[why2025-orga] Early buildup delayed by 2 days? (Was: Request: share your planning & deliveries on the field)

[Boekenwuurm]

Hi all, 

I double-checked it, and this week, it was made confirmed that the
warehouse portacabin will be delivered early on the 31th.

For tear-down, it is currently planned to be picked up the Saturday of
the tear-down, the day that it should be finished.
This should be able to keep the original planning.

The strokenplanning is a wip, and the input received will be put in and
confirmatirmed. Thank you all for sending things in.

Greetings,
Boekenwuurm/Christle


On Sun, 2025-07-13 at 16:56 +0200, Bas Oort wrote:
> Team waste supports this view, we will plan to start work on sunday
> as we need warehouse (and thank you for your service!)
> 
> We might be on field friday briefly for “our” deliveries, maybe pitch
> our tents and probably go home after that.
> 
> Do we have a clear overview of what areas are available when? Because
> i have two big trash compactors coming in that won’t move once
> delivered ;)
> 
> Will send planning details in soon.
> 
> Bas
> 
> > Op 13 jul 2025 om 16:36 heeft Juerd Waalboer <juerd at tnx.nl> het
> > volgende geschreven:
> > 
> > Piiindakaas - Marieke via Orga skribis 2025-07-13 10:36 (+0000):
> > > https://cloud.ifcat.org/index.php/s/zxPBHt8inZmdY7o
> > > Please let me know if there are any challenges, changes or
> > > requests for your team. 
> > 
> > Team:Warehouse needs to build up BEFORE other teams are on site en
> > masse, and needs to be available until the end of teardown. But our
> > own buildup takes time too, and currently there are already 13 (!)
> > teams planned to be on site early. Experience has shown you need
> > toilet paper[1] and other things quite early on.
> > 
> > The Warehouse exits mainly to assist for buildup and teardown. It's
> > a relatively quiet place during the event itself.
> > 
> > 
> > The rest of this mail has two parts: buildup and teardown. It's a
> > long email but that's because it's a complicated subject due to
> > domino effects.
> > 
> > 
> > ## Buildup
> > 
> > Early buildup would have to start on Sunday, not Friday, given the
> > current constraints.
> > 
> > The portacabins are in the planning as "16:00", but from Manduca we
> > heard "not earlier than 16:00" because that part of the terrain
> > would not yet be available. Assuming Boels sticks to their "things
> > will show up at some point in time between 7:30 and 16:00 and we
> > won't tell you when" from before, that means that realistically, we
> > should then be prepared for that happening end-of-workday Friday,
> > i.e. Friday 16:00. For us, this means going into full contingency
> > mode.
> > 
> > All margin for error is then used up early on, and we start buildup
> > with stress levels peaking. We've had that before and we would
> > really wish to fix that.
> > 
> > This shifts our 2200 kg danish trolley delivery to Saturday, which
> > is probably nigh impossible (or maybe just very very expensive)
> > planning-wise with the big truck transporter. So we'd need to have
> > them delivered on Thursday or Friday to a temporary location (a big
> > tent, pref. Heaven). That makes everything so much slower, and
> > moving 2200 kg of stuff more than once is terrible. Ironically, it
> > also means that we'd need quite a few angels to do that heavy
> > lifting when we can't have many on site yet. Or it needs to be done
> > by forklifts when those, and their drivers, are in limited supply.
> > So this will take significantly more time than planned, probably
> > until very late Friday evening/night. (Note that I've also
> > expressed in the past that I believe that buildup/teardown work
> > days should be limited to 10-ish hours and not go on during
> > evenings, but in this case we'd be left no choice.)
> > 
> > We could then receive the shipment from RevSpace with all the stuff
> > we've bought and borrowed (over 10000 € of stuff), much of which
> > MUST NOT be stored in a tent overnight). Assuming the bakwagen can
> > leave on Saturday morning 9:00 it won't be back until 13:00, and
> > that's if everything goes smoothly. After that we need
> > approximately 4 hours to get the warehouse in working order (which
> > is intense work), and by the time we're done at 17:00 the workday
> > is over. (BTW, can we please get a dedicated angel to say "no" to
> > everyone who approaches us during those 4 hours?)
> > 
> > We'd be able to open on Sunday.
> > 
> > The first opportunitiy to get a radio, hammer, duct tape, a ladder,
> > a bicycle, or the things we bought for your team, would be on
> > Sunday.
> > 
> > While you might think that people would just wait patiently until
> > they can do something, but nope, they'll work their asses off and
> > find alternatives, because that's what hacker event buildup crews
> > do. They won't waste time: inefficient work is still more
> > productive than doing nothing and they know that. Because the
> > proper tools are not yet available, they'll exhaust and injure
> > themselves. (But we won't have Team:FirstAid yet.) We've seen that
> > before.
> > 
