Team:Parking/Meeting-2024-09-07

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

• Assumptions:
  • No sleeping in cars allowed -> will be checked by Security
  • Only whole day event tickets
  • No campers on the parking
  • Permit pass-through cars are sufficiently marked.
  • Signs on public roads will be part of permit
  • 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.

• 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 & Village field buildup
  • T-1: parking & Village field buildup
  • T0: parking & Luggage from Parking -> Field
  • T3: Luggage from Field -> Parking
  • T4: Luggage from Field -> Parking
  • Provide services from 8.00 - 22.00 hours

• 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.
  • 2 Round-a-bound (professional) - ( xxx EUR/person/day)

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

• • 3-5 Radio's

• • weel-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 temponary charging point) (e.g. https://www.chargemakers.com/laadpaal-tijdelijk/
  • road-plates on parking for heavy usage areas and turns (??? pieces)
  • road-plates on campsite for temponary parking places for village luggage unloading.

• • 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 vihicles from the mutt (weather dependant)
  • Find some way for towing (wrongly parked vihicles) - check with https://www.haulo.eu/
  • Make rules/regulations clear in advance.
  • Make parking fun and more 'WHY'.