The Placement team gets exhibitors (artists, vendors, anyone with a tent) to the right spot on the map.
We also post signs to help attendees not get lost.
This department works closely with Parking, and needs to understand Registration.
Early teams will be measuring out the site and placing yard flags to mark locations. The next team will be scanning in tickets for exhibitors and leading them to their assigned locations.
You must have an understanding of the Registration process and tools.
You should also be comfortable with:
Placement Attendants are the beginning of the journey for artists/vendors who arrive. We will be scanning in their tickets and leading them to the right location where they can set up their tents.
Read the Placement Process section for more details.
This role involves setting the yard flags down the day before.
This is a CRITICAL part of infrastructure.
Lots of measuring and re-measuring involved. More details further down.
This involves a lot of walking.
Basically you follow the signage map that will show you pin points where we need to place yard signs.
Not a traditional "Placement" role, but it's adjacent.
Read the Registration guide to learn how to use the ticket scanning setup.
You will essentially be the "Registration" department for Exhibitors.
The process goes like this:
Read the following sections for handling unique situations.
If they don't have any tickets, search for them by name.
If they never redeemed their tickets, look at the printed list and try to find their artist name there. The printed list will show you how many wristbands they need. Please check off that they redeemed them on the sheet.
Do not alllow anyone to block pathways or impede any paved walking areas with their stuff.
Exhibitors are not allowed to exceed their alloted space.
Canopies that extend outside of the boundaries of their predetermined area must be taken down or moved.
Boxes cannot spread out into other areas, even if empty.
No extra standing signs may encroach neighboring areas. We may allow some signage directly in front of their booth, but only if it doesn't get in the way.
Exhibitors who infringe on their booth neighbors should be reported.
If we end up in a position where a tent space is too small to accomodate what we offered to provide, we need to find a solution.
So far this has never happened. We measure twice and set once.
Look for the path of least resistance. Try to keep them close by. Talk to booth neighbors to see if they would be open to moving their setups (if there's even room).
Radio for help if you're not sure how to respond.
Oops, someone forgot a tent. Radio for help and we might have an extra they can borrow.
(This is typically done by staff the day before, or very early around 5am)
You only get once chance to measure correctly.
It is imperative that each tent space is accounted for. This can get difficult in more complicated and larger layouts. Measure slowly and carefully. Do not rush. Follow the map as closely as possible.
Measure carefully!
Laying out the yard flags accurately is probably one of the most important steps. One wrong measurement can cause a domino effect of trouble. Take your time to measure.
Tools:
The process uses satellite imagery, detailed site walk measurements, and a Photoshop map to build a scale copy of the park. Trails are difficult. Trees are in places you never imagined in the satellite imagery. Things are always much different IRL. The process of crafting the map is a bumpy ride between strict measurements and real world flexibility.
We use string and washers to mark out a plan for the vertices first. This saves time and makes it possible to do alone. It takes time to make the string runs, but helps a lot for the day of show.
Basically just follow the map we provide and stick signs where they need to go.