''
[This is a preliminary combined Logistics checklist contribution from Hobbit,
taking details from all his notes/writeups from A'13 or so onward. It is
intended as a starting-point template, from which a better living document
can form and continue being updated year to year as an ongoing part of
our institutional memory.]
''
----
== In the intervening year: ==
*Try to recruit / commit more people, esp. those with the needed skills:
:''"come play tetris with us!"''
: note qualifications/experience at concom meetings and volunteer-signup
: note caveats that key people need to be available during weekdays, e.g.
:: are they able to arrange more time off from their jobs...
*
(Re-)read Hobbit's debriefs from about A'13 up ::
[http://techno-fandom.org/~hobbit/pix/a13/ Arisia 13],
[http://techno-fandom.org/~hobbit/pix/a14/ Arisia 14],
[http://techno-fandom.org/~hobbit/pix/a15/ Arisia 15],
[http://techno-fandom.org/~hobbit/pix/a16/ Arisia 16],
[http://techno-fandom.org/~hobbit/pix/a17/ Arisia 17]
*(Re-)read other past Logistics reports, in particular what Housell was saying way back in the '08 debrief: [[Logistics - A08]].
:: Here we are a decade later, and still have the same issues.
*Other debriefs with info in them: [[Logistics - A'12]], [[Logistics - A'16]]
*Optimize storage/shipping infrastructure more, buy/assemble appropriate shelves/cases/carts, build wagons,
:: fix broken stuff, cull more of the junk that we never use, etc
[pre 18: what's the sitch with multi-day car parking at the 561 lot??
I heard something about how they were going to tow overnight parkers.]
(hearsay) A: Keith says Arisia folks can park over the weekend.
== 1 or 2 months out: ==
*Use tag/label templates & department list, make the stick-on labels
: where to keep the templates/code/whatever to generate? (see Note2 below)
: what type/brand sticker stock that doesn't suck? --> NOT Staples,
:: try to get the good-quality Avery ones!
: which printers?
*Make companion large-size 8-1/2 x 11 wall labels for staging into the hotel,
:: called "wayfinding" signs by some
*Ownership-mark any new Arisia gear without it yet
*Schedule/promote tagging days and staff to oversee same, and strongly
:: discourage any per-department "just bring it all" mentality
*Ask/manage all departments to have proper shipping containment for their stuff
*Make sure corporate credit cards will be up to date through the con, and
:: available for rental financials [This screwed Kim in 2017]
*Nail down where truck(s) can park on shoulder overnights
[*NOTE: parking on Fargo St is *not* contractually arranged,
different jurisdiction; could we ever get the hotel to authorize
in-dock-area parking for two trucks instead of just one??
What do the commercial events do about this? Why can't we throw more
money at the problem and have a confident, no-risk solution?]
Note2: Mieke found in the 2016 debrief: Tags designs:
https://drive.google.com/folderview?id=0BzdEIc-n46AvTDc4Y1ZkQlRmb1E&usp=sharing
Note, Google Doc's export to PDF works poorly on these. Use your OS's print dialog to convert to PDF.
The tags for A17 are in a folder at
https://drive.google.com/open?id=1uLaksWggRembSxTV-ROJiy5PAQ4sAfqo .
There is an index and the tag sheets, though there appear to be some missing.
== 1 to 2 weeks out: ==
*Ask 561 landlord to fix any noted elevator issues
*Ask landlord [or any other habitual parkers in the relevant spot] to *not*
:: park vehicles in the extra slot next to the dock on day(s)-of
:: but rather, block it off with something for us, we'll move it aside later
:: [Landlord contact: Keith Slipek, keithslipek@gmail.com ]
*Have a working CELL number for landlord for quick contact if we need it
## fill in details on lining up truck rentals and payment?
## fill in details on truck parking arrangements for Wed and Mon nights?
*Decide if we're doing any pickup/return of scaffold, schedule it
*Get solid idea of how much NESFA stuff there is and who's managing it
*Determine details about Artisans' Asylum pickup/return/contacts if relevant
*Review optimized / legal truck routes for all drivers, all dest points
:: [esp. note weirdness halfway down D st toward Marr]
*Review best places to refuel near rental yards
*Review/distribute "logistics advice" docs for volunteers:
:: http://techno-fandom.org/~hobbit/pix/a15/advice.html
*Review liftgate-hop "dock technique" for those unfamiliar
*Pump up all handtruck tires
*Find where spare handtruck wheel cotter pins are, have available
*Confirm all "no cold overnight" stuff is appropriately labeled
*Notify DIAK of our in/out days to avoid conflict?
*Notify/coordinate w/ Mason/Robin next door to NESFA
:: [and make sure to *not* schedule any NESFA activities late at night]
*Line up crew-shuttle person(s) and vehicles for all relevant days
*Allocate who's going to manage Storage re-load, lock in their knowledge
:: of where stuff will live once returned
== 1 to 2 days out, and/or Wed morning ==
*Obtain from NESFA: keyed-alike padlocks, load-straps, gloves?
: * point out / label? special logistics-gear tubs to NOT bury in the load
: * describe "rear door" / padlock technique for truck-key stowage
*Obtain from wherever: radios, w/ accessories, programmed on legal freqs
*Put tie-line on all appliance cords that don't have it, bind 'em up
:: [esp fridges; *no* trailing cords]
*Drain fridge/freezer drip trays, etc as much as possible before shipping
: [still some disagreement on whether to ship warm/dry or just keep the
:: cold inside for the transit time]
*Print or assemble hotel-security approved MIMO creds of some sort?
:: Or will they issue us something of their own
*Bring in truck-support gear:
:: brooms [arisia has at least one, nesfa's got good pushbrooms]
:: snow shovels
:: ice scraper/snowbrush
:: GPS or map-enabled phones
:: 2 clip-worklights, LED lamped, plug-in or battery
:: Extensions cords as needed [100', 50']
:: 8 curb-ramp boards [6*2x6, 2*2x4, from Hobbit]
:: rags/crap-towels for fridge/freezer drip
*Allocate truck-driving reorientation / "training time" if possible/needed
*Make sure load-in staging space at the hotel is clearly known to everyone
*Nail down interim return/re-rent schedule for trucks not rented for the
:: whole weekend, and personnel to take care of that
== Truckin' ... ==
*If driver asks for backing guide, ONE person supplies it and signals are
:: agreed upon first [use dynamic distance-left indication]
*G.O.A.L. [Get Out And Look] often
*Once in the dock @ storage, don't leave the hazard flashers going; put out
:: a couple of the triangles if anything to guide cars around the nose
*Keep workspace/paths clear, dont get in our own way
*Don't go overboard on ratchet straps, wastes time. Where they go across
:: the truck, attach so that they pull *forward*, not just across.
*Discourage war-stories and distractions, keep moving
== On the out ==
*Keep people focused and busy, they'll be more tired and wanting to head home
*Take future con needs into account as much as possible [Boskone? etc] during
:: the reload back into Storage
== Post-con ==
*Make sure to produce a thorough debrief report!
[[Category:Logistics]]