UCMB Logistics Team

Guide 2019

Teamwork,

Excitement,

Appreciation,

Making it Happen:

TEAM!

Table of Contents

Mission Statement:………  ……………………………………………………… .3

Goals/Objectives…………………………………………………………………...3

Meet the Team...........................................................................................................3

TEAM……………………………………………………………………………... 4

Equipment……………………………………………….……….…………………4

Procedures……………………………….………………………………………….5

Preseason……………………………………………………………………………5

Preseason Schedule………………………………………………….……………...6

Regular Outdoor Rehearsal…………………………………………………………6

Regular after Rain or Snow………….……………………………………………...7

Drumline Tuesday’s…………………………………………………………………7

Make Your Own Band Day………………………………………………………….7

Regular Indoor Rehearsal……………………………………………………………7

Game Day Checklist…………………………………………………………………7

Exhibition Day……………………………………………………………………… 8

Parade Day>>>>>……………………………………………………………………8

General Logistical Duties.............................................................................................8

Effectively Responding to Challenges………………………………………..……...9

Conflict/Absence Procedure..……..………………………………...………………..9

UCMB Schedule…………………………………………………………………….10

UCMB Logistics Mission Statement:

The mission of the UCMB Logistics Team is to lay the foundation to ensure the mission of the University of Connecticut Marching Band is achieved (see UCMB handbook).

Logistics Goals/Objectives:

The Logistics Team shall collaborate with leaders, fellow team members and band members, and partners of the University of Connecticut Marching Band to meet all of the logistical needs of the band. Every team member is vital to the success of the team and by extension the entire marching band.

Teamwork: We shall collaborate with each other, UCMB Leadership, and other members of the band to establish and reinforce a network of support throughout all facets of the band.

Excitement: We shall help build upon the positive atmosphere of the band by displaying enthusiasm and pride for the band.

Appreciation: We shall take pride in the work and contributions of every individual.

Making it happen: We shall work through logistical challenges, assuming a “get it done” attitude.

Meet the Logistics Team:

Ricardo Brown,  Assistant Director, ricardo.t.brown@uconn.edu

Graduate Assistant:

Administrative Assistant:

Emily Collins, Administrative Assistant, ucmb.office@uconn.edu , 860-486-2383

Section Leaders:

Lyric McVoy

ucmb.logistics@gmail.com

Alumni Member Managers:

Current Marching Members:

Non Marching Managers:

Daniel Whalen - Sound Man

TEAM:

The vision for this year’s Logistics Team primarily revolves around building upon a network of supports and resources. To achieve this vision, specific initiatives include:

True Blue Logistics Leader Award: Presented at Banquet to a member of the Logistics Team or exemplary members of the band who has demonstrated a high degree of excellence in some way surrounding the logistical duties of the band

UCMB Leadership Team/TBS & KKY Collaborative: Establishing open communication between the logistics team and all facets of the band to draw upon all of the band’s resources and develop a powerful and mutual network of support. Needs shall be communicated in person and through the 2017 UCMB Logistics Team Facebook group.

Check-in Meetings: The logistics team will be meeting occasionally to discuss how things have been going and the plan for the week. The Logistics Coordinator will also meet with the GA’s as needed and as possible to check-in.

Equipment:

We must hold ourselves accountable for the UCMB equipment. This section is intended to provide the location of each piece of equipment for the purpose of quickly and easily locating it when loading the trucks or van as well as where to put each piece of equipment back when unloading.

Also, space on the trucks and van is very limited. Therefore, it is important to maximize the space we have—this section will also list where each item should be loaded. Equipment will be loaded onto trucks (new or old), and food is loaded into the van.  

Managers, and GA’s are primarily responsible for locating and loading the equipment. Procedure: Go through check-list when packing the truck (night before game) and again before leaving.

• 2 medical kits

• During the game, must be in the stadium. The kit goes in the van otherwise.

• If you notice something should be in the medical kit, let a GA or Logistics Coordinator know.  

• 3 toolboxes

• 2 red with black lids, 1 with a blue lid (One is for batteries, one with tools, and the other is a repair kit for instruments. These are stored in the van.)

• At least 2 power (and CHARGED!) audio voxes with two stands, and two “dummies” with their stands

• All plume bags

• 9 coolers—2 filled with ice cream, the rest with sandwiches!

• The water coolers will be found at The Rent in our closet.

• The food coolers need to be brought to North Dining Hall (or the designated location if different) at least one rehearsal before game day (usually done during Friday rehearsal). At this point you will ask to wash them out and leave them in the back of the dining hall to dry. Food must be picked up the morning of a game day or exhibition trip.

