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PostPosted: Wed Jun 17, 2015 9:44 am 
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Proposal:

Theme Camps provide much of the experience for Playa del Fuego. Many spend substantial time during the event setting up these public spaces. Being aware that the Theme Camp Coordinator needs time to delineate their spaces, Theme Camps will be allowed early entry, starting at 2pm Thursday.

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PostPosted: Wed Jun 17, 2015 11:26 am 
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Is this meant to mean a.) just the coordinator, b.) the coordinator + X, c.) or the entire camp?

I'm okay with A and B, but probably not so much on C.


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PostPosted: Wed Jun 17, 2015 1:07 pm 
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I like b. personally. They do this at Freeform and TTITD. It could be a percentage of camp members? Or any other suggestion. These are proposals for the July meeting, and I'm hoping to get lots of feedback so that we can have something super solid! Sorry I didn't make those clear; I suck at this ;)

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PostPosted: Wed Jun 17, 2015 1:53 pm 
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No you're awesome. DUH. ;)

But just so it's said, anything that's going to be accepted as an actual proposal for the PC will need to be re-written clearly in the wake of lots of PONY talk and mods to the original statements. I'm all for putting up any of these proposals for PC talk-talk, but we just want to be sure we have a specific proposal for the agenda and not just a forum of people talking and idea massaging. :)

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PostPosted: Wed Jun 17, 2015 6:09 pm 
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Owsla wrote:
No you're awesome. DUH. ;)

But just so it's said, anything that's going to be accepted as an actual proposal for the PC will need to be re-written clearly in the wake of lots of PONY talk and mods to the original statements. I'm all for putting up any of these proposals for PC talk-talk, but we just want to be sure we have a specific proposal for the agenda and not just a forum of people talking and idea massaging. :)


Yah so correct me if I'm wrong about the process?

1. Someone posts an idea or initial proposal to the PONY
2. Discussion ensues to build support and consensus, or the opposite
3. The same Someone modifies the initial proposal and submits it for consideration
4. It goes on the agenda
5. Discussion ensues at the PC meeting
6. At the next meeting, a vote takes place.

Yes no? I'm on #1 and #2 right now ;)

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PostPosted: Wed Jun 17, 2015 10:54 pm 
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We really, really need to get input on this from DPW and the gate coordinators. Hundreds of people camp with theme camps, and allowing that many people in early may prove difficult. We may even want to consider just getting the gates open earlier for everyone. Maybe get DPW in on Tuesday and get the place ready Wednesday for a Thursday morning opening.


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PostPosted: Thu Jun 18, 2015 9:51 am 
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Starfish wrote:
Owsla wrote:
No you're awesome. DUH. ;) ((of course this part needed to be requoted))


Yah so correct me if I'm wrong about the process?

1. Someone posts an idea or initial proposal to the PONY
2. Discussion ensues to build support and consensus, or the opposite
3. The same Someone modifies the initial proposal and submits it for consideration
4. It goes on the agenda
5. Discussion ensues at the PC meeting
6. At the next meeting, a vote takes place.

Yes no? I'm on #1 and #2 right now ;)


I might add step 5.5: after the PC meeting discussion, more discussion and modification may occur on the PONY. But otherwise you are absolutely right. I was just giving a general reminder to people (by way of this thread, which is active and where I thought about it) that next PC meeting this isn't considered a proposal on the agenda unless something specific is submitted. There've been a few discussions in other cycles where ideas were posted to the PONY and discussed and then never really submitted and then people got to be all like "what ever happened to that...?"

So yeah, you're golden. Just wanted to be sure everyone was on the same page. :D

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PostPosted: Sat Jun 20, 2015 4:21 pm 
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A lot of different departments would be effected by allowing Theme Camps to arrive early by 2:00 PM on Thursday.

Theme Camp placement
Will Theme Camp placement team be finished by 2:00 PM on Thursday?
Will Theme Camp placement team be willing to arrive earlier to complete placement mapping process for Theme Camps?
Will there be a question on Theme Camp application for early arrival?

DPW
Will DPW team need an extra day for set up?
Will DPW team be willing to arrive on Tuesday for set up?

General
How ready were all the onsite coordinators this past burn at 2:00 PM Thursday? good, not so good or bad?
Do departments need to have full volunteer shifts?
Will the volunteer schedule need to be updated, to add additional volunteer shifts to help with the additional influx of participants?
*Note: Updates to the volunteer sign ups need to be made before the sign-ups go live to the community.
How will this affect onsite deliveries, will deliveries start on Wednesday and stop by 2:00 PM on Thursday?
Will Parking be ready to escort Theme Camps with onsite parking passes to Theme Camp placement?
Early Entry sign ups would close a day earlier on Saturday evening and not the current Sunday evening.
Will the contract with the Vets need to be renegotiated for an extra day for Tuesday arrival?
Will the Vets need to adjust their deliveries of honeypots and dumpsters for PDF?
Will the insurance increase with extending the day into Tuesday for set up?
Will ticket prices increase with the increased cost of running PDF?
Would on site coordinators be willing to arrive earlier on Wednesday for set up?

IMHO, this change affects many different on site departments for set up. Input from all onsite coordinators would be helpful, to see if this is a possibility or not for future PDF's.

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PostPosted: Thu Jul 09, 2015 7:27 pm 
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The main objective of early entry is to allow enough time for infrastructure to finish setting up before allowing the masses in. But opening up the gates early you are asking all the coordinators to be ready even earlier then they are now. Specifically DPW, MASH, Rangers, Parking and ticketing.

This idea was proposed and rejected a couple times before, mainly because the extra work that would be required by the coordinators as well as the question of what qualifies someone as a theme camp? How big does the theme camp need to be before they are allowed early entry? I know plenty of theme camps that have nothing but a tent, and other Non-official Theme camps that bring entire interactive structures. Keep in mind that the event starting on Thursday at 5pm instead of Friday was meant to be an early entry to give people enough time to set up. If we allow a 2pm creep in a couple years people will want to be allowed in at 8am, then on Wednesday etc.

Hatter

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PostPosted: Fri Aug 07, 2015 8:55 pm 
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I agree with Smartie Martie and Hatter:

Allowing for early arrival of Theme Camps puts a burden on the volunteers setting up. Are you really going to ask Volunteers DPW, Gate, Parking, Ticketing, Road marking, etc. to work even more quickly? Will you ask them to take another day off of work to arrive a day earlier? 5:00 on Thursday IS earlier than what is used to be.

As the person that sets up road/Theme Camps in the past, I don't see how it is possible to mark things off in time and/or be ready for more people on site earlier.

Also..
With approximately 40 registered Theme Camps already, are you saying 80 people (2 per Theme Camp) would get early arrival? That's about 40 cars that Parking has to deal with too. Who would decide who is worthy of early entry? If you allow this for Theme Camps I imagine more camps would register too just to get early arrival.

I would love to hear how other departments that deal with set up feel about this.


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