> > We know you. You won't wait to take that ladder until Sunday.
> > You'll just grab it because you know where it is and you could use
> > it NOW. But this'll happen while we're still setting up, and we'll
> > have to waste all Sunday trying to recover all the "stolen" items
> > that people forgot to return because they have 42 simultaneous
> > things to take care of. Since the tracking system is not up, we
> > can't just ask people directly. Heck, we won't have had the
> > opportunity to even put the tracking barcode on the thing.
> > 
> > Although it's going to be painful, this planning would all be fine
> > by me, if the communication to angels had been "come on Monday",
> > maybe Sunday. But it hasn't been. In the podcast, on IRC, etc,
> > people are given the expectation that they can come and help out,
> > but no dates have been mentioned. Those who have looked up the
> > Timeline or have seen this planning, will expect that they can
> > arrive on Friday because that's when early build-up starts and it
> > says at https://wiki.why2025.org/Timeline, in bold, "Buildup angels
> > welcome". There will be food! Sure, but we can't print ingredient
> > lists, or do the dishes. That's not a situation we can cope with
> > for more than half a day, especially not when we have the
> > responsibility of keeping many people somewhat alive-ish and,
> > preferrably, happy.
> > 
> > This planning only works if the amount of people on site is
> > ACTUALLY very small. Not just on paper and in wishful thinking, but
> > actual "Stay away" communicated beforehand, and "Sorry but you will
> > have to leave and come back later" to those arriving. Widely
> > communicated by PL/Info/Volunteers beforehand, not just by
> > Warehouse while we're trying to set up shop.
> > 
> > Currently there are 13 teams on site before that, according to the
> > spreadsheet. That's 50 people? 100? And in addition then there are
> > the many people that will just "show up" because we asked them to.
> > 
> > 
> > So I see two possible solutions:
> > 
> > 1. Somehow have the Warehouse part of the terrain available in
> > time, and have Boels deliver the portacabins BEFORE Thursday 31
> > August 14:00 (i.e. on Wednesday 30 August if they can't promise
> > morning delivery), so we can stick to our original already
> > incredibly tight and exhausting planning, or
> > 
> > 2. Start announcing, broadly and clearly, that buildup crew really
> > MUST NOT enter the terrain until Sunday 3 July (or later), unless
> > they're on the very small list of pre-approved people, and start
> > making that list.
> > 
> > 
> > ## Teardown
> > 
> > Similar: the warehouse portacabins need to be picked up AFTER
> > TEARDOWN, NOT DURING. Warehouse availability is currently listed as
> > until 2nd day of teardown. Sounds like again they're planned to be
> > picked up on Friday of teardown, like at MCH.
> > 
> > Let's be upfront, clear, and blunt about that, because we have
> > already discussed that amongst ourselves: if the warehouse
> > portacabins are picked up while teardown is still in progress,
> > Team:Warehouse goes home. Even if there's unfinished business. We
> > will refuse to clear out the portacabins for pick-up before
> > teardown's finished, and/or move (part of) the warehouse to another
> > location. What happened at HAR and MCH is not going to be repeated
> > because it was too much for some of us to handle. We need the SHA
> > planning, not the MCH planning.
> > 
> > Until teardown is done, people will need tools. We can't pack up
> > the last few things until we're done. Meanwhile, stuff will be
> > flowing in from everywhere. We need to put everything in boxes and
> > load everyhing into a bakwagen, while still operating our "desk"
> > (albeit by that time, without an actual desk). These are stressful
> > times with very long work hours and we can't[2] also move shop at
> > the same time. Only when that is all done, the bakwagen can finally
> > start driving. That will probably be on Friday, the last day of
> > teardown, after dinner. Only then will the portacabins be empty.
> > And for a part of our team, the work doesn't end until late that
> > night even in the best case.
> > 
> > The warehouse portacabins would be picked up on Monday 18 August
> > per previous discussions; please confirm.
> > 
> > 
> > 
> > Cheers,
> > 
> > Juerd
> > Team:Warehouse
> > 
> > [1] I know what you're thinking: just have a bunch of toilet paper
> > in someone's car, or ask everyone to bring their own, or just have
> > the toilet rental company bring a bunch - that doesn't take the
> > whole of warehouse! But don't dwell on the topic of toilet paper,
> > that was just an example. Any single item can be dealt with (e.g.
> > the flatterband also needs to be kept separate because it's needed
> > before the Warehouse is operational), but there are MANY such
> > things. Warehouse was designed to fix the scaling issue, and to be
> > built up *just before* the "early buildup" when angels are welcome.
> > 
> > [2] Well, we could, we've done so before. But this time, we won't,
> > it's just not worth the nightmares.
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