• 4 Ladders (Set frontfield and backfield on 25 yard lines)

• 2 main podiums on the 50 (both sides—these can be found in The Rent storage closet)

• 2 Small podiums (used for fanfest on game days)

• Raincoats

• 2 Pop-up Tents

• 6 Audio voxes

• P1 & P3 are power audio voxes always needed (tuning, mic signal), P5 for pit/drumline

• 2 dummies

• 4 audio vox stands

• In the front—long-ranger connects to dummy, same in the back; ¼” cables connect power to dummy; longer cable connects the front, shorter connects the back

• Make sure audio voxes are charged ahead of time! When not in use, charge them—no matter what

• 2 front audio vox stands—split 40/45 equidistant from the 50, 2 back audio voxes a few feet from the 50

• Batteries for Microphone (9V and AA)

• Dr. Beat/Tuner (Drum majors are responsible for these)

• Water Key (Should always be stored in the center console of the van)

• 3 Wireless Mics

• 1 Wired Mic

• 6 Tables

• Filled gas can

• Song charts/white board (for stands)

• Sound equipment

• Sound board

• 2 Sub/Monitor array

• Speakon cables (in bag)

• 3 Extension Cords

• Cable bag

• Mic case

• Snake

Procedures:

This section will attempt to give an overview of every logistical aspect of the band. The UCMB is composed of several groups of people, each of which has unique importance and responsibilities. These include:

Director and Assistant Director, Graduate Assistants, Drum Majors, Band Captains, Section Leaders, KKS/TBS, Work-Study, and Members. The Logistics Team is an addition that will ensure proper communication between all groups to maximize on productivity, efficiency and the success of the band.  

Preseason

• Outdoor: Equipment as needed—check with Jess/GA’s regarding what will be used

• Indoor: See below for indoor setup

• Preview Show: Essentially the same as outdoor rehearsal, but ALSO need to use Velcro/white strips to mark the field (need measuring tape)

• Family Weekend Show: Will be held indoor in Upper Jorgensen. Setup may include sound board, but Logistics Coordinator will check with Jess/ GA’s to confirm that and what else is needed.

• The schedule is included below; managers/logistics team members should expect to be setting up about 30-45 minutes early for rehearsals. For events, setup times can vary so Logistics Coordinator will update section by word of mouth or the Facebook page as to what time call time is. (Based on 3 people helping to set up; more people requires less time; more time is needed for outside rehearsals when using all equipment)

Preseason Schedule

Please see brochure version of schedule, or online version at ps.uconnband.org

Regular Outdoor Rehearsal

• Setup begins at 3:15 PM!

• The trucks will be located at the field, and will need to be unlocked.

• 2-4 people to set up the field before rehearsals, 3-4 people to help pack up.

• Rotation among Logistics Members as possible depending on number of people available. All hands are appreciated! Members of TBS/ KKS and marching members may be present to help set up, in that case inform them of what else needs to be set up or send to Jason Swift to find out what else must be done.

• From Tuba Truck:

• 2 small podiums in the back (for Pregame) [Note: these MAY be put in the box]

• On each 25 yard line, 1 main podium on the 50 (Always located at the rehearsal field)

• In the front—ladders on each 25 yard line

• All sound system equipment brought to side of the tower closest to the parking lot unless otherwise specified

• Sound board— next to the tower

• 2 Speaker arrays— located on the truck— wheel to the 35 yard lines, one on the charter oak side of the tower, one on the parking lot side.

• DTX/DTX Stand

• Suitcase of speakon cables

• Extension cords

• Snake

• Mic Box

• From the box:

• 4 speakers total

• 2 audio voxes are powered (located in black rolling cases), 2 = dummies—feed from power of the others

• 2 wireless mics & 2 wired mic (in black cases)

• In the front—powered connects to dummy, same in the back; ¼” cables connect power to dummy

• Make sure audio voxes are changed ahead of time!

• Take stands up to the 2nd and 3rd level of tower for Director and Assistant.

• Yard markers placed on proper line

• Water—in either Husky Village (the first house on the right, usually just during band camp when Towers is not accessible) or Towers Dining Hall. Use ice up until around late October early November until weather gets cold. You can get ice and water from Towers, just ask the staff first.

• Canopy tent set up over soundboard. Van seat placed under canopy

• Tables and cups

• Tables with water on either side—

• For cleanup: Put all equipment in designated locations, charge audio voxes, and check trash; if full, bring to the dumpster in Husky Village (from field, drive by gate—not far beyond it)

Regular Outdoor Rehearsal After Rain or Snow

• Same as above, but start at 3:00—brooms for sweeping (or shovels to shovel) in box—get biggest puddles and smaller as time allows

Regular Outdoor Tuesday Rehearsals (Modified for drumline and color guard rehearsals after regular rehearsal)

• Setup the same, but for cleanup, leave EVERYTHING set up until 9 PM—can start breaking down around 8:45, just double check with drum majors/drum staff with what they don’t need anymore

Make Your Own Band Day Rehearsal

• See everything in purple in regular outdoor rehearsal

• Setup needs to start around 2:45-3:00pm depending on when visiting band is scheduled to arrive

Regular Indoor Rehearsal

• Setup time will be determined by logistics coordinator based on room availability and personnel availability

• Set up chairs and stands in 102

• One audio vox + tuner

• Have mic just in case (particularly for band council elections in November)

