Placement Lead is responsible for the layout of the event, maintaining contact with theme camps and art, and creating/setting up the placement map.
Before The Event
Review Inventory & Create Budget
Create/Update Forms and Communication Channels with Participants & Theme Camps (Currently Google Forms / Docs / Spreadsheets) Email: firstname.lastname@example.org
Gather info on the camps attending, space and amenity requirements, infrastructure requirements
Maintain communication with theme camp contacts up until the event, attend meetings as needed. (current time commitment is approx 1 hr/week, increases closer to the event)
Share information with appropriate departments: art grants, fire safety, LNT
Work Closely with Art Grants to make sure necessary placement info is collected.
4 weeks before event: registration closes, follow up with theme camps & art to finalize details
Create Placement Map (currently using Google Maps (my maps--takes approx 8-12 hrs including revisions--I highly recommend doing it in small bursts) & utilizing GPS tracking on-site to speed up the event layout)
Publish Placement Map and share link through appropriate channels (one to two weeks before the event--post to facebook pages, share with promotion, etc.)
Create Signs needed for placement (theme camps, art grants, do not enter, etc)
Print Signs & Maps for use on-site (currently printing large items at local makerspace and through connections keeping the costs very low)
Send email to theme camps with last minute info (check with other departments to see if they have anything to add)
Save map on GPS device for offline use (if necessary)
Arrive early (Usually Tuesday Evening) and set-up camp boundaries, porto placement, signage, etc.
Use GPS map to lay out event (currently using yard marking flags at corners)
Help camps and art as they arrive and resolve any placement issues.
Check in with art grants on site, relay info to art grant lead. (This is a favor to art grants since we are already in contact for placement)
LNT! Don’t moop any placement flags or signs.
Inventory and pack away all equipment
Write Afterburn Report