Event Setup & Operations

Complete play-by-play for IT setup week, event days, and teardown. Each section has detailed task lists with sign-off columns.

Event Dates: February 13–15, 2026 Location: Central Florida Fairgrounds, 4603 W Colonial Dr, Orlando, FL 32808

Day	Date	Hours	Focus
Friday	Feb 13	Gates 9 AM – 5 PM	Event Day 1
Saturday	Feb 14	Gates 9 AM – 5 PM	Event Day 2
Sunday	Feb 15	Gates 9 AM – 1 PM	Event Day 3

Saturday, February 7 — Storage Locker Review

Time: TBD Crew: Mike

Review stored equipment and verify everything needed for the event is present and in good condition.

Storage Review Tasks

Task	Done	Notes
Review all stored IT equipment	[ ]
Verify PRInfo kits (4x TV, stand, Pi) are present	[ ]
Check cables, power strips, extension cords	[ ]
Verify badge printer and supplies	[ ]
Check UniFi surveillance equipment	[ ]
Verify Starlink equipment	[ ]
Check TP-Link routers (4x)	[ ]
Note any missing or damaged items	[ ]
Verify supplies: alien tape, zip ties (6” & 12”)	[ ]

Monday, February 9 — Site Visit

Time: ~1 PM Crew: Mike, Todd, David, Chris

Review all wired network drops and do cursory WiFi mapping for each building.

Monday — Equipment Delivery

Equipment is delivered from the storage locker Monday AM. This is a hands-off / lights-out delivery — IT does not need to be present. Items are dropped at the IT office and buildings.

TVs and TP-Link routers → IT office
Accessory boxes (power cords, network cables, Starlink) → IT office
Stands → delivered to each building

Inventory will be verified on Wednesday when the crew arrives for display setup.

Network Drop Verification

Drop Location	Present	Active	Speed OK
Booth 015	[ ]	[ ]	[ ]
Booth 094	[ ]	[ ]	[ ]
Booth 145	[ ]	[ ]	[ ]
Booth 152	[ ]	[ ]	[ ]
Booth 162	[ ]	[ ]	[ ]
Booth 169	[ ]	[ ]	[ ]
Booth 191 (Prize & Info)	[ ]	[ ]	[ ]
Booth 220	[ ]	[ ]	[ ]
IT Office	[ ]	[ ]	[ ]
Badge Booth	[ ]	[ ]	[ ]

WiFi Mapping

Building	Signal Quality	AP Needed?	Notes

Site Visit Checklist

Task	Done	Notes
Verify all network drops	[ ]
WiFi mapping per building	[ ]
Confirm IT office location and access	[ ]
Confirm IT trailer location	[ ]
Confirm PRInfo display locations	[ ]
Confirm badge booth location	[ ]
Confirm prize area for cameras	[ ]
Confirm hospitality/meals station location	[ ]
Note any issues for Brian Chee (fairgrounds IT)	[ ]

Tuesday, February 10 — IT Trailer Setup & Staging

Time: ~1 PM Crew: Mike, Todd, David, Chris(?), Dean

Set up IT trailer with computer and printer. Stage and test all Raspberry Pis. Test hospitality scanner. Set up cameras and switch for Prize/Info.

Afternoon — IT Trailer & Office

Task	Done	By	Notes
Set up Windows computer with dual monitors	[ ]
Start Docker monitoring stack	[ ]
Verify Uptime Kuma, Grafana, Prometheus running	[ ]
Connect to network	[ ]
Verify Tailscale VPN connected	[ ]
Set up printer	[ ]

Afternoon — Pi Staging & Testing

Set up local switch and separate TV to test each Pi individually before deployment.

