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1st line contacts: Juerd, Maxell
Does: Small scale on-site storage facility for teams
Does not: Store stuff for visitors/villages
Is an exclusive team: No
IRC: #sha2017-logistics
Needed resources:
Vacancies: 0
Current team size / amount of ppl: 2
Contact at projectleiding: User:Attilla
Backup Contact at projectleiding: User:Rolfvandekrol
Managed Vacancies:
You can add for your team on a page by adding: {{TeamVacancies|Logistics/Warehouse}}

1 Team Members Logistics/Warehouse

Operation Plan


Team Goals

As a subteam under the Logistics team, team Warehouse will provide a small scale on-site storage facility, pre-stocked with items that we expect to come in handy. We support other teams by providing them with goods, that their volunteers can pick up at our warehouse. If capacity allows, we can also deliver these items to volunteers in the field, to minimize the interruption. We will also coordinate shopping runs for items that are not yet available, but dearly needed.

A part of the warehouse will be made available for teams with storage requirements that cannot be met by tents. Specifically for the rest of team Logistics, we will provide a Headquarters (LHQ), from which the subteams can coordinate their activities.

Brief History

At WTH2005, no preparations were done for a warehouse. During build-up, a makeshift warehouse was erected at the attic of a building that happened to be available. Pre-event shopping was limited to a box of office supplies; essential equipment like tie-wraps and duct tape were missing. During build-up, the warehouse was completely self-service without any supervision, and it was hard to keep it stocked as we had already bought all the duct tape in a 25 km radius. Still though, it proved to be a valuable addition to the way the event was built up and centralized shopping made sharing of goods easier.

At HAR2009, the warehouse, now part of team Logistics and named Logistics HeadQuarters (LHQ), was prepared in a somewhat more organized fashion. However, as a result of opposing views between Logistics and the core organization, the warehouse had no housing that was available from early build-up until late tear-down, and was moved a total of four times. Some of the LHQs were tents, causing boxes to get damp and collapse, and metal parts to rust. Despite the energy wasted with moving, and things getting lost and broken in the process, we now had a warehouse with some supervision, resulting in a much better service towards the other teams.

With OHM2013, LHQ had evolved to a temporary building comprised of modular container units. It had shelving and a place to sit down and organize the rest of Logistics operations. The more climate proof boxes could be locked, and as such became a somewhat more secure storage facility. There was enough space to adapt to changing circumstances, and its central positioning relative to the rest of the orga field made it well-known to all active volunteers. A simple tracking system was set up using a spreadsheet.

For SHA2017, we intend to repeat the success of Logistics at OHM2013. We hope to improve upon it, by inviting shift angels to assist us. This should allow the LHQ staff to have some time to enjoy the event more, and hopefully even allow for sufficient capacity to implement delivery to the hard working teams on the rest of the terrain.


The subteam has dedicated volunteers, and shift angels. The dedicated volunteers who are part of the larger Orga and have been preparing the subteam for months in advance of the event, are the Team Leads. Other dedicated volunteers have pledged to work at LHQ on site from build-up to teardown, or a part of that time frame.

LHQ is staffed by its dedicated volunteers, assisted by shift angels who do 2-hour shifts and are not generally available outside the scope of those shifts.

   ↓ Tasks / Roles →               Desk    Runner  LHQ-Staff   TeamLead
   Pre-event preparations                                      X
   Hard decisions                                              X
   Opening and closing LHQ                         X           X
   Training angels                                 X           X
   Sourcing of inventory                           X           X
   Delivery and pick-up                    X       X           *
   Inventory tracking              X       X       X           X
   Answering the phone/radio       X       *       *           *
   Validating driving licenses     *               X           X
   Authorizing vehicle use         bikes           X           X [1]
   Cleaning and improving LHQ      X       X       X           X
   X = Primary actor
   * = Secondary actor, in case the primary actor is not available

[1] Large vehicles are governed by their respective subteams, i.e. Shuttles, Off-Site, and On-Site.


Lending items

Special case: manitous, field forklifts (keys)

The answer is a friendly 'no'.

Only our own team members in the On-Site subteam will drive these.

Special case: other motor vehicle (keys)

For insurance reasons, only registered and approved drivers may use motorized vehicles. This DOES apply to on-site off-road vehicles like golf carts!

Registered drivers are given a wristband for easy identification.

Drivers must be sober. The off-site vehicles (shuttles, trucks) are not allowed on the field.

  • Expected usage under 20 minutes: check if the vehicle's time table is clear for at least 20 + 10 = 30 minutes.
  • Expected usage over 20 minutes: request approval from the TeamLead. Note that Shuttles, On-site vehicles and Off-site vehicles, each have their own subteam.

Proceed with the 'general case' procedure.

Special case: radios, batteries

Radio batteries can be exchanged, but not handed out individually.

Most radios are reserved for specific teams. Check with the schedule provided by subteam ROC (Radio Operation Center) to see if they can get a radio.

Scan the radio barcode before inserting the battery.

Proceed with the 'general case' procedure.

Special case: items not in inventory

When an item is requested that we don't have, we might still be able to help out.

Ask what the item is needed for; maybe we have something else that can be used instead. For example, gaffer tape with permanent marker could be an alternative for a label printer; rope could be an alternative for tiewraps, or vice versa. Be creative.

If the item is necessary, but not available, ask if it should be bought. In case it needs buying, write down as much information as you can get about the volunteer, the product, and what it's needed for. We need a way to inform them when we have it. It may take a day for us to buy it. If it's urgent, contact a team lead by radio.

