member (look for a radio) and we will rally a team to move it by hand. This is much safer and ends up being faster in the end. We can lift any popup camper and many small hard-sides!
  • If you don’t need your vehicle, please move it out to the parking area (only 50 yards away!) as soon as possible to make room in the camping area for everyone.
  • If you’re having trouble finding a spot, don’t worry! Do another lap around the campground, and try a different road. As campers move their vehicles to parking, more space opens up. If you’re still having trouble, find a staff member and we can help!
  • If you’re stuck in a backup on a road, please don’t leave your vehicle unattended. Things clear up quickly and if you’re not in your car when the line moves, suddenly you’re the problem.

Early Registration - New for 2023 Academy

We are offering Early Registration for Academy and Kids Academy students who are at The Farm participating in the Academy on-site camping load-in process.

  • Early Registration Farm Hours
    • 9am to 11am and Noon to 1pm. (Registration will close during the vehicle consolidation)
  • Academy Materials
    • During early registration you will be able to pick-up your wristbands and vehicle passes, however you will still need to stop by the Blue Heron Registration tent to pick-up all your Academy materials (song book, schedule, bag, lammie, etc.). The Blue Heron Registration tent will be open Sunday from 2:30pm to 5pm and Monday from 8:30am to 9:30am.
  • Festival Parking Passes
    • If you have already purchased a Vehicle Pass for the RockyGrass Festival, you can pick it up during registration.
    • If you don’t have a Vehicle pass for the RockyGrass festival, all Academy students must move their cars from the on-site camping area by 1pm Thursday. Academy students can purchase a Riverbend parking pass (just across the street) for $10. Cars should be moved there beginning at 8am Thursday morning and can stay during the festival until Monday morning.