Pi	Boots OK	Network OK	Content Displays
prinfo1	[ ]	[ ]	[ ]
prinfo2	[ ]	[ ]	[ ]
prinfo3	[ ]	[ ]	[ ]
prinfo4	[ ]	[ ]	[ ]

Afternoon — Hospitality Scanner

Task	Done	By	Notes
Samsung tablet powered on	[ ]
Connect USB barcode scanner	[ ]
Connect to WiFi	[ ]
Load meals.hamcation.com in Chrome	[ ]
Test badge scanning end-to-end	[ ]

Afternoon — Camera & Switch Setup

Task	Done	By	Notes
Set up network switch for Prize/Info area	[ ]
Connect UCG-Max console	[ ]
Connect Camera 1 via UACC-PoE+-USBC	[ ]
Connect Camera 2 via PoE injector	[ ]
Verify cameras recording in UniFi Protect	[ ]
Connect UPS battery backup	[ ]
Verify remote access via unifi.ui.com	[ ]

Afternoon — RV AP Setup

Task	Done	By	Notes
Configure TP-Link router/AP for RV area	[ ]
Verify WiFi coverage at RV check-in	[ ]
Test POS connectivity	[ ]

Wednesday, February 11 — Display Setup

Time: ~7 AM Crew: Mike, Todd, David, Chris, Dean, Ray Walker

Equipment was delivered Monday (hands-off). Set up TVs and Pis at all locations. Verify hospitality scanner. Set up Starlink for Testing. Ticket booth POS and AP setup in the afternoon.

Morning — Inventory & Verify Delivery

Task	Done	By	Time	Notes
Verify TVs and accessories at IT office	[ ]
Verify TP-Link routers received	[ ]
Verify Starlink equipment received	[ ]
Verify stands delivered to each building	[ ]
Inventory all delivered items	[ ]

Morning — PRInfo Display Installation

Install at each location as soon as TVs and stands are available. See the PRInfo Display Setup Guide for detailed steps with photos.

Display	Location	Stand Ready	TV Mounted	Pi Connected	HDMI OK	Network OK	Content Showing
PRInfo 1	Prize & Info (Booth 191)	[ ]	[ ]	[ ]	[ ]	[ ]	[ ]
PRInfo 2	Swaps building	[ ]	[ ]	[ ]	[ ]	[ ]	[ ]
PRInfo 3	East Hall	[ ]	[ ]	[ ]	[ ]	[ ]	[ ]
PRInfo 4	West Hall	[ ]	[ ]	[ ]	[ ]	[ ]	[ ]

Morning — Hospitality Handoff

Task	Done	By	Time	Notes
Set up Samsung tablet at meals location	[ ]
Connect barcode scanner and power	[ ]
Connect to WiFi	[ ]
Test meals.hamcation.com end-to-end	[ ]
Hand off to Hospitality committee	[ ]

Afternoon — Starlink Setup

Location: Children’s Safety Village This year: Set up pipe at Safety Village to make future setup easier.

Task	Done	By	Time	Notes
Transport Starlink equipment to Safety Village	[ ]
Set up pipe for dish mounting (2026 only)	[ ]
Mount dish with clear sky view	[ ]
Connect router and power	[ ]
Wait for satellite connection	[ ]
Verify internet connectivity	[ ]
Test speed (expect 30–170 Mbps down)	[ ]
Confirm WiFi SSID: HamCationSL	[ ]
Hand off to Testing Committee	[ ]

Afternoon — Ticket Booth POS Setup

TP-Link Connected	POS Device Connected	Transaction Test OK
[ ]	[ ]	[ ]
[ ]	[ ]	[ ]
[ ]	[ ]	[ ]
[ ]	[ ]	[ ]

Afternoon — Ticket Booth AP Setup

Task	Done	By	Notes
Deploy AP at ticket booth location(s)	[ ]
Verify WiFi coverage for POS devices	[ ]
Test connectivity end-to-end	[ ]

End of Day Checklist

Task	Done	Notes
All 4 PRInfo displays showing content	[ ]
Hospitality scanner verified working	[ ]
Starlink running and handed off	[ ]
Ticket booth POS verified working	[ ]
Ticket booth AP coverage confirmed	[ ]
All equipment secured overnight	[ ]
Golf cart parked at IT trailer	[ ]
Brief Thursday crew on status	[ ]

Thursday, February 12 — Final Verify

Time: ~6 AM Crew: Mike, Todd, David, Chris, Dean

Full systems verification of all equipment. Swaps loads in today.