Don't make any promises. Buying things costs money and budgets are limited.

General case

Only lend out to registered organizers and volunteers. They will have a volunteer badge with a barcode, or an LHQ pass with a barcode. If they don't have this, refer them to the Volunteer tent for registration.

Specifically, we do NOT lend out items directly to villages and visitors! They can try and ask an angel to accompany them with the item, who will then also take care of returning the item.

Scan the item(s) first, then scan the lender's barcode.

Always ask the volunteer to return the items after use. If it's a consumable item, like a bag of tie-wraps, or a roll of duct-tape, we'd still like to know if it's used up, and for that we still need the barcode!

Orders by phone or radio

Typically, the same procedure as for lending items via our front desk. If a mobile scanner is available, you can scan the volunteer's barcode at the delivery location. However, if a mobile scanner is not available: ask their name and scan at LHQ before leaving.

The option to perform deliveries may not be available all the time. It depends on the availability of a runner volunteer, as the desk volunteer can't easily leave.

Accepting returned items

Thank the volunteer for returning the stuff. Detach batteries and charge them. Scan the barcode and scan or type the "info" command to look up the previous location in the warehouse. Store it at the same location where it was before: scan the product first, then the @ label of the storage location (usually a shelf). Charge the batteries.

Validating driving license

Drivers need to be authorized by LHQ before they are allowed to take a vehicle. Authorized drivers get a PURPLE wristband so that they don't have to repeat the process.

  1. Ask the driving angel to bring their license.
  2. Verify the license
    • photo matches face. Not sure? Escalate to team lead!
    • driver is at least 18 years old (birth date is before 1999-07-28).
    • license not expired during SHA (expiry date is after 2017-08-10).
    • license must be in latin script (no cyrillic, greek, chinese, etc)
  3. Scan the angel badge
  4. Scan or type the command "edit-metadata". At the "groups>" prompt, add "driver". (Separate groups with spaces.)
  5. Give the driver a PURPLE wristband and assist them with putting it on.

The wristband has to be worn visibly.

Storage of equipment

Some shelves and some floor space are allocated for other teams. Things from those locations must not be taken by others.


In case of real emergencies, drop the bureaucracy. Our rules don't matter if someone's life is at stake.

However, as long as it's safe to do so, remain at the warehouse.

Other (idle time)

Idle time can be used to charge batteries, sweep the floor, tidy the shelves, play minesweeper, watch presentations via streams, etc.

Check the golf carts and bicycles for defects and soft tyres.

If you like, you can use our resources to help teams and villages along, for example by looking up device specifications, calling suppliers, printing and laminating signs, etc. Maybe Infodesk has some desk jobs that they'd like to hand over. However, don't make any promises; you still have to be stand-by for our primary duties.

Physical resources

This part has not yet been written.

LHQ and the warehouse


Inventory tracking system


Temporal planning

Daily schedule

  • 10:00 LHQ opens
  • 10:00 Retrieve batteries from Central Post
  • 21:30 Radio broadcast: please return your stuff in 30 minutes, last chance for full radio batteries
  • 21:30 Prepare package of 10 charged radio batteries, deliver to Central Post
  • 22:00 LHQ closes for lending new stuff, not yet for returns
  • 22:00 clean up of LHQ: get rid of garbage, sweep floor, tidy desks
  • 22:15 LHQ closes for returns
  • Available outside opening times for EMERGENCIES ONLY

Day-by-day schedule

  • Wed Jul 26 (-8): Boels delivers LHQ units
  • Thu Jul 27 (-7) mor: Schalkoort delivers shelves
  • Thu Jul 27 (-7): OK Gas delivers 36 propane cannisters
  • Thu Jul 27 (-7): (Off-Site) Pick up LHQ stuff from RevSpace
  • Thu Jul 27 (-7) eve: Discuss shopping constraints with Attilla
  • Fri Jul 28 (-6): Making LHQ fully functional
  • Sat Jul 29 (-5): Build-up phase 2 starts
  • Sun Jul 30 (-4) eve: Maxell goes home for 1 night
  • Mon Jul 31 (-3) mor: Maxell returns
  • Tue Aug 1 (-2): Juerd goes home for 1 day
  • Wed Aug 2 (-1): Juerd returns
  • Wed Aug 2 (-1): Practice saying "no" to villages :)
  • Tue Aug 4 (event 1): LHQ should be able to run on angel power now
  • Tue Aug 8 (event 4, td 0): Prepare for tear-down: MAKE ROOM
  • Thu Aug 9 (td 2) eve: Reduce LHQ to bare minimum, everything in boxes
  • Thu Aug 10 (td 3): OK Gas picks up propane cannisters
  • Thu Aug 10 (td 3) aft: Schalkoort picks up shelves
  • Fri Aug 11 (td 4) mor: Bring lots of stuff to RevSpace
  • Fri Aug 11 (td 4): Boels picks up LHQ units
  • Fri Aug 11 (td 4): LAST DAY OF TEAR DOWN


For future reference, a rough overview of the preparations:

  • Write this Operation Plan
  • Write the software for inventory tracking
  • Source hardware, required for inventory tracking
  • Inquire about storage requirements from other teams
  • Coordinate with subteam Pre-Event-Shopping
  • Coordinate with team Volunteers about barcodes
  • Stick barcodes on everything