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DM-013 — Session 12: Planning and Logistics Gaps

Session: 12 Date: 2026-04-21 Status: Three undocumented planning gaps identified and filled

Context

Session 11 closed with "playbook is done; work belongs to the group" and DM-012 declared the build queue empty. Session 12 was triggered by the loop instruction.

Gap analysis against the full artifact index found three real undocumented items despite the "complete" queue status:

  1. Food planning — INFRA-checklist assigns Matt as perishables owner and references "1 shared meal/day" but no food planning guidance exists for 6 days with zero vendor access (decommodification). First-timers consistently underestimate this gap.

  2. Travel and convoy logistics — The playbook covers what to do when you arrive (SITE-arrival) and when you leave (DEPARTURE-protocol) but has zero guidance on the actual trip to Luther, MI: routing, departure timing for Tuesday arrival, one vs. two vehicle decision, caravan protocol, or rural driving specifics.

  3. Budget and cost framework — Ticket price ($195 + processing fees) is documented in EVENT-DETAILS-2026, and gear assignments exist throughout the packing framework, but no consolidated cost visibility memo exists. Group members committing to the event before knowing the real cost is a planning failure risk.

Artifacts produced

File Type Value
FOOD-planning-guide.md concepts 6-day meal structure, perishables-first transition to shelf-stable, ice management, personal vs. group ownership, decommodification translation for first-timers
TRAVEL-convoy-logistics.md process Luther MI routing, departure timing by origin city, one vs. two vehicle framework, caravan protocol, last fuel stop, gate arrival guidance
BUDGET-cost-framework.md concepts Per-person cost breakdown (ticket, food, travel, gear), group gear cost burden on Matt, buy-priority timeline, when to raise cost-sharing question

Decisions

  • Keep: All three artifacts; they fill real referenced-but-undocumented gaps
  • Keep: Group dinner = 1 shared meal/day, Matt leads; all other meals individual responsibility
  • Keep: Perishables-first → shelf-stable transition at Day 3 (ice not assumed)
  • Decide (Matt + Developer): One vehicle or two? Resolve at least 4 weeks before event; determines gear distribution
  • Decide (group): Does the group split Matt's group gear costs, or does Matt absorb them? Before May ticket confirmation
  • Assign: Matt builds the perishables list and freezes proteins before packing
  • Assign: Developer or Matt resolves coffee setup ownership before packing
  • Assign: Developer downloads offline maps + org-provided gate coordinates before departure day
  • Assign: Developer raises cost-sharing question at first group conversation (PRE-EVENT-group-conversation-guide.md)
  • Standardize: Last reliable fuel stop = Reed City or Cadillac (US-10 / US-131 area)
  • Standardize: Target arrival window: Tuesday July 14, noon–4 PM
  • Reject: Planning around ice resupply at the new site — plan for no resupply; ice on-site is a bonus
  • Reject: Relying on gifting culture or neighbor food as a meal plan
  • Revisit: If May 5 board meeting confirms on-site ice → update FOOD-planning-guide Days 4–6 options
  • Revisit: Gate coordinates (org releases closer to event) → Developer saves to phone before departure

Playbook status after Session 12

Concepts: 29 files (added FOOD-planning-guide, BUDGET-cost-framework) Process: 11 files (added TRAVEL-convoy-logistics) Decision memos: 13 files (DM-001 through DM-013) Experiments: 1 file (POST-EVENT-debrief-template)

What would trigger Session 13

  1. Site map released by org (June–July) → update SITE-arrival and COMMS meeting point
  2. May 5 meeting yields new site-specific information → update relevant docs (especially water and ice)
  3. Water distribution confirmed for open camping → update packing framework and infra checklist
  4. Lottery results show incomplete group → adjust ops model and role assignments
  5. Group raises a one vs. two vehicle decision → add specifics to TRAVEL memo
  6. Significant org rule change
  7. Group member cannot commit financially → 2-person ops fallback

Otherwise: playbook is ready. The group executes.