Morning — Full Systems Verification

System	Location	Working
PRInfo 1	Prize & Info (Booth 191)	[ ]
PRInfo 2	Swaps building	[ ]
PRInfo 3	East Hall	[ ]
PRInfo 4	West Hall	[ ]
Badge printer (Pi)	[ ]
Badge printer (backup laptop)	[ ]
Surveillance Camera 1	[ ]
Surveillance Camera 2	[ ]
Meals tablet + scanner	[ ]
IT Ops computer + monitoring	[ ]
Starlink at Safety Village	[ ]
Ticket booth POS (all)	[ ]
RV TP-Link router	[ ]
Golf cart at IT trailer	[ ]

End of Day Checklist

Task	Done	Notes
All systems verified	[ ]
Brief Friday morning crew	[ ]
Confirm Friday volunteer arrival times (6 AM)	[ ]
Equipment secured overnight	[ ]
Golf cart parked, keys secured	[ ]

Friday, February 13 — Event Day 1

Time: ~6 AM (Gates open 9 AM, close 5 PM) Crew: Mike, Todd, David, Chris, Dean, Jacob

First day — expect more issues as systems run under full load.

Early AM — Morning Opening

Task	Done	By	Time	Notes
Pick up radios from Security Office	[ ]
IT Operations room open and staffed	[ ]
Monitoring dashboards running	[ ]
Golf cart at IT trailer, keys accounted for	[ ]
Verify PRInfo 1 — Prize & Info (Booth 191)	[ ]
Verify PRInfo 2 — Swaps building	[ ]
Verify PRInfo 3 — East Hall	[ ]
Verify PRInfo 4 — West Hall	[ ]
Badge printing booth operational	[ ]
Test print successful	[ ]
Surveillance cameras recording	[ ]
Meals station ready	[ ]
Ticket booth POS verified	[ ]
Radio check all positions	[ ]

During Event — Periodic Checks

Busiest day for badge reprints (lost badges)
Vendor WiFi requests peak
Monitor all systems closely — first full-load day
Watch for network congestion

Evening — Closing

Task	Done	By	Time	Notes
Verify all 4 PRInfo displays running	[ ]
Note badge paper supply level	[ ]
Return radios to Security Office	[ ]
Golf cart parked at IT trailer	[ ]
IT Operations room locked	[ ]
Brief Saturday morning crew	[ ]

Saturday, February 14 — Event Day 2

Time: ~6 AM (Gates open 9 AM, close 5 PM) Crew: Mike, Todd, David, Dean, Jacob, Patrick Gee

Peak attendance day — highest volume. Chris is not available today.

Early AM — Morning Opening

Task	Done	By	Time	Notes
Pick up radios from Security Office	[ ]
IT Operations room open and staffed	[ ]
Monitoring dashboards running	[ ]
Golf cart at IT trailer, keys accounted for	[ ]
Verify PRInfo 1 — Prize & Info (Booth 191)	[ ]
Verify PRInfo 2 — Swaps building	[ ]
Verify PRInfo 3 — East Hall	[ ]
Verify PRInfo 4 — West Hall	[ ]
Badge printing booth operational	[ ]
Surveillance cameras recording	[ ]
Meals station ready	[ ]
Review Friday issues	[ ]
Radio check all positions	[ ]

Afternoon — Starlink Teardown

Testing finishes ~2 PM. Coordinate with Testing Committee.

Task	Done	By	Time	Notes
Confirm with Testing Committee that testing is complete	[ ]
Cap the pipe at Safety Village	[ ]
Power down Starlink equipment	[ ]
Pack dish, router, cables	[ ]
Transport back to IT office	[ ]

Evening — Closing & TP-Link Collection

Task	Done	By	Time	Notes
Verify all 4 PRInfo displays running	[ ]
Collect TP-Link routers from closed ticket booths	[ ]
Return radios to Security Office	[ ]
Golf cart parked at IT trailer	[ ]
IT Operations room locked	[ ]
Brief Sunday morning crew	[ ]
Identify equipment for early teardown staging	[ ]

Sunday, February 15 — Event Day 3 & Teardown

Time: ~7 AM (Gates open 9 AM, close 1 PM) Crew: Mike, Todd, David, Chris, Dean, Jacob, Patrick Gee

Shorter day — transitions to teardown after 1 PM close.

