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Logistics Committee Guide

Overview
The Logistics team is responsible for the smooth operation of the conference. By working with every other committee, they will create a master schedule that will outline all the activities of the conference at any given time. The items below are the minimum of what should be covered in the master plan:

  • Venue – Meeting and Hotel Rooms
  • Stage Logistics
  • Lunch
  • Security
  • Transportation
  • Inventory Management
  • Emergency Plan

General Timeline

  1. Finalize Booked Rooms
  2. Create Outline of Floorplan
    1. Where are certain things placed
    2. Which events happen where
  3. Work with committees on their inventory and space needs
  4. Work on Stage logistics
  5. Procure inventory
  6. Work on lunch logistics
  7. Work on Transportation logistics
  8. Work on Security logistics
  9. Create Master Document
    1. this will include schedule
    2. at any given time during conference weekend, this will include everything that is happening cross community

Responsibilities  (Detailed overview of responsibilities)
Venue – Meeting and Hotel Rooms
The  Logistics team must be aware of all the rooms that are booked under UNAVSA. At any given time, they should know which hotel rooms are being occupied and by whom, and which conference rooms are being utilized. The floor plan of the hotel and conference facility but also be made known by this team. This will be a key part to laying out where activities will take place.

Stage Logistics
For the most part, the scope of stage logistics is the responsibility of the Entertainment Director. The Logistics team is in charge of confirming with the venue where the stage will be set up, the size of the stage, and the A/V equipment on stage. The team should work with Entertainment for stage sizing and equipment needed.

Procure Audio/Visual Equipment and Inventory
The logistics team must work in tandem with all other committees to see what their inventory needs are. Notably, they must work with Entertainment and Programming to see what the needs of performers and speakers are. The Audio/Visual Procurement will be quite expensive, and the management of these goods is a top priority. You must always know where the location of all rented A/V equipment is. Aside from A/V, work with other teams to see what items they need purchased (i.e. Registration packets, Hospitatlity breakfast, etc).

Lunch
Frequently, the cost of holding meals at the venue is prohibitive, and normally precludes the ability of having a normal meal. As such, it becomes your responsibility to purchase lunch and build a distribution plan.

Depending on the leniency of the hotel, some attendees were able to bring lunch to their rooms or eat in/near the lobby. Regardless of what route you choose for the distribution of lunch, keep this in mind: keep it simple. Don’t make an overly complicated plan that requires multiple venues of distribution.  Please see the Appendix for more details.

Security
Security needs to be approached delicately. Though this is a professional meeting, and there are certain standards we want to maintain or certain rules we need to enforce, we understand that large groups can get loud at night. The logistics team must maintain night time security to ensure our attendees are not being overly obnoxious. Remember, it is better for our own people to disrupt a social gathering than to have the hotel’s security doing it.

For your security runs, it may be best to see if the executives can negotiate for the attendees to be blocked of onto specific floors. While having everyone consolidated to a few floors makes security more convenient, the arrangement has its flaws as well.

For instance, when floors are blocked off you have several rooms per floor with conference attendees. This will make your security operations scale smaller, but it will introduce other problems. Grouping together several college students and young professionals makes them prone to what psychologists call “mob mentality.” This is a state in which individual actions and the perception of personal consequences are drowned out as the individual begins to think in terms of a large group of people, i.e. “peer pressure.”

On the other hand, separating rooms onto random floors well definitely expand the scale of your patrols. Theoretically, however, this will be a limiting factor in having people openly wander between rooms, and may keep attendees apart. Single rooms are much less likely to get really rowdy.

Transportation
Depending on the circumstances, your transportation obligations may be just staff, staff-and-attendees, or just inanimate objects (like flags and sandwiches).

Here are some things that you generally will have no control over:

  • Flight times (some that are extremely early/late)
  • People submitting last minute itineraries
  • “Plus-ones” (unexpected additional passengers)
  • The Department of Homeland Security

Ensure that you work with Programming and Entertainment to determine their transportation needs. Which of their speakers/performers can you help out with? Which ones are they responsible for? Have each speaker/performer accounted for. Even if you have not received their itinerary, keep visibility on them so you know it has to be done.

Work with Executive Directors and E-Board to see which staff members need to be picked up at the airport. Remember, the attendance packet will detail how to get to the conference venue from common points (airport, Megabus, Greyhound, etc.). If staff members are coming and cannot be picked up, ensure they understand the transportation options as well.

Equipment and inventory pickup will be very important. This will require manpower, time, and larger vehicles. Make sure you are always aware of who is picking up what items. In many circumstances, inventory has wasted a lot of time due to people taking the wrong vehicles or not planning their route out to be the most effective use of driving time.

Inventory Management
Once items are procured by the Logistics team. They must mark all necessary items and take inventory. They must be aware of which items are going to which committees. Before making purchases, confirm with all committees which items they need and will procure themselves. Keep track of which items need to be return if they are rented/borrowed. It will be essential to return items in a timely manner.

