The logistics team is in charge of the furniture part
Furniture and space design
Here is the process to follow to organize all the furniture needs during the event.
List all the datas
Inventory made before at Le Cabaret and in our storages/ spaces
List our needs per area, typo and space
Match what we have with what we need
Then list what do we need in extra in order to:
Rent, borrow, buy (as less as you can), use ouikit
Managing setup changes (removing furniture between sessions, etc.)
During the fest, according to the program, a lots of space are changing each sessions. It's easier to proceed to these changes with a program of the furniture needs before the fest. (Speakers will probably make last minute changes)
Before the Fest, a time table of all the fest week (set up and dismantle included) where you will include all the deliveries https://docs.google.com/spreadsheets/d/1d5b4QEjgocT3AzgkhfE--Swq-3BaU8eqSx5RJ0YKpKM/edit#gid=1 with: the dates, hours, contact and leader will be usefull to organize the program of the week and the set up and dismantle. Also useful to list all the contact per providers and who is in charge of them in this sheet https://docs.google.com/spreadsheets/d/1d5b4QEjgocT3AzgkhfE--Swq-3BaU8eqSx5RJ0YKpKM/edit#gid=1394161772
Also, the spreadsheet https://docs.google.com/spreadsheets/d/1d5b4QEjgocT3AzgkhfE--Swq-3BaU8eqSx5RJ0YKpKM/edit#gid=2108633579 with all the license plates is needed to be given to the space regissor, if not the vehicule will not be able to pass and deliver the furnitures.
Setup & Dismantling before and after the event
Count 2 days of setup in order to be ready for the D-Day Before the dismantle, it is important to think about where to stock the things to keep and where to throw the things we are not keeping
Each space of the Cabaret
Stage Manager Circus & Studio
The stage manager need to insure all the setup changes on the stage (furniture changes according to the program: whether keynotes or roundtable), that the speakers are on stage on time.
Logistics manager per space
The logistic manager need to insure all the setup changes on the spaces (furniture changes according to the program: whether workshop or talk), that the speakers are in the space on time. The setup area can be changed at the last time regarding the real speaker needs according the space in real.
It will be easier to ask the speakers way before the fest to have a spreadsheet listing all the setup needed per hour and per speaker in order to not check at the T-Time who need what.
Logistics manager for Hub & Village: Karene and Victor