Team:Permit

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Permit
1st line contacts: Netsmurf2, Attilla
Does:
  • Attilla : Negotiates with the scouting for the contract for the terrain.
  • Netsmurf : Negotiates with municipality for the about permits.
Does not: test
Is an exclusive team: No
Contact: netsmurf@sha2017.org
IRC: #test
Deadlines:
Needed resources:
  • test
Comment:
Vacancies: 0
Current team size / amount of ppl: 2
Contact at projectleiding: User:Netsmurf2
Backup Contact at projectleiding: User:Rolfvandekrol
Managed Vacancies:
You can add for your team on a page by adding: {{TeamVacancies|Permit}}

0 Team Members Permit

About

The Municipality of Zeewolde has published all the information about applying for a permit on their website. SHA2017 will be a category 3 event based on the rules of the municipality

Categorie 3: Evenementen met meer dan 500 deelnemers en/of live-optredens van bands of dj's en/of risicovolle activiteiten en/of waarbij inzet van hulpdiensten wordt verwacht.

Category 3: Events with more than 500 participants and/or live performance of bands / djs and/or events with hig risc activity and/or events that may need professional care like firedepartement or police support.

Being a Category 3 event we have to apply for the permit no later than 14 weeks before the event. We also have to announce the event before November 1st 2016 so it can be added to the municipality event calendar.

Teammembers

Username Task
Attilla Negotiates with the scouting for the contract for the terrain.
Netsmurf2 Negotiates with municipality for the about permits.


Supporting members from other teams & Events

Username Task
Rolfvandekrol Projectleiding
Cavedude Coordinator / OvD-E (Safety Officer Events)
Eelco Experience from OHM2013


Important documents from municipality Zeewolde

The below documents are sourced from the municilality website and unfortunately no English translation is available.

The municipality insists that the entire permit application and supporting documents are written in Dutch.

The municipality Zeewolde has told us that the below documents are currently under review and a new set that we will need to use for the SHA2017 permit application will be available towards the end of november 2016

This does not mean that we will have to wait untill that date to make vital parts of the permit application ! The most important parts will still be there and are already described in these documents, we just need to be aware that we will have to make some adjustments.

Link to document Description
Script for events Detailled Script for events in Zeewolde municipality
summary pad of script English summary of script giving an idea of the most important subject relevant to SHA 2017
Fire regulations Fire regulations Zeewolde Event
Execution policy for Events Explanation of Zeewolde municipality explaining how the municipality executes the event rules and regulations


Permit Planning

Date Task
Monday 03 Oktober 2016 Introduction meeting with emergency services and municipality Zeewolde.
Thursday 1st December 2016 New permit application and supporting documents will be available from municipality Zeewolde.
Saturday 31st December 2016 Terrain map needs to be ready.
Monday 9th Januari 2017 Target date for meeting with scouting about terrain map.
Friday 27th January 2017 Target date for submission of 1st draft permit application and all supporting documents to municipality Zeewolde.
Monday 13th Febuary 2017 Target date for meeting and discussuion about 1st draft permit application and all supporting documents to municipality Zeewolde.
Friday 31th March 2017 Target date for submission of 2nd draft permit application and all supporting documents to municipality Zeewolde.
Monday 10th April 2017 Target date for meeting and discussuion about 2nd draft permit application and all supporting documents to municipality Zeewolde.
Friday 14th April 2017 Target date for submission of final permit application and all supporting documents to municipality Zeewolde.
Friday 28th April 2017 Last possible date for submission of final permit application and all supporting documents to municipality Zeewolde as this has to be completed 14 weeks in advance of the event at the very latest.
Saturday 22th August 2017 Inform direct neighbours of SHA2017 as required by the municipality Zeewolde.
Saturday 22th August 2017 Likely date for first SHA2017 buildup activities.
Friday 04th August 2017 Start SHA2017 event for visitors.
Tuesday 08th August 2017 End SHA2017 event for visitors.
Saturday 22 August 2017 Likely date for last SHA2017 teardown activities

Questions for the next meeting with emergency services and municipality Zeewolde

If you have questions that you want the permit team to ask to the emergency services and municipality Zeewolde please enter them on this pad : Questions for next meeting with emergency services and Municipality Zeewolde


Monday 03 Oktober 2016 - Introduction meeting with emergency services and municipality Zeewolde

This was the first meeting between the SHA 2017 permit team, the police/fire/ambulance services and the municipality Zeewolde, from the SHA 2017 organisation we provided the municipality and emergency services with an overview and short description of the past events OHM 2013, HAR 2009, WTH 2005 and other events.


The term "Hacker Event", was also explained to the municipality and emergency services to explain to them that intention and content focusses more on information security, privacy issues, alternative and creative application of existing and new technologies for other purposes than intended and sharing and applying technological creativity in general to avoid as much as possible any negative associations from the media with the term "hacking".


The permit team answered several questions from the municipality and emergency services about the SHA 2017 organisation competence and experience in organising this type of large events.


The municipality and emergency services seemed not at all concerned and quite relaxed with the fact that several thousands of "hackers" willbe roaming their premises in august 2017, only constructive questions where asked about our competence, how various important parts of SHA 2017 will be organized and several important permit related issues where pointed out to us.


Our general feeling about this initial meeting with the municipality and emergency services is that they are convinced that we are competent and that they welcome our event to their municipality.

Link to document Description
Pad with Q&A + Notes Questions, answers and notes made by SHA 2017 team members of the meeting with Zeewolde municipality and emergency services
<Insert link to document> Full transcript from municipality of meeting (when it becomes available)


Important documents to deliver for permit

)
Description Description Responsible team Responsible person
Overall permit application Main permit application to municipality Zeewolde Permit Netsmurf2
Safety plan safety plan describing how we will ensure the safety of our visitors it should involve security, fire and EHBO Safety and Security Cavedude
Emergencyplan Emergency planning that describes what the organisation will do in case of any type of emergency Safety and Security Cavedude
Traffic and parking plan Plan describing how visitors will make their way to and leave the event public transport, car (including parking), boat, but also deliveries and pickups of stuff before during and after the event Safety and Security Cavedude
Detailled maps of the terrain Maps describing basically everything, from larger tents, firelanes, toilets and all facilities Maps Redlizard
Details of tents and constructions For all the big tents we need to have the tentbooks and certificates and Construction drawings of all temporary contructions (stages/towers/tents/portacabins, etc  ?????  ?????


Organisation structure for event

For the permit we need some clear contact persons for the municipality and Emergency services and team permit suggests the following structure to run the day to day activities of the camp.


IFCAT members run IFCAT bussiness for the Event and make everything possible.
Project lead team is resposible for the area's they are now resposible for during the entire event.


For the day to day running of the camp we suggest the following, 3 production teams each consisting of :
1x Camp coordinator
1x Safety coordinator
1x Bar/food/hygene coordinator


The 3 teams can do an 9 hour shift in a pre determined roster for the entire event, with a 3 min handover meeting at the beginning and end of the shift. The project lead team can have regular meetings with the production team and give direction without beeing consumed by most trivial day to day camp stuff.


When I have time I will make a pretty drawing of this.Permit deadlines