WHY 2025 fieldday

For the WHY_2025 Fieldday, we prepared some questions to help guide us. Read our handwritten notes here.

Who attended

mc.fly
obsidian
ArisValeborn (not necessarily as representative of milliways, rather as member of Security Team)
Junglerot
Ava

Location Overview

An overlay of where the fieldday photos were taken and which direction they were facing on top of an unmarked, empty map of the WHY2025 event site.

01 Looking north west from the main access road, looking towards the main entrance gate.
02 Looking north from the main access road, looking across a paddock towards the main road and proposed parking area.
03 Looking north east from the main access road, looking across a paddock towards the main road and proposed parking area.
04 Looking south west from the main access road, looking at the main entrance gate.
05 Looking south west from the northern artificial terrace, looking toward the main event area.
06 Looking north east from between the artificial terraces, looking at flooding from prolonged rains.
07 Looking south west from an artificial feature called 'The Firepit', looking toward the main event area.
08 Looking south east from an artificial feature called 'The Firepit', looking toward the the southern artificial terrace.
09 Looking north east from an artificial feature housing the main electrical and water hookups, looking toward the the artificial terraces.
10 Looking south west from the southern artificial terrace, looking toward the main event area.
11 Looking north east from the southern artificial terrace, looking back across the southern artificial terrace.

360° photos

mc.fly took some 360 degree photos.
Due to filesize limits, they currently can't be viewed on the wiki, however they can be viewed on our Seafile here.
It would be great if we can view them natively on the wiki in a panoviewer extension or something.

Map Interpretations

IMPORTANT: As of the Field Day, these interpretations are early guesstimates on layout. These interpretations have no guarantees.
See our handdrawn interpretations here. Page 1 is overlayed on an unmarked, empty map of the site. Page 2 is overlayed on the 2023 map of the Liquicity D'n'B festival.

field day preparation / Questions

Early guestimation on Milliways travellers for WHY will be ~200

Finance \ Content \ Volunteer \ Moebelhaus \ Power

As already known; We are very interested in running our own stage like at CCCamp23 but under a 'Cyber Circus' theme.
We have read the minutes of the WHY x Liquicity orga meeting here and were delighted to see a very brief mention of mcfly's idea linked to Liquicity's Mirror Palace (or spiegeltent) and we would love to explore this idea further.

May we run/organize a stage?

Yes, but there are no promises/guarantees at this point. WHY Orga want to see a super cool concept and plan before they commit. They like the idea's we have discussed but we need to back it up with something to show, not just tell. If the plan / pitch is cool, we can talk further.

does WHY orga take care of the tent (Financials\Teardown\Rental etc)?

The tent, Van Rosmalen's Salon Perdu, is a 20m diameter circular circus tent with wooden flooring and seated booths on the raised outer ring. It is rented by the Liquicity festival, the rental could be extended by the WHY orga. Early estimate for this rental extension is €9.000 which WHY Orga would like us to cover in sponsorship etc.

can/must we take anything into consideration?

There are concerns from Content team about Milliways fully running our own stage from start to finish. They want to avoid us becoming our own event within the larger WHY event. They like the idea and are intrigued by the stage possibilities though so as a trade-off we may have to accept some subordinancy under the orga teams.

If shared financials, we'll need to discuss numbers \ sponsorship ASAP.

We need to discuss ASAP.

May we assemble our own content and stage teams for which we already have an experienced group of people?

Orfcourse, however as stated earlier, there may be some subordinance under orga teams.

May we hook into WHY's volunteering system as normal?

Spoken with Volunteering team member Tatiana and possible TL Okabe. It's reliant upon wehter or not we do a stage, but if we do, they are fine with us hooking into WHY-Engelsystem.

Power requirements and timelines

Not discussed

Furniture requirements and timelines

See last year's pricelist for indication.
Not discussed.

Terrain \ Village \ Moebelhaus \ Volunteer \ Power

May we have dedicated water access for the Milliways village or minimum IBC service for our kitchen?

Likely yes. Once Village team is fully organised and [User:Obsidian | obsidian] has gone through the process of registering a village etc. we can make requests like this. They didn't seem phased during fieldday so it's a good start.

Stage Dependancy for location: At CCC and EMF, the Milliways Village is usually elongated, catering to travellers who intentionally camp closer to the party as well as offering a "quiet" (in so far as you can call it quiet) side of the village. Can we organise the Milliways Village in proximity to the stage but with the option for a quiet "end"?

Projectleiding and Village teams seemed ok with this request but Terrain team appears to have a wildly different idea than anyone else from orga. They want to run food and workshops mixed throughout whole camp and specifically where we first envisioned the Milliways village.

are we allowed to run a makerboat race on the Canal? :-)

Maybe, it's a difficult ask. Small floating crafts (boats, pontoons, buoys, etc) are allowed on most bodies of water within event site limits, notable exception is the lake at Logistics which is a registered bird sanctuary. The canal to the south of the site is not accessible at all from within the site - only access is to leave main entrance, go on paved cyclepath south and access there - or create a temporary bridge across a water filled ditch directly to the canal - but the canal is outside event limits and directly borders a registered bird sanctuary. These are under jurisdiction of national government regulatory bodies so there may be some dutch bureaucracy to deal with.

May we hook into WHY's volunteering system for our kitchen?

As stated with stage, spoke with Volunteers member and possible TL. They seem open to the idea and don't mind as long as our kitchen is "open" to general public (Coin\Donations is fine).

We are interested in running our own infodesk, any concerns?

Not discussed.

Like at other events, we assume small, pre-registered group(s) can be on-site for Days -1 + 0 and Days 6 + 7 - is this correct? While we doubt later is necessary (teardown typically faster than buildup) if earlier is possible, we'd like to know (dome + deco)

Buildup for Villages is possible in small registered groups from Day -2. Larger villages with approved installations etc etc. can have more time if necessary but only when agreed by WHY orga. No motorised vehicles allowed on site from Day 0.

Power requirements and timelines

Not discussed

Furniture requirements and timelines

See last year's pricelist for indication Not discussed.

Huisstijl

What is your timeline for publication of Styleguide \ Brandbook?

End of July / Early Aug 2024. There is a provisional Moodboard with art direction published! The theme is 80's Hauntology \ Vaporwave which will be pushed into a 'planet' theme and planet generator.

See more here.

Other notes

No music/noise after 01:00 during the event. Orga will make provisions for a 4-channel Silent disco from 01:00 - ???.
Main asphalt road through event site will be closed to public during the event. north-south paved cyclepath running past main gate may be closed to public during event. This is still TBD by orga.
Small floating crafts (boats, pontoons, buoys, etc) are allowed on most bodies of water within event site limits, notable exception is the lake at Logistics which is a registered bird sