Project plan needed

Laurie - You are absolutely on target.

I've had two experiences with producing events on the Mall in D.C.

One event was three days. The second event was one day.
Both events required planning and coordination that were quite demanding. And that was before 9/11. I can't imagine the barriers that have been created since then.

The most recent event was September 2000.
300,000 people showed up for a one day event.
There were six jumbo-trons and a soundstage.

Monthly meetings were held at D.C. City Hall - The Mayor's office.
May – Jun – Jul – Aug. The event was Sep 4, 2000

These “Mayors meetings” were large 90 minute sessions.
At least 50 people - departmental representatives from D.C. Police, Fire, EMS, Sanitation -- National Parks Dept -- Mass Transit -- Secret Service -
Our Team: Logistics Director - Communications Coordinator -- Volunteer Coordinator and Executive Director.
There were Shelters that had to be provided. We used motor homes. I've seen others use tents.
Crow's Nest Towers for undercover Secret Service and private security staff.
Four First Aid Stations- One at each corner of each section of the Mall. Stations were manned by MD's and/or RN's AND EMS.
There were vendor supervisors.

We were required by the Mayor’s office to have Verizon bring 20 hard wired telephone lines onto the Mall from the Smithsonian Institute -which we never used. Everybody – press etc. used cells.
We needed a T-1 line for feed to the internet. Our choice.

The most critical and challenging part of the technology was the 150 two-way radios I rented from a local company. These units had to be able to tie all of the volunteer security workers to the National Park Police, EMS, FIRE, D.C. Police, Secret Service. In addition the radios had to connect the production team on stage - in green rooms - VIP transport from the airport.
AND THEY HAD TO HAVE THE CAPABILITY OF BEING ISOLATED ON DIFFERENT CHANNELS UNTIL AN EMERGENCY AROSE. THEN THE COMMUNICATIONS CAPTAIN WOULD GO TO EACH CHANNEL AND GET THEM ALL TO SWITCH OVER TO A MASTER CHANNEL.

We had a $1 million dollar budget. It took 12 months to plan and execute the event. We saved $50,000 by having 150 of our own volunteers work with the sound stage company. This is building scaffolding for sound towers - stage canopy - jumbo-tron screens. We had to rent two hi-lifts (tractors w/forks) for unloading pallets of scaffolding tube off of three tractor trailers.

I don’t know what the actual costs were. But I can imagine they were high. Sound equipment – video cameras – sound booms – jumbo-tron screens. Shelters. I had a command trailer like a construction site uses. And We had portable chain link fencing section that were used to create a secure compound for supplies, my command center VIP green rooms – truckloads of ice and bottled water which we gave out for free.

The finished product
http://link.brightcove.co...