Lessons Learned
This biggest thing is to reach out to the other directors, and reach out early. Keep tabs on things and be ready to help. Each committee has their own little part they’re working on, but if they don’t keep communication up they might as well be planning different parts of completely different conferences. Lack of communication between committees is one of the bigger factors that delayed conference planning for UNAVSA-8. It is not really in your job description to keep information unified, or maintain tabs on all the other planning committees, but it will make your job a lot easier if you can keep track of everything everyone is working on. For example, UNAVSA-8’s Logistics Director used “informants.”

Select a committee that is committed and invested in what they do. You need to establish mutual trust early on in the game. For most of logistics planning, little is left up for discussion. Keep in mind though it is your job to make sure what needs to happen, happen.

You want to be very comfortable with your committee. Know their strengths and fill in their weaknesses. It was the belief of the UNAVSA-8 Logistics Director that a great leader commemorates and enables those that he leads, and shoulders the burdens of those who follow him. He felt very lucky to have such a fantastic committee, and the success of conference was truly due to their work.

References

Appendix

Lunch
Here a few plans that have worked in the past (all of these lunches were sandwiches):

  1. Lunch was brought in on carts hidden in T-shirt boxes, and distributed in the main ballroom. This ballroom was sealed off and staff ensured that the hotel employees would not come in. All trash needed to be recollected and the room needed to be searched following for any remaining garbage.
  2. Lunch was set outside in boxes in rows. Attendees would walk by, take a sandwich, and leave to go eat somewhere.
  3. Lunch was distributed at an area near the hotel. Attendees would pick up lunch and leave to go eat somewhere.

Don’t create an overly complicated plan with multiple modes of distribution. For example, the plan was to get dinner boxes to the Family Leaders, and from there the attendees would get a box from their respective leader. It sounded simple enough, but apparently the Family System did not work well as a large scale distribution tactic, and some attendees were unable to get dinner. Keep your plan simple, and make it easy to get out in a few sentences.

2009 AV Equipment
Audio
Digital Audio Mixer 16ch with EFX, 9 Sends
Band Mic Kit (1 Kick, 2 over Head, 2 Beta57)
2 UHG Wireless Mics (1 HH, 1 Lav)
2 Wired SM58 Mics
1 Audo cable Package
4 Speaker Sound System w/ Amp, Speaker, Subs, Stands
2 Speaker Sound System Foldback
Lighting
1 LED Lighting Package with Trees
4 LED ParCan, 4 LED Wash Lights, 2 Trees, Power Cables
Visual
3 96″ Pop Up Screens
Miscellaneous
1 Expendable Kit (Batteries, Tape, etc.)1 Producer

2010 AV Equipment
Audio
3 Shure SLX Wireless Systems HH
Shure SLX Wireless System Lavaliere
2 JBL JRX 118S Subwoofer Speakers
2 JBL VRX932 Main Speakers on Stands1 Amp Rack + 2 Amps
1 Crossover
Cales as needed
Workshops
2 Projectors +Screens / Drape
Visual
Tripod Screen + Drape
Projection Stand + Drape
Cabling
Delivery/Pickup
Install/ Pre-Test/ Removal of Equipment
For GALA and CPP Selection
Lighting Trees
42″ Plasma Monitors + Stands
Cables
RGBHV Distribution Amplifier

MINERAL B-G (OPENING CEREMONIES)

  • 2x 7’ x 7’ Tripod Screens
  • 2x Projectors
  • 2x Microphone, Wired Cardioid
  • 1x Audio Mixer
  • 1x Connection to in-house speakers
  • 12‘ x 24’ x 2’ Riser (Steps on each side)
  • Theater Style Seating for 350
  • Podium
  • US Flag & Vietnamese Flag

CENTENNIAL A, B, C, F, and H ( WORSHOPS ROOMS)

  • 7’ x 7’ Tripod Screen
  • Projector
  • Laptop provided by presenter
  • Theater seating for 60
  • Headtable

CENTENNIAL D (MAIN PERFORMANCE ROOM / WORKSHOP ROOM)

  • 9’ x 12’ Fastfold Screen (designed for rear projection)
  • Projector Cabling & Stand
  • Projector
  • 4x Meyer UPA-TP Powered Speaker
  • 1x Meyer UM-TP Monitor Speaker (for performer)
  • 2x Microphone, Wireless Cardioid (Friday)
  • 4x Microphone, Wireless Cardioid (Saturday)
  • Wireless Lapel Lavaliere Microphone (Available Both Days)
  • Audio Graphic Equalizer
  • Audio Compressor Limiter
  • Midas Venice 160 16 Ch. Audio Console
  • 12‘ x 24’ x 2’ Riser (Steps on each side)
  • Podium
  • US Flag & Vietnamese Flag
  • 8’ x 56’ Dance Floor (Saturday)
  • Baby Grand Piano
  • X3 Tables outside room
  • X3 Tables inside room
  • Easels and Foam Boards

CAPITOL 5-7 (CLSING CEREMONIES)

  • 9’ x 12’ Fastfold Screen (designed for rear projection)
  • Projector Cabling & Stand
  • Projector
  • 2x Microphone, Wirless Cardioid
  • Audio Mixer
  • Connection to in-house speakers

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