Public Works

Public Works 2017-10-02T01:27:01+00:00

The Department of Public Works (DPW) is in charge of city planning, theme camp placement, and the main infrastructure of our temporary city, including the many booths, buildings, tents, and other facilities that our other teams and participants rely upon.

Team Contributors:

Team Members:

  • DPW Coordinator: EZ
  • Camp Coordinator: Keith

If you’d like to become a team member or contact us, send us a message with the form at the bottom.

DPW Team Members:

DPW Coordinator

The DPW Coordinator makes sure our temporary city has basic infrastructure, teams have their structures in place, and basic needs are met.

Duties Before the Event:

  • Be part of the Event Planning group.
  • Join the Event Planning communication channels.
  • Have an Assistant Coordinator or “Coordinator in Training” so duties can be shared or taken over as needed.
  • Communicate with the Event Coordinator and other team leads to determine infrastructure needs.
  • Visit the event site to evaluate topography and other features to determine where best to locate infrastructure, and if any improvements to the land are needed before the event.
  • Make sure that required infrastructure gets made or purchased before the event as necessary.
  • Inventory supplies and equipment, and submit orders for additional supplies and/or equipment to the Event Coordinator at least 45 days prior to the event.
  • Arrange for supplies, equipment, and infrastructure to be transported to event site.
  • Organize work weekend for site preparation and set up of infrastructure.
  • Submit needed volunteer schedules to WebTeam for website inclusion.
  • Solicit volunteers for the event.
  • Monitor volunteer signups to confirm most shifts will be adequately covered.
  • Help build required infrastructure.
  • Help on work weekend for site preparation and set up infrastructure, including Welcome Crew Station, Indaba Camp, and Medical/Ranger Station.

During the Event:

Required:
  • Make sure all supplies, equipment, and infrastructure arrived at the event site.
  • Help set up whatever infrastructure that wasn’t completed pre-event.
  • Make sure all golf carts are properly lit and identifiable.
  • Monitor infrastructure and organize repairs as necessary.
  • Make sure all volunteers understand their duties, are properly trained, and have all necessary supplies & equipment.
  • Make sure shifts are adequately being covered, and if not, take steps to ensure that they are.
  • Periodically monitor that the shift volunteers are doing a satisfactory job.
Preferred:
  • Individually thank all volunteers for their help, before and after their shift.
  • Give praise, appreciation, and compliments to the entire team often and abundantly.
  • If appropriate, nicely offer ways the volunteers can do a better job, or make it easier on themselves.
  • During or after their shift, ask the volunteers for feedback about their experience, and any suggestions for improvement.
  • Occasionally ask participants if they feel your volunteers are doing a good job. Ask for any suggestions or room for improvement.
  • Document the feedback you get, and any other notes or reminders which may help you write the post-event summary to the Event Coordinator.
  • Solicit volunteers for the current or future events.

After the Event:

  • Organize breakdown of remaining infrastructure.
  • Make sure remaining infrastructure is placed in storage.
  • Arrange for any supplies or equipment to be packed up and transported to its designated storage.
  • Submit a summary of problems, concerns, suggestions, and successes regarding this team to the Event Coordinator.
  • Submit a report to the Event Coordinator of amounts of supplies used, and suggest the approximate amount of supplies and equipment needed per 100 attendees to help with future approximations. Also include any requests for new, replacement, or rental equipment to be available for the next event.

Camp Coordinator

The Camp Coordinator manages the Theme Camp Registration process, determines the placement of each camp for the event, creates a Theme Camp Map to be shared with the community, and physically markers each camp’s plot before the event.

Duties Before the Event:

  • Be part of the Event Planning group.
  • Join the Event Planning communication channels.
  • Try to have a “Camp Coordinator in Training” so duties can be shared or taken over as needed.
  • Synchronize with the team’s coordinator any duties or responsibilities that must be completed before the event.
  • Manage the Theme Camp Registration process and respond to emails from Theme Camp Leads about their registration.
  • Visit the event site to evaluate the topography and other features to determine suitable locations for camps to be placed.
  • Work with the Event Coordinator and DPW Coordinator to help plan out the relative locations of each registered Theme Camp, as well as where Open Camping is allowed. Consider the type of camp, its floor plan, requested size, number of members, special requirements, participant interactiveness, planned events, compatibility with its neighboring camps, etc.
  • Create a Theme Camp Placement Map for the website, WWWW Guide, Welcome Crew, and Theme Camp Leads to know where they can set up.
  • Before the event starts, clearly mark out (with ground markers) the plot for each Theme Camp and record its dimensions and exact location using GPS.

During the Event:

  • Make sure the Welcome Crew has a Theme Camp Map to help direct participants to their camp, or toward Open Camping.
  • Help Theme Camp members find their assigned plot.
  • Make sure all Theme Camps set up in their assigned plot.
  • Communicate with each Theme Camp to make sure there aren’t any conflicting neighbors which might cause issues during the event.
  • Once most Theme Camps are positioned and everyone is settled in, pick up any unnecessary camp placement ground markers so they don’t become MOOP or a walking hazard for the participants. Return them to their container for future use, or dispose of them as necessary.
  • Periodically check in with the Theme Camps to confirm they are ok with their location, and if there are any hazards or concerns at their location that should be addressed for the next event.
  • Occasionally ask participants if they feel the Theme Camps are properly placed. Ask for any suggestions or room for improvement.
  • Document the feedback you get, and any other notes or reminders which may help you write the post-event summary to the Team Coordinator.
  • Communicate with MOOP Patrol to document any MOOP violations from camps.

After the Event:

  • Before leaving the property, collect any remaining camp markers and place them in their container for future use, or dispose of them as necessary. Arrange to have the container placed in storage for future events.
  • Submit a summary of problems, concerns, suggestions, and successes regarding this position to the Team Coordinator.
  • Help the Team Coordinator with any duties and responsibilities specific to this position.

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