Placement Lead is responsible for creati/ng the best possible layout of the event, given requirements of participants and the land conditions. Primary responsibilities include maintaining contact with participants (especially theme camp leads and art grant recipients) prior to the event, allocating space appropriately, communicating with other departments, designing the map, and arriving on-site early to clearly mark map perimeters.
Before The Event
Review Inventory & Create Budget
Create/Update Forms and Communication Channels with Participants & Theme Camps (Currently Google Forms / Docs / Spreadsheets) Email: placement@mosaicexperiment.com
Registration forms generally released in May
Gather info from theme camps including space and amenity requirements, infrastructure requirements, car camping information
Maintain communication with theme camp contacts up until the event and attend MOrg meetings (increasing in frequency as event approaches).
Share information with appropriate departments: Art Grants, Fire Safety, Sound, TACO, etc
Work Closely with Art Grants to make sure necessary placement info is collected.
Most art will be at the artists theme camp, but sometimes they have separate placement needs.
3-4 weeks before event: registration closes, follow up with theme camps & art to finalize details
Expect an increase in communication as the deadline approaches
Be flexible. What camps thought they needed when forms were first submitted often changes by the time the event is near.
Create Placement Map (currently using Google Maps My Maps)
Most time consuming part. Do it in multiple sessions.
Consider prior year’s “mud maps,” vehicle requirements, sound, etc.
Share Placement Map with MOrg and make final revisions about 2 weeks before the event.
Publish Placement Map and share the link through appropriate channels 1-2 weeks before the event.
Create Signs needed for placement (theme camps, art grants, do not enter, etc)
Print Signs & Maps for use on-site (maps for TACO and Greeters, as well as maps for yourself to assist with layout)
Save map on GPS device for offline use (if necessary)
On-Site
Arrive early (Usually Tuesday Evening) and set-up camp boundaries, porto placement, signage, etc.
Lay out event and mark roads using flags
Measure boundaries on My Maps prior to event and write measurements on printed copy of map
Alternative: Use GPS map to layout event
Work with camps as well as relevant departments as participants arrive. Resolve any placement issues that may arise.
Radio recommended for Wednesday and Thursday
TACO guides campers arriving after dark to their camps. Be familiar to and available for TACO volunteers.
LNT! Don’t moop any placement flags or signs.
Collect on exodus day
Inventory and pack away all equipment
Write Afterburn Report