Logistics WG conf call notes 12-4-09

From USSF 2010 Wiki

Logistics Working Group Conference Call

12-4-09, 2pm EST/11am PST (50 min)

Agenda

• Roll call
• Check-in/Agenda edits
• Purpose and role of this working group
• Creating synergy between local committee and national logistics wg (see list below)
• Where are the problem areas?
• Registration process -- recommendations on how to proceed?

DLOC is asking Logistics WG to take this on

• Who else needs to be a part of this working group?
• Setting a regular call time for Logistics Working Group calls!!!

• Purpose and role of this working group

-- To establish the areas of work that will be the responsibility of the local logistics committee and coordinators, and the areas that national reps can help coordinate or take the lead in organizing.

-- Ultimately, Detroit will take the lead in logistics but there are areas of work that can be assisted by others, especially those with Atlanta experience.

-- This working group will meet regularly to provide feedback, support, and coordination among persons and organizations who are working on national and local logistics.

• Creating synergy between local committee and national logistics wg (see local and national lists below)

-- Steph can help field national point people.

-- Best if we can have one key person for each area so that it's easier to direct people to that work and know who's handling work.

-- We can recruit NPC people to help.

-- Dianne: maybe administer reg thru nat'l support

-- The areas in parentheses below are the area of focus. They also help show the need for what we need others to do.

--Maureen: got many hotels nailed down.

• Registration process -- recommendations on how to proceed?

-- Dianne: who will administer reg process in detroit? thru detroit office or someone else at nat'l level?

-- Maureen: discussions not about fees for indivs and orgs, tech is working on this. after goes online, people register.

-- Dianne: after people pay who follows up? eg paypal transfer of funds and admin processing.

-- Logistics discussion at Atlanta NPC meeting (Steph): Opportunity to build mass infrastructure for moving people in and out of Detroit (how to come in, roll through the 5 days and then leave). This is a responsibility that DLOC and NPC hold together.

Key components of logistics--DETROIT LEADERSHIP

• registration (tech, flow, where, how, volunteers)
• printed program (maps, content, workshop scheduling, flow)
• safety (maps, leadership, coordination)
• sites (rooms/outdoor spaces, incl: signs, contracts, liaisons, AV needs, equipment)
• transportation (shuttles from airport, internal detroit transportation)--perhaps also an income generator, specific shuttle times
• children's social forum (coordination, space, food, program, recruitment)
• sustainability (water, healing space)
• volunteers (shifts, coordination)
• info tables (shifts, coordination)
• housing (coordination)
• supplies (coordination, donations)
• tents (size, cost, numbers, how)
• fireworks (assessment, plan)
• the hustle! (maureen)
• healing Space (Cara Page and others in Detroit working on building)

Steph: Ideally, we need one key person for each area below to connect with so that people don't work in a vacuum. We can recruit body power from NPC.

Maureen and Steph can pull together Detroit and local contacts from both lists.

Key components of logistics--NATIONAL SUPPORT

• registration (database, costs, tech)
• printed program (content, design, translation, scheduling support)
• safety (principles, recruitment, best practices)-
• sites (rooms/outdoor, including solar powered sound systems)
• transportation (get cheap flights, tracking who is coming [caravans], how, numbers, needs)--eg donate miles
• children's social forum (recruitment and program)
• sustainability (healing space)
• volunteers (recruitment)
• info tables
• housing (needs, $ for long term projects, ideas)
• supplies ($, bags, donations)
• tents (process for decision making)
• fireworks (think through alternatives)
• the hustle! (recruit)

Follow up

• Maureen will write up contact list of people who are working on diff areas of logistics in Detroit.
• Steph will write up list of potential contact people for national logistics support.
• Sylvia and Adrienne will help establish regular meeting time for this logistics wg call.
• Everyone will identify people who should be invited to participate in these calls.
• We're probably unable to meet again before end of year so we'll email each other to share info.
• We'll try to have a logistics wg mtg in ABQ for those able to go.
• After ABQ, we'll try to have a couple of conf calls then perhaps move to monthly check-in calls.