Plane eine realisierbare Gemeindereparaturmesse

COMMUNITY REPAIR FAIR — OPERATIONAL PLAN Stated assumptions (minor, reasonable): - Coordinator (C) works Friday 14:00–18:00 and Saturday 07:00–18:00. - Lunch breaks for Saturday named volunteers are staggered 30 minutes between 12:00–14:00; general volunteers (G1–G4) break 30 minutes between 12:30–14:30. - Tables are delivered Friday at 15:00; rental van picked up by V4 at the start of Friday shift. - "One helper" for workshops can be any available volunteer not assigned to a fixed post. KEY PRIORITIES (in order): 1) Safety and compliance (first-aid presence, food handler at refreshments, breaks). 2) Doors-open readiness by 10:00 (registration, signage, swap area, projector). 3) Workshop delivery on schedule. 4) Cleanup and van return by 18:30. ============================================================ FRIDAY — SETUP (Venue access 14:00–18:00) ============================================================ 14:00–14:15 — Arrival, sign-in, safety brief by Coordinator (C). All six named volunteers (V1–V6) present. 14:15–16:15 — Van pickup + donation run (2 h): V4 (driver) + V6 (helper, bilingual useful at pickup sites). They return with donations by 16:15. 14:15–15:00 — On-site prep while waiting for tables (15:00 delivery): - V1, V2: inventory refreshments supplies in storage room; stage in main hall. - V3: lay out first-aid kit, post emergency exits and contact list; verify Room B sink. - V5: unpack and stage AV gear in Room A; cable routing and outlet check (no projector mount yet — wait for tables/podium placement). - C: floor plan walk-through; tape floor markers for table positions in lobby, main hall, Rooms A and B. 15:00 — Tables delivered. (RISK A trigger point — see below.) 15:00–17:00 — Room setup (2 h, needs 4 people): V1, V2, V3, V5 set tables/chairs in main hall (swap area + refreshments), Room A (workshop seating + demo table), Room B (mend stations near sink). C floats and supervises. 16:15–17:15 — Signposting + registration setup (1 h, 2 people): V4 and V6 (returned from van run) handle lobby registration desk, directional signage in English/Spanish (V6), parking and accessibility signs. 17:00–18:00 — Projector setup and test (1 h, V5): mount, focus, sound check, run slides for Basic Repair workshop. V5 takes 30-min implicit break inside this window if needed (he had a light first block). 17:15–17:45 — Donation sort: V1, V2, V3 sort donated items into swap-area categories; surplus to storage room. 17:45–18:00 — Walk-through with C; lock-up checklist; van parked on site (keys with V4). All depart by 18:00. Break compliance Friday: longest continuous block is 2 h (van run, setup) — within the 4-hour rule; informal 10-min pauses between blocks. ============================================================ SATURDAY — EVENT DAY (Venue 07:00–19:00; Public 10:00–16:00) ============================================================ 07:00–07:30 — Arrival of C and V1–V6. Coffee, sign-in. 07:30–08:00 — Safety walk-through (30 min, C + V3): exits, extinguishers, first-aid station, trip hazards, sink/water in Room B, AV power in Room A. Sign safety log. 08:00–08:45 — Refreshments setup (45 min, V1 — certified food handler). V2 assists with non-food items (cups, napkins, signage), then prepares to take over later shift. 08:00–08:30 — Final registration + signage check (30 min, 2 people): V4 + V6 confirm lobby flow, badges, sign-in sheets, bilingual signage. 08:00–08:45 — V5 final AV test in Room A; queue Basic Repair slides. V3 stages first-aid kit at lobby (visible, accessible). 09:00 — Four general volunteers (G1–G4) arrive. 09:00–09:30 — Volunteer briefing (30 min, led by C): roles, schedule, radios/phones, emergency procedure, break schedule, customer service. V6 translates as needed. 