Areas & Time Slots

This document defines all areas and time slots for the Arkade-Sommerfest 2026.

Time Slots

Important Notes:

• Not all areas operate during all time slots
• BONKASSE: Only 11:00-13:00 and 13:00-15:00 (closes at 15:00)
• People can work multiple shifts across different areas (but not simultaneously)
• Areas may change or expand - system is designed to be flexible!

Festival Areas

⚠️ Note: Areas may change or expand each year. Update this list as needed!

1. Aufbau (Setup)

Description: Early morning setup
Time Slots: 09:00 - 10:00
People Needed: TBD (may be handled by separate team)
Special Notes: Early birds only! Don’t know who handles this yet.

2. BONKASSE

Description: Cash register / Payment station
Time Slots: 11:00-13:00, 13:00-15:00 only (closes at 15:00)
People Needed: 2 per shift
Special Notes: Handling money, basic math skills helpful

3. Getränkeausgabe

Description: Beverage dispensing station - stay hydrated!
Time Slots: 11:00-13:00, 13:00-15:00, 15:00-16:00
People Needed: 2 per shift
Special Notes: Heavy lifting possible, handling drinks

4. Kaffeebar

Description: Coffee, tea, cake, food service
Time Slots: 11:00-13:00, 13:00-15:00, 15:00-16:00
People Needed: 2 per shift
Special Notes: Food handling, customer service

5. Springer/Aufräumer

Description: Jumper/Cleaner - flexible helper role
Time Slots: 11:00-13:00, 13:00-15:00, 15:00-16:00
People Needed: 1-2 per shift
Special Notes: Run around, do random tasks, stay flexible!

6. Abbau (Breakdown/Cleanup)

Description: Cleanup and breakdown from 16:30 onward
Time Slots: 16:30+
People Needed: 6 people total (minimum 3 men)
Special Notes: Physical work, may require heavy lifting

Total Areas: 6 (flexible - may change!)

Staffing Calculation

Estimated People Needed

During Event (11:00-16:00):

• BONKASSE: 2 people × 2 shifts (11-13, 13-15) = 4 person-slots
• Getränkeausgabe: 2 people × 3 shifts (11-13, 13-15, 15-16) = 6 person-slots
• Kaffeebar: 2 people × 3 shifts (11-13, 13-15, 15-16) = 6 person-slots
• Springer/Aufräumer: 2 people × 3 shifts (11-13, 13-15, 15-16) = 6 person-slots
• Subtotal during event: ~22 person-slots

Abbau (16:30+):

• 6 people (minimum 3 men)

Key Points:

• ✅ People can (and should!) work multiple shifts
• ✅ A person can do Shift 1 at BONKASSE and Shift 2 at Kaffeebar
• ❌ But NOT work two areas at the same time
• With ~10-15 people, everyone working 2-3 shifts = fully covered

Example Breakdown

If you have 12 people:

• Most work 2 shifts during 11:00-15:00 = ~16-20 person-slots ✅
• 6 of them (including 3 men) stay for Abbau ✅

Critical Time Slots

Based on typical event patterns:

• Most critical: Aufbau (09:00-10:00) - sets up everything
• High traffic: 11:00-13:00, 13:00-15:00 - peak visitor times
• Important: Abbau (16:30+) - cleanup and breakdown

Exact Names for Forms and Sheets

IMPORTANT: Use these exact strings in both Google Forms and Google Sheets!

⚠️ Note: These are the current areas for 2026. Update as needed if areas change or expand!

Area Names (Copy-Paste Ready)

Aufbau (09:00-10:00)
BONKASSE
Getränkeausgabe
Kaffeebar
Springer/Aufräumer
Abbau (16:30+)

Time Slot Names (Copy-Paste Ready)

09:00-10:00 (Aufbau)
11:00-13:00
13:00-15:00
15:00-16:00
16:30+ (Abbau)

Important: Area-Time Combinations

Not all areas are available during all times:

• Aufbau: Only 09:00-10:00 (separate team may handle)
• BONKASSE: Only 11:00-13:00, 13:00-15:00 (closes at 15:00)
• Getränkeausgabe: 11:00-13:00, 13:00-15:00, 15:00-16:00
• Kaffeebar: 11:00-13:00, 13:00-15:00, 15:00-16:00
• Springer/Aufräumer: 11:00-13:00, 13:00-15:00, 15:00-16:00
• Abbau: Only 16:30+

Color Coding Reference

Customization Guide

Adding a New Area

1. In Google Sheets:

   • Add a new row in the “Schedule Overview” sheet
   • Add the area name in column A
   • Copy formulas from the row above to the new row

2. In Google Forms:

   • Edit the “Bereich / Area” question
   • Add the new area as an option

3. In this Document:

   • Add the area to the list above
   • Update the total areas count
   • Recalculate staffing needs

Adding a New Time Slot

1. In Google Sheets:

   • Insert a new column in the “Schedule Overview” sheet
   • Add the time slot name in row 1
   • Copy formulas from the column to the left

2. In Google Forms:

   • Edit the “Zeitslot / Time Slot” question
   • Add the new time slot as an option

3. In this Document:

   • Add the time slot to the table above
   • Update total slots count
   • Recalculate staffing needs

Changing People per Slot

If you need 3 people per slot instead of 2:

1. Update formulas in Google Sheets:

   • Change /2 to /3 in display formulas
   • Change =2 to =3 in green conditional formatting
   • Change =1 to add more yellow rules (1/3, 2/3)
   • Update >2 to >3 for overstaffing rule

2. Update descriptions everywhere to reflect new requirement

Staff Assignment Strategies

Strategy 1: Fixed Areas

• Each person picks one area
• Works multiple time slots in that area
• Pros: Familiarity with area, less training
• Cons: Less flexibility

Strategy 2: Mixed Assignments

• People work different areas
• Variety and cross-training
• Pros: More flexible, people learn more
• Cons: More coordination needed

Strategy 3: Time-Based

• Morning crew vs. afternoon crew
• Some do setup, others do breakdown
• Pros: Better work-life balance
• Cons: Need more total people

Emergency Contact Plan

Maintain a separate list of:

• Backup staff for no-shows
• Coordinators per area
• Emergency contacts
• Area-specific instructions

Day-of-Event Checklist

• Print final schedule (2-3 copies)
• Post schedule at entrance
• Share digital link via event group
• Assign area coordinators
• Prepare backup plan for unfilled slots
• Set up check-in table
• Have emergency contact list ready
• Brief all staff on schedule
• Keep one person monitoring for no-shows
• Thank everyone at the end!

Post-Event

• Collect feedback on scheduling system
• Note areas that were over/understaffed
• Document what worked well
• Save schedule for next year’s planning
• Thank all participants
• Share event photos
• Archive the Google Sheet & Form