Team:Parking/Meeting-2024-09-07

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Parking/Meeting-2024-09-07
Name	Team:Parking meeting 2024-09-07
StartDate	2024-09-07 14:00:00
EndDate	2024-09-07 18:00:00
Where	https://hackalot.nl
Team	Parking

Agenda

TBD

Minutes

Status: DRAFT User:Rixvet

Scoping of tasks:
- Park vehicles in safe way, supporting
  - Kiss-and-Ride places
  - temporary parking for VIP (e.g. external speakers, press and other officials)
  - temporary night-parking (when parking is closed)
- Ensure no traffic jams on public entrance roads
- Luggage unloading areas
- (Optional) Provide Electric charging points
- Queue for people who do not have a parking ticket
- Close collaboration with Villages for village build-up car queues
- First-point of contact for incoming people and guide them towards their first steps on the terrain.

Assumptions:
- Parking can be closed during night, no guarding by Team:Parking
- No sleeping in cars allowed -> will be checked by Team:Security
- Only whole event tickets
- No campers on the parking
- Permit pass-through cars are sufficiently marked
- Signs on public roads will be part of permit, managed by Team:Security
- Road to horse farm needs to remain open
- No helipad required on parking area
- List of people allowed for VIP parking is provided in advance and will be picked off after announcement to respective team via radio
- Weight limit of 7,5T for terrain
- 1200 cars will be parked
  - 2.5m x 4,5m per spot ~ 13.500 m2 (excluding parking roads)
  - https://lokaleregelgeving.overheid.nl/CVDR667932/1#bijlage_4
  - Width of complete aisle (angled parking, access road, angled parking) ~ 4m + 5m + 4m ~ 13m
  - This will give you roughly 14 aisles with length of 200 meter (TODO: recalculate later, this seems wrong and make picture)
  - Turns and other heavy use areas might need road plates as well (TODO: calculate)
  - For the heavy-use staging/luggage unloading area you will need roughly 30x20 meter = 600m2 of road plates.
- Special (bigger) spots for: handicaped, truck, cars with trailers, electric charging (optional)

Timing estimates:
- Build-up of parking area: 1d (4 people)
- Tear-down of parking area: 1d (4 people)

Initial budget is due next week
Routing legal requirements unclear, Team:Security will have meeting with municipality next week.
No maps available yet
Terrain available (east of entrance), first estimates of ground conditions are 'fair'.

Time Schedule:
- T-2: parking & big village field buildup
- T-1: parking running preliminary & village field buildup
- T0: parking & luggage from Parking -> Field
- T1 - T3: regular parking operation
- T3: luggage from Field -> Parking
- T4: luggage from Field -> Parking
- Provide services from 8.00 - 22.00 hours, starting T-1

Availability:
- rixvet; preparation, on-site available (coordination)
- konmei; preparation, on-site limited availability
- vacancies; on-site coordination (due to length of total shifts)

Will also take a look at logistics entrance, how-ever primary responsible will be Team:On-site transportation. Gate people at logistics gate should be (provided by) Team:Security.

People needed at:
- 2 Wagenweg west side (logistics gate) - ( xxx EUR/person/day)
- 2 Wagenweg east side - ( xxx EUR/person/day)
- 2 Parking ( xxx EUR/person/day)
- 3-4 extra during T-1 and T0 > use angels.
- 2 Round-a-bound (professional) - ( xxx EUR/person/day)

Stuff required:
- Toilet
- Tent (semi-open)
- Weather cover for luggage area (weather dependent)
- Chairs
- Table
- Fridge
- DECT
- WiFi
- Ticket scanners (2x)
- Waste bins
- (Needed at T-1,T0 T3,T4) Site-Carrier (gator) with capacity to carry luggage. Preferred concealed (e.g. https://www.boels.com/nl-nl/huren/aanhangwagen-met-huif-dubbelasser/p/12108)

- 3-5 Radio's

- wheel-barrows (10 steenkruiwagen & 10 kruiwagens pieces) ~ 30/pcs/week
- Platte kar (5x) (e.g. https://gecoverhuur.nl/huren/transportmiddelen-huren/platte-transportwagen/) ~ 25/pcs/week

- veerstalen pennen (~100 pieces) (e.g. https://www.schrikdraad.net/oranje-veerstalen-paal/) ~ 4 EUR /piece
  - flatter-band (1000 - 2000 meter) extra strong quality useful ~ 25 EUR/piece/500M
  - bio degradable pegs (500) (e.g. https://www.mowwithus.com/spare-parts-consumables-and-accessories/robot-mower-accessories/auto-mow-biodegradable-pegs-100-pcs) ~ 15 EUR/100pcs

- dranghekken licht (~50 pieces) (https://www.boels.com/nl-nl/huren/dranghek-licht-9-spijls/p/13188) 7 EUR/piece/week

- mobile grass mover (if allowed to mow grass to provide signage/paths organically) ~ 300-500 EUR/piece/week

- 3 mobile lighting towers ~ 500 EUR /piece/week
- (Optional mobile temporary charging point) (e.g. https://www.chargemakers.com/laadpaal-tijdelijk/ boels alternative https://www.boels.com/nl-nl/huren/mobiele-laadpaal-32a-2x11kw/p/12860
- road-plates on parking for heavy usage areas and turns (??? pieces)
- road-plates on campsite for temporary parking places for village luggage unloading > maybe a tarp / some cheap pavilion from Action will do, to be checked with team:villages (konmei)

- Large map (plastic map) showing campsite (display of logistics for luggage and transport)
- Poles and plastic signage for temporary traffic management. Geleidebaak ( ???/piece/week) (https://www.boels.com/nl-nl/huren/geleidebaak/p/13011)

Externals:
- Help-for-hire not reliable, preferred more skilled specialized crew. Like security company for gate and professional traffic controllers.
- Help-for-hire needs permanent guidance and control if used.
- Need to be able to talk English.

TODO:
- Emergency routes unclear
- Arrange tractor as standby for pulling vehicles from the mutt (weather dependent)
- Find some way for towing (wrongly parked vehicles) - check with https://www.haulo.eu/
- Make rules/regulations clear in advance.
- Make parking fun and more 'WHY'.

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