09:30–10:00 — Final positioning; doors-open checklist signed by C. ------------------------------------------------------------ PUBLIC HOURS 10:00–16:00 — STAFFING PLAN ------------------------------------------------------------ Fixed posts (continuous coverage with breaks rotated): Registration desk: 10:00–11:00 (2 people): V6 + G1 11:00–16:00 (1 person): rotate G1 (11:00–13:00), V6 (13:00–14:30 covers G1 break/lunch), G1 returns 13:30–16:00 — adjust so no one exceeds 4 h continuous. Practical rotation: G1 10:00–12:30, break 12:30–13:00, G1 13:00–16:00 (2 blocks, each under 4 h). V6 10:00–11:00, then floats bilingual support. Swap area (2 attendants 10:00–16:00): 10:00–13:00: G2 + G3 13:00–13:30: G4 covers while G2 breaks; G3 breaks 13:30–14:00 with G2 returning. 13:30–16:00: G2 + G3 (post-break) Ensures no one over 4 h continuous. Refreshments table (certified food handler whenever open, assume open 10:00–15:30): 10:00–12:30: V1 (already on since 08:00 → break 12:30–13:00 mandatory before 4-h limit; V1 setup 08:00–08:45 then 30-min gap before 10:00 resets the clock effectively, but enforce break at 12:30 anyway). 12:30–13:00: V2 covers (V2 is also certified). 13:00–15:30: V2 continues (under 4 h with prior light duties), V1 returns 14:30 to assist closing. First-aid presence (V3 on site whole public period): V3 floats; mandatory break 12:00–12:30 — during this window C (also on site) holds first-aid kit and V3 remains reachable on radio within building (compliance maintained: trained person on site; C can fetch V3 instantly). Alternative: schedule V3 break during a lull and keep V3 in building, off-duty but present. Donation intake (10:00–12:00, 1 person at entrance): V4 (frees him later for van return). V4 then on standby for workshop helper / floor support. Workshops: Basic Repair, Room A, 11:00–12:00: V5 runs AV/projector + helper G4 (or V4 if G4 covering swap break). Basic Repair, Room A, 14:00–15:00: V5 + helper V4. Clothing Mend, Room B, 10:30–11:30: helper V2 (before her refreshments shift starts at 12:30) — or assign G4. Use G4 to keep V2 fresh. 15-min reset 11:30–11:45 by same helper. Clothing Mend, Room B, 13:30–14:30: helper G4. Reset 14:30–14:45. Coordinator (C): floats, manages issues, covers gaps, monitors breaks, point of contact for risks. Break schedule summary (all ≤4 h continuous rule honored): V1: 12:30–13:00 V2: 11:45–12:15 (after Room B helper duty) — actually V2 helps Room B 10:30–11:45 then break, then refreshments 12:30 V3: 12:00–12:30 V4: 12:00–12:30 (after donation intake closes) V5: 12:00–13:30 (between workshops) V6: 12:30–13:00 G1–G4: staggered 30-min breaks between 12:00 and 14:30. ------------------------------------------------------------ 16:00–18:00 — CLEANUP AND PACKING ------------------------------------------------------------ 16:00–16:15 — Thank-you huddle, assign cleanup zones (C). 16:15–17:00 — Teardown: - Main hall (swap + refreshments): V1, V2, G2, G3 — V1/V2 handle food disposal/sanitation at sink (Room B). - Room A: V5 + V4 pack AV and tables. - Room B: G4 cleans sink area and packs mend supplies. - Lobby: V6 + G1 pack registration, collect signage. - V3: final first-aid sweep, lost-and-found. 17:00–17:30 — Load van (V4 supervises loading); leftover donations sorted to storage room or van for return. 17:00 — General volunteers (G1–G4) depart at 17:00 (shift end). 