• From van: Medical kits, toolboxes

Game Day Checklist:

Prep at Rehearsal (during the week):

• Equipment check (locate all) and loading (see equipment page for more info)

• Charge long-rangers/audio voxes

• Verify food pickup with dining hall (North Dining Hall)

• Clean coolers (wash day before food pickup and let them dry overnight)

• Pick up food the morning of a Game or Event and load into coolers. Load the coolers onto the van the morning of the event

• Battery Check—make sure we have extras in the battery toolbox

• Load tuba truck (New Truck) with the necessary instruments and equipment

• Load pit truck (Old Truck) with pit and sound equipment (Sound equipment goes first, then pit instruments)

• Check to make sure we have plumes day before and day of game day!

Gameday:

• Move frozen food (choco tacos) to freezer (first stop at the Rent)

• Pick up golf cart—use to help move equipment (Jason will do this)

• Unload equipment from the truck (early crew helps) and take to the field

• Drum stands, blue flip folio bags

• All sound equipment

• Pit instruments

• Ladders for the performances

• Podiums (if taken for exhibition)

• Fill water coolers with water using water key (Located in the tunnel. As you walk down the ramp, turn left at the fire dept. Room and then another left where a closet will be on your left with hose.) (early crew completes this task)

• Setup main podiums on field (early crew)

• Move podiums as needed (rehearsal, tailgate, Husky Walk, pregame, halftime, postgame—one is set up for the stands upon arrival)

• Designate people for each piece of equipment for halftime setup

• After halftime—pick up choco tacos from freezer and distribute to band

• Refill water coolers if need be

• Replenish cups (tuba closet under stands)

After the Game

• Drain the coolers

• Reload the trucks/van

• Tuba’s load instruments (into New Truck) at bus area and then truck is moved to the ramp

• Old truck is moved to ramp after post game performance is done

• Put equipment in designated locations

• Large podiums go into UCMB Closet at the field

• Water coolers also go into the closet

Exhibition Day

• Before—follow same procedure as game day

• During

• Unload equipment in designated location

• Keep plumes by buses, same with audio voxes and mics

• Have a person for each piece of equipment for fast field setup/breakdown; should be a non-marcher

• After

• Bring equipment with band while marching off-field

• Stop loading equipment (in safe location)  to sing Alma Mater with the band

• Finish loading

     Post Game Clean Up Assignments 

Parade Day

• Equipment: Plumes, audio voxes/stands,1/4” cables, mics, medical kits, toolboxes

• Set up 2 audio voxes (roughly 20 yards apart, equidistant from center of band warm-up area)

• See if van/trucks need to be moved—can usually come back to them at the end of the parade

General Logistical Duties:

The following is a list of each logistical item of the band, how many managers are needed to oversee the procedure, and how many other band members that are also needed to complete the tasks.

Podium (3) — Ensure the podiums are always where they need to be: Husky Walk, Tailgate, Fanfest, Pregame, Halftime, Postgame

Water (1-2) — Fill water coolers with an early crew section and load them onto the stands (done upon arrival)

Field Setup (2-3) — With an early crew section, move equipment to the field.

Audio (2-4)—Ensure all audio equipment is hooked up and ready to go for rehearsal, pregame, halftime, and postgame. (Note: aim for row 3, row 10 for cables—but this depends on the length—shorter cables need to be closer to the center

Food (2-3)—Pick up the food the morning of the game or exhibition. This must be done at least one hour before call-time (do a quick inventory—the food is then loaded onto the van). The first stop at the Rent is dropping off the ice cream in the kitchen freezer out of the way of the workers and other food.

Equipment (2-3)—Keep track of the equipment, including checking the trucks and van to ensure everything has been loaded (before games)

Effectively Responding to Potential Challenges:

1. Cannot locate equipment

1. Contact Logistics Coordinator

2. Problem with food order

1. Contact Jess/ Emily immediately

3. Not enough people for any given task

1. Politely ask specific people to help and/or contact Logistics Coordinator

4. A logistics team member is sick/missing

1. May result in #3; follow same procedure and inform the Logistics Coordinator

5. Batteries for microphone or other equipment die

1. Check the van and the battery toolbox; do a regular battery check and inform the Logistics Coordinator if we are running low on batteries (we use AA, AAA, and 9V)

Whenever in doubt, contact the Logistics Coordinator or a GA immediately. If you judge the situation to be of utmost importance, go straight to contacting a GA who will then determine the best course of action.

Although we can be prepared to the best of our abilities, it is impossible to prepare for every possible challenge. Therefore, we must all draw upon our problem solving skills to address unique challenges as they arise.

Conflict/Absence Procedure:

Important note: This does NOT substitute an official conflict form. Prior conflicts must be submitted as soon as possible to best prepare for someone to fill in your role for the designated rehearsal or performance. Please submit a conflict form using the same procedure as every band member AND IN ADDITION notify the Logistics Coordinator’s directly.

UCMB Schedule: