'' [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]]