17:30–18:00 — Final sweep, trash out, lock interior rooms, sign-off checklist with C. 18:00 — V4 + one helper (V5) depart with van. 18:00–18:30 — Van returned to rental company by V4 (deadline 18:30). V5 returns or goes home. 18:00 — Remaining named volunteers depart; C does final lock-up by 18:15. ============================================================ RISK HANDLING ============================================================ Risk 1 — Tables delivered 45 minutes late (arrive 15:45): - Mitigation: Friday setup compresses. Reassign 15:00–15:45 to productive non-table tasks: V1/V2 deeper refreshments prep and storage layout; V3 first-aid and signage drafting; V5 begins partial AV (cables, screen) without table. - Setup block shifts to 15:45–17:45 (still within 18:00 venue close). - Signposting/registration setup pushed to 16:45–17:45 (overlap with end of room setup) — V4 + V6 still handle it on return from van run. - Projector test compresses to 30 min (17:45–18:15) — request 15-min venue extension OR move final projector test to Saturday 08:00–08:45 (V5 already scheduled). - Trigger decision at 15:15 if tables not arrived: C activates compressed plan and notifies V5 of Saturday-morning test fallback. Risk 2 — One Saturday volunteer no-show: - Coordinator C absorbs one fixed role temporarily and reshuffles. - If a general volunteer (G) misses: collapse swap-area coverage to G + V4 floating; donation intake handled by V6 from registration desk between 10:00–12:00 (registration also has G1, so V6 can step out). - If a named volunteer misses: * V1 missing: V2 takes refreshments full day; recruit G1 as food-handler assistant (non-handling tasks only — restocking sealed items, cleanup). * V3 missing (first-aid): CRITICAL. C must be first-aid trained as backup OR delay doors-open until replacement secured. Pre-event mitigation: ensure C holds current first-aid certification (recommend before event). If not, call backup first-aider from volunteer pool list. * V4 missing: C drives van (verify license in advance) or V5 if licensed; otherwise reschedule van return — call rental company for grace period. * V5 missing: workshops run without slides; printed handouts as backup (prepare Friday). * V6 missing: bilingual signage compensates; C and remaining staff use translation app. - General rule: C maintains a "no-show contingency card" listing each role's backup. Risk 3 — Higher-than-expected attendance in first hour (10:00–11:00): - Registration already double-staffed (V6 + G1) — extend if needed by pulling V4 from donation intake briefly (donations slow at opening). - Open a second sign-in line on a side table in lobby; pre-printed badges to speed flow. - V6 manages Spanish-speaking arrivals separately to avoid bottleneck. - C monitors lobby; if queue exceeds 15 people, deploy "express entry" (skip badge, hand flyer) and reconcile later. - Stagger entry to swap area: G2/G3 enforce gentle capacity control. - Communicate workshop times to waiting attendees to spread crowd. ============================================================ DOORS-OPEN CHECKLIST (C signs at 09:55) ============================================================ [ ] Safety walk-through complete (V3 + C) [ ] First-aid kit staged; V3 on site [ ] Refreshments ready; certified handler on post [ ] Registration desk: 2 people, supplies ready [ ] Swap area: 2 attendants in place [ ] Room A: projector tested, helper assigned [ ] Room B: sink clear, supplies staged [ ] Donation intake station staffed [ ] Bilingual signage visible [ ] Volunteer briefing completed [ ] Break rotation posted in staff area [ ] Van keys with V4; return time confirmed (18:30) End of plan.

