Cluster:Terrain

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Cluster:Terrain
Name Terrain

Roles In Cluster

  • Organize and lead the whole build-up
  • Coordinate duties, tasks and work with teardown, work closely together. Many tasks listed here hold for both roles.
  • Note: this role deals with a lot of people outside the community. Knowing Dutch is advisable.
  • Before build-up:
  1. Assess all terrain placements/layouts/decisions on feasibility for build-up.
  2. Communicate requirements, wishes and plannings regarding build-up with all teams. Both for the teams and from the teams.
  3. Structure all these requirements, elements, plans, etc… to produce a central overview for orga (and yourself) to have an overview of all things that need to be done during build-up.
  4. Create an overview of all suppliers with contact info, arrangements made, contracts.
  5. Create an overview of dependencies.
  6. Plan the build-up.(!)
  7. Identify buildup activities that might be dangerous to children/people on the grounds and provide safety measures
  8. Communicate the build-up plan. Make sure that all teams know what you expect from them and what they can expect from you.
  9. Discuss your plan with *owner* to manage expectations.
  10. Double check your plan and make sure you have everything that you think you need to improvise.
  • During build-up:
  1. Be on-site.
  2. Do a check-in of terrain with *owner*, list all issues, make arrangements if needed and have a written confirmation of everything with *owner*.
  3. Make sure you are in the loop of everything terrain related. You are in the lead! Coordinate!
  4. Execute and track the progress of your plan, improvise where needed.
  5. Deal with suppliers: talk to people delivering stuff, doing work for you, anything. If needed: make sure they do as they are told.
  6. Organize meetings to align all build-up activities (as many people will be working for you, orga and angels alike)
  7. Communicate information to teardown that is needed for teardown.
  • During event:
  1. Rest.
  • During tear-down:
  1. Assist tear-down where possible.
  • After tear-down:
  • Make the whole event pretty
  • Decorative lighting
  • Impress visitors with a memorable atmosphere
  • Decorate the entrance gate
  • Design the terrain layout (the document, not the terrain)
  • Keep the map updated with changes
  • Provide an up-to-date interactive map online
  • Provide an up-to-date printable PDF map
  • Determine where fences and road maps are needed
  • Provide functional lighting so visitors can see where they’re going
  • Ensure that sufficient lighting along emergency routes keeps working in case of power outages, including in tents that need it according to rules and regulations
  • Determine the layout for the visitor and crew parking lots
  • Validate parking tickets
  • Micro-manage people who are parking their cars, to optimize usage of the available space
  • Provide optimized arrival and departure flows
  • Provide temporary parking space (“K+R”) for people who are dropped off by friends, family, or taxi.
  • Acquire (rent or buy) large goods that go on the terrain, such as fences, road mats, tents, etc.
  • Find suppliers
  • Ask for quotes, make deals (after permission from Treasury)
  • Check deliveries for correctness and completeness
  • Estimate the number of visitor movements at different moments
  • Design the traffic flows for visitors (walking and driving), both on site and in the neighboring public roads, for arrival, the event itself, and departure.
  • Design the traffic flows for suppliers
  • Design the emergency routes for visitor evacuation
  • Design the “calamiteitenroutes” for external emergency services
  • Document the rationales
  • Make the routes visible on the map
  • Estimate the numbers of toilets and showers necessary
  • Determine locations for sanitation facilities
  • Find out plumbing requirements
  • Keep the facilities usable (e.g. clean) during the event
  • For things that need height, provide height
  • Design and build towers and scaffolding, or outsource that
  • Inform the Permit people about the calculated strength
  • Provide an entrance gate
  • Organize and lead the whole tear-down
  • Coordinate duties, tasks and work with build-up, work closely together. Many tasks listed here hold for both roles.
  • Note: this role deals with a lot of people outside the community. Knowing Dutch is advisable.
  • Before build-up:
  1. Assess all terrain placements/layouts/decisions on feasibility for tear-down
  2. Communicate requirements, wishes and plannings regarding tear-down with all teams. Both for the teams and from the teams.
  3. Structure all these requirements, elements, plans, etc… to produce a central overview for orga (and yourself) to have an overview of all things that need to be done during teardown.
  4. Create an overview of all suppliers with contact info, arrangements made, contracts.
  5. Create an overview of dependencies.
  6. Plan the tear-down.(!)
  7. Identify tear-down activities that might be dangerous to children/people on the grounds and provide safety measures
  8. Communicate the preliminary tear-down plan. Make sure that all teams know what you expect from them and what they can expect from you.
  9. Discuss your plan with *owner* to manage expectations.
  • During build-up:
  1. Assist build-up where possible.
  2. Keep track of information that you need for tear-down.
  • During event:
  1. Double check your plan with all teams and suppliers.
  2. Keep track of things that change during the event that affect the tear-down.
  3. Make sure you have everything that you think you need to improvise.
  4. Communicate the final tear-down plan. Make sure that all teams know what you expect from them and what they can expect from you.
  5. Discuss your plan with *owner* to manage expectations.
  6. Rest, sleep, charge up.
  • During tear-down:
  1. Be on-site.
  2. Make sure you are in the loop of everything terrain related. You are in the lead! Coordinate!
  3. Execute and track the progress of your plan, improvise where needed.
  4. Deal with suppliers: talk to people delivering stuff, doing work for you, anything. If needed: make sure they do as they are told.
  5. Organize meetings to align all tear-down activities (as many people will be working for you, orga and angels alike)
  6. Celebrate successes, motivate people tearing down.
  7. Final check whole terrain to make sure you think it is read for handover to *owner*
  8. Do handover of terrain with *owner* and have a confirmed list of all issues for and agreements with *owner*
  9. Aim to make this list as short as possible
  • After tear-down:
  1. Tie up loose ends.
  • Enable visitors to find important places without a map
  • Design, acquire/make, and put up signage on public roads and at the venue
  • Use ISO7010 symbols for emergency routes, first aid, and fire fighting equipment