Early AM — Morning Opening

Task	Done	By	Time	Notes
Pick up radios from Security Office	[ ]
IT Operations room open and staffed	[ ]
Monitoring dashboards running	[ ]
Golf cart at IT trailer, keys accounted for	[ ]
Verify PRInfo 1 — Prize & Info (Booth 191)	[ ]
Verify PRInfo 2 — Swaps building	[ ]
Verify PRInfo 3 — East Hall	[ ]
Verify PRInfo 4 — West Hall	[ ]
Badge printing booth operational	[ ]
Surveillance cameras recording	[ ]
Meals station ready	[ ]
Pick up RV TP-Link router	[ ]
Radio check all positions	[ ]

Afternoon — Teardown Phase 1: PRInfo Displays

After 1 PM close — wait for official word from HamCation Operations.

Use golf cart to transport equipment back to IT trailer. Farthest displays first.

Display	Location	Pi Off	Cables Out	TV Off Stand	Packed	At Staging
PRInfo 4	West Hall	[ ]	[ ]	[ ]	[ ]	[ ]
PRInfo 3	East Hall	[ ]	[ ]	[ ]	[ ]	[ ]
PRInfo 2	Swaps building	[ ]	[ ]	[ ]	[ ]	[ ]
PRInfo 1	Prize & Info (Booth 191)	[ ]	[ ]	[ ]	[ ]	[ ]

Afternoon — Teardown Phase 2: Badge Printing

Task	Done	By	Notes
Complete final badge requests	[ ]
Power off printer and Pi	[ ]
Pack printer, Pi, laptop, cables	[ ]
Secure remaining badge paper	[ ]

Afternoon — Teardown Phase 3: Surveillance

Task	Done	By	Notes
Download any needed footage	[ ]
Power off UCG-Max	[ ]
Remove cameras	[ ]
Pack console, UPS, cameras, PoE adapters	[ ]

Afternoon — Teardown Phase 4: Hospitality

Task	Done	By	Notes
Power off Samsung tablet	[ ]
Pack tablet, scanner, cables	[ ]

Afternoon — Teardown Phase 5: TP-Link Routers

Task	Done	By	Notes
Collect all remaining TP-Link routers	[ ]
Pack routers and cables	[ ]

Afternoon — Teardown Phase 6: IT Ops Room (Last)

Task	Done	By	Notes
Stop Docker monitoring stack	[ ]
Power off Windows computer	[ ]
Pack computer, monitors, cables	[ ]
Collect all documentation and logs	[ ]
Return radios to Security Office	[ ]
Clear room of all IT equipment	[ ]

Final Inventory

Item	Present	Condition	Notes
PRInfo Kit 1 (TV, stand, Pi, cables)	[ ]
PRInfo Kit 2 (TV, stand, Pi, cables)	[ ]
PRInfo Kit 3 (TV, stand, Pi, cables)	[ ]
PRInfo Kit 4 (TV, stand, Pi, cables)	[ ]
Badge Raspberry Pi + cables	[ ]
Laser printer + toner	[ ]
Windows laptop	[ ]
Badge template paper (remaining)	[ ]
UCG-Max console + UPS	[ ]
Camera 1 + mount hardware	[ ]
Camera 2 + PoE injector	[ ]
Samsung tablet + scanner	[ ]
Windows computer + monitors	[ ]
TP-Link WiFi APs (x4)	[ ]
Starlink (dish, router, cable)	[ ]
Extension cords	[ ]
Power strips	[ ]
Ethernet cables	[ ]
HDMI cables	[ ]
Golf cart keys → return to Mike Beers	[ ]

Task	Done	By	Notes
All equipment checked against inventory	[ ]
Damaged/missing items documented	[ ]
Equipment loaded for transport to storage	[ ]
Golf cart keys returned to Mike Beers (Chair)	[ ]
Storage secured	[ ]