## Community Repair Fair Operational Plan **Event Overview:** * **Event Name:** Community Repair Fair * **Date:** Friday (Prep) & Saturday (Event) * **Public Hours:** Saturday 10:00 - 16:00 * **Venue:** Community Center (Lobby, Main Hall, Workshop Room A, Workshop Room B, Storage Room) * **Expected Attendance:** 150 people **Assumptions:** * The 'swap area' is for attendees to exchange items, requiring supervision. * 'Donation pickup' on Friday refers to items collected prior to the event for the swap area or repair. * 'Donation intake' on Saturday is for items brought by attendees during the event. * 'Helper' for workshops can be any general volunteer or named volunteer without specific skill requirements for that task. * The Coordinator (C) can act as a general helper or fill critical roles during breaks if necessary. **Staffing Summary:** * **Coordinator (C):** Available Fri 14:00-18:00, Sat 07:00-18:00. Oversees all operations. * **Named Volunteers (NV1-NV6):** Available Fri 14:00-18:00, Sat 07:00-18:00. * NV1, NV2: Certified Food Handlers * NV3: First-Aid Trained * NV4: Licensed Driver (Van) * NV5: AV Setup Specialist * NV6: Bilingual (English/Spanish) * **General Volunteers (GV1-GV4):** Available Sat 09:00-17:00. **Priorities:** 1. **Safety:** Ensure first-aid coverage and a safe environment. 2. **Venue Readiness:** All areas prepared before public arrival. 3. **Core Operations:** Registration, refreshments, and swap area are continuously staffed. 4. **Workshop Delivery:** Timely and effective workshop execution. 5. **Efficient Cleanup:** Timely packing and van return. ### **Operational Schedule** **Friday: Setup & Preparation (Venue Access: 14:00 - 18:00)** * **14:00 - 16:00:** * **Task:** Rental Van & Donation Pickup (2 hours) * **Staff:** NV4 (Driver), NV1 (Helper) * **Task:** Projector Setup & Test (1 hour) * **Staff:** NV5 * **Task:** Signposting & Registration Setup (1 hour) * **Staff:** NV2, NV3 * **Task:** Oversight & Initial Checks * **Staff:** C, NV6 (Floater) * **15:00:** Tables Delivered (Room setup can now commence) * **15:00 - 17:00:** * **Task:** Room Setup (Main Hall, Workshop Rooms) (2 hours) * **Staff:** C, NV2, NV3, NV5, NV6 (4 people) * **16:00 - 17:00:** * **Task:** Continue Room Setup * **Staff:** C, NV2, NV3, NV5, NV6. NV4, NV1 return from van duty and assist or take a short break. * **17:00 - 18:00:** * **Task:** Final Checks, Secure Venue * **Staff:** C, NV1, NV2, NV3, NV4, NV5, NV6 **Saturday: Event Day (Venue Access: 07:00 - 19:00)** **Morning Preparation (07:00 - 10:00)** * **07:00 - 07:30:** * **Task:** Volunteer Arrival (C, NV1-NV6) * **Task:** Safety Walk-Through (30 min) * **Staff:** C, NV3 (First-Aid) * **Task:** Refreshments Setup (45 min) * **Staff:** NV1 (Food Handler) * **Task:** Final Room Adjustments * **Staff:** NV2, NV4, NV5, NV6 * **07:30 - 08:00:** * **Task:** Volunteer Briefing (30 min) * **Staff:** C, NV2, NV3, NV4, NV5, NV6 (NV1 finishes refreshments) * **08:00 - 08:30:** * **Task:** Final Registration & Signage Check (30 min) * **Staff:** NV2, NV6 * **Task:** First-Aid Station Check * **Staff:** NV3 * **Task:** Prepare Swap Area, General Readiness * **Staff:** NV1, NV4, NV5 * **08:30 - 09:00:** * **Task:** Named Volunteer Breaks/Final Personal Prep * **Staff:** All NVs * **09:00:** * **Task:** General Volunteers (GV1-GV4) Arrive & Briefing * **Staff:** C * **09:00 - 10:00:** * **Task:** Station Manning & Final Checks * **Staff:** NV3 (First Aid), NV1 (Refreshments), NV2, NV6 (Registration Prep), GV1, GV2 (Swap Area Prep), GV3 (Donation Intake Prep), NV4, NV5, GV4 (Floaters/Support) **Public Hours (10:00 - 16:00)** * **10:00 - 11:00:** * **Registration Desk:** NV2, NV6 (2 people) * **Refreshments:** NV1 (Food Handler) * **Swap Area:** GV1, GV2 (2 attendants) * **Donation Intake:** GV3 (1 person near entrance) * **First Aid:** NV3 (On-site) * **Workshop Prep:** NV4 (Clothing Mend), NV5 (Basic Repair) * **Floaters/Support:** C, GV4 * **10:30 - 11:30:** * **Workshop:** Clothing Mend (Room B) * **Staff:** NV4 (Helper) * **11:00 - 12:00:** * **Workshop:** Basic Repair (Room A) * **Staff:** NV5 (Helper) * **Registration Desk:** NV2 (1 person). NV6 becomes floater/takes break. * **Donation Intake:** GV3 (Continues until 12:00) * **11:30 - 11:45:** * **Task:** Clothing Mend Workshop Reset (Room B) * **Staff:** NV4 * **12:00 - 13:00:** * **Task:** Lunch/Break Rotation (C coordinates, ensuring minimum staffing for critical roles) * **Example Rotation:** NV6 (11:00-11:30), NV2 (11:30-12:00), GV1 (12:00-12:30), GV2 (12:30-13:00). GV3 (finished donation intake) covers swap during GV breaks. NV4, NV5 (finished workshops) take breaks. * **13:00 - 14:00:** * **Registration Desk:** NV2 (or NV6) * **Refreshments:** NV1 (or NV2, Food Handler) * **Swap Area:** GV1, GV2 (or GV3 covering) * **First Aid:** NV3 (or C covering for short break) * **Workshop Prep:** NV4 (Clothing Mend), NV5 (Basic Repair) * **Floaters/Support:** C, GV3, GV4, NV5, NV6 * **13:30 - 14:30:** * **Workshop:** Clothing Mend (Room B) * **Staff:** NV4 (Helper) * **14:00 - 15:00:** * **Workshop:** Basic Repair (Room A) * **Staff:** NV5 (Helper) * **14:30 - 14:45:** * **Task:** Clothing Mend Workshop Reset (Room B) * **Staff:** NV4 * **15:00 - 16:00:** * **Task:** Final Public Hour Operations & Early Tidy * **Staff:** All available volunteers, maintaining core roles. C coordinates final break rotations (e.g., NV1, NV3, GV4, C). **Cleanup & Departure (16:00 - 19:00)** * **16:00 - 17:00:** * **Task:** Initial Cleanup & Packing (Swap Area, Refreshments, Workshop Rooms) * **Staff:** All 11 volunteers (C, NV1-NV6, GV1-GV4) * **17:00:** * **Task:** General Volunteers (GV1-GV4) Depart * **17:00 - 18:00:** * **Task:** Continued Cleanup & Van Packing * **Staff:** C, NV1-NV6 (7 people) * **Task:** Van Return (30-45 min round trip) * **Staff:** NV4 (Driver), NV1 (Helper). Must depart by 17:45 to return by 18:30. * **18:00 - 18:30:** * **Task:** Final Venue Check & Lock Up * **Staff:** C, NV2, NV3, NV5, NV6 (NV4, NV1 return from van drop-off) * **18:30 - 19:00:** * **Task:** All Remaining Volunteers Depart ### **Risk Handling Plan** 1. **Risk: Table delivery is 45 minutes late (Friday)** * **Impact:** Delays room setup, potentially pushing tasks past 18:00. * **Mitigation:** * Prioritize other Friday tasks (van pickup, projector setup, signposting) to proceed as scheduled. * If room setup is significantly delayed, the Coordinator will assess critical setup items for Saturday morning completion. Non-essential decor or minor arrangements can be deferred. * Volunteers can take an early break or assist with other tasks if waiting for tables. 2. **Risk: One Saturday volunteer does not show up** * **Impact:** Staffing shortage, increased workload for remaining volunteers, potential gaps in coverage. * **Mitigation:** * The Coordinator will immediately re-allocate tasks, prioritizing critical roles: First Aid (NV3), Refreshments (NV1/NV2), Registration (NV2/NV6), and Swap Area (GV1/GV2). * Combine roles where feasible (e.g., donation intake person also monitors nearby swap area). * The Coordinator will step in to cover a role or act as a dedicated floater to fill gaps. * Workshop helpers might be reduced to one per session if necessary, with the Coordinator providing backup. 3. **Risk: Attendance is higher than expected during the first hour (10:00-11:00)** * **Impact:** Long registration lines, overwhelmed swap/refreshment areas, potential crowd control issues. * **Mitigation:** * The Coordinator (C) and NV6 (bilingual) will be ready to immediately assist the registration desk if lines form, temporarily making it a 3-person station. * GV4 (floater) can be immediately assigned to assist with crowd management or direct attendees to available areas. * If the swap area or refreshments become overwhelmed, the Coordinator can re-assign a less critical early task volunteer (e.g., from initial swap area setup if not yet busy) to assist temporarily. * Consider opening refreshments slightly earlier if demand is high before 10:00.