Team:Parking/Meeting-2025-08-26

Parking/Meeting-2025-08-26
Name	Team:Parking meeting 2025-08-26
StartDate	2025-08-26 20:00:00
EndDate	2025-08-26 21:30:00
Where	https://meet.hack42.nl/why-parking
Team	Parking

Participants

• konmei
• leyrer
• gbe
• dave
• bitnapper
• HyperCrafter

Minutes

• start

   * "how to park angels" telling drivers how to line up their cars
       * we had a few shifts where we had that luxury, worked great (depending on level of mechanical sympathy that angel had)
   * Better intro for bike angels into
       * their task
       * what they are allowed/supposed to do/not do
       * the overall goal of the whole exercise
       * that they need a bike and where to get it
   * Age restriction
   * Draw lines on the parking lot with a LASER/GNSS/rope so that they're at least somewhat straight
   * enforce speed limit: speed bumps?
   * enforce using lights and turn indicators
   * early buildup: orga parking must be there first, way before anything else to prevent total chaos on that area
   * set up better comms at the tent (dedicated comms person? < maybe backoffice stuff too)
       * Set up comms matrix / comms plan so everybody knows how to contact important OCs
   * dedicate people for LuggageShuttle (talk to c22 or theDutchman to head the team)
   * have "these are your tasks" checklists for all angel types
   * more explicitly distribute radios (took some time to get working scheme):
       * one each for the gators
       * two for the shift supervisor (Orga + Parking channels)
       * at least one radio for each "post" on the field (entry control, gate, etc)
   * have a short cheat sheet for radio procedures that we hand out to angels incl. more explicit info, when one team switches over to dedicated channel (NUTS, ...), potentially even as "giveaways"
   * start dedicated chat to document who has which radio/scanner/etc (e.g. number them)
   * communication about parking / traffic rules beforehand e.g. via orga list
   * collect hi-viz wests after each shift so people don't get attached to them
   * put up signs on the road for the locals so they know how to get around the camping grounds
   * have a big map of the parking area on the wall of the tent that has labelled areas to show people "you go here" instead of telling them "drive forward until you're behind that truck, then take a left" (esp. for special parking reqs)
   * Warning lights/ warnlichter and some white/red fencing to slow down drivers when dark
   * have people put contact details into their wind shields - incorporate into parking ticket printout, see next point
   * parking cards for scanned tickets
   * dedicated spot for Team:ExternalLogistics
   * print angel schedule for all and put in tent
   * ask people when they buy a parking ticket if they intend to bring a trailer so we can plan 2 spots for them instead of 1
   * social mastodon account / contact point for people
   * gather statistics and join infrastructure review
   * every team could have gotten a camp payment card with 500€ but this wasn’t really advertised next time let’s do a bar night with all the coordinators
   * If shifts need to start early (8) or run late (22:30/sundown) it would be nice if
   a) supporting teams (warehouse [they did a great job, this is not a diss!), POC, ROC, ...) would be available in that timeframe as well (ticket-scanners, gator charging/trailers, radio batteries, ...)
   b) Volunteer kitchen would have early breakfeast and lunch/dinner options for people working during meal times/early available

• stop

   * external Security (openly badmouthing certain groups etc.) morte like CrewCrew
   * external Verkeersregelaar
   * extra village queue (wasn't used afaik)
   * using the "x calling y" radio scheme, this sucked and caused way too much confusion
       * y for x is the better solution because that way everybody knows if the message is intended for them or not and can stop listening immediately if it's not.
   * Campervans leaving without bike (which leads to camping trailer drivers wanting to drive on the field to get their trailer)
       * parking clamp on each camper van, key at parking? ;) <3

• continue

   * tent as "home base"
       * (cold!) potable water / soft drinks distribution
       * power distribution
       * snack distribution
       * WiFi / DECT
       * landline phone
       * fridge is a must
   * speed limit 5km/h (in readable signs, design was great but impractical -> SHOULD look like regular speed limit signs) and place speed bumps
   * linking up with team:villages
   * luggage shuttle (drop of at parking + pick up at info) (with dedicated coordinator)
   * people shuttle worked super, communication/sync with them worked superb, kept mostly to the speed limit <3
   * people shuttle drop off at luggage dropoff point and not at the top of the field !
   * Supervisor shifts offset with regular volunteer shifts
   * alignment meeting about tear-down on day 4 with parking, villages, moebelhaus and terrain
   * flexible queues for getting people off the main road
   * native speaker on standby < this!!!
   * No traffic jam at roundabout! Not once!
   * keep "important" signal group chat for announcements / info
   * "night parking" sign at the tent, space next to tent

• optimize

   * one dedicated "holding queue" for big trucks
   * better handover between angels:
       * prevent "game of telephone" where misunderstandings get passed on to new angels
       * block road completely for handover by "old" angel shift
   * shifts: do not have all of the angels start at the same time (instruction takes time, if too many different jobs: too complicated)
   * have "all terrain access, crew parking, .." signs earlier and instruct all teams accordingly.
   * communicate to all teams (esp. offsite-logistics) about "all terrain" and other rules
   * communicate to all teams (esp. NUTS + (external) security) that "slow down" is not a suggestion, if there are 30+ people moving around
   * communicate that luggage dropoff ist not a parking area, not even for offsite-logistics
   * Width of complete aisle (angled parking, access road, angled parking) ~ 4m + 5m + 4m ~ 13m -> This does only work with proper angled parking, which needs angels to instruct drivers
   * separate long vehicles (cars with trailers, longer vans)
   * have list of expected deliveries WITH info on local contacts (radio, dect, team, name) up front, so radio calls reg. announcment of deliveries can be made more efficient
   * alignment of construction works on the roads (big trucks blocking traffic)
   * Parking area toilet, power, network, dect should be among the first available and the last to disappear (no toilet on day +1 is not good)
   * teardown waiting queue - must be available early buildup, leave the space for queueing: alternatively "park" the cars while they wait (give them buzzer, if buzzing they can start), queues by "field color"
   * brown tent/pavillion/tarp construction for more rain/sun protection for people wating for luggage/people shuttle
   * more beerbänke for bike, parking, luggage volunteers
   * Flatterband
   * radios during buildup
   * traffic control during buildup - team parking arrives EARLY
   * gator charging optimize

List of parking signs:

• no parking
• speed limit
• shuttle parking only
• accessible parking
• motorcycle parking
• big vehicles only
• vans only
• arrow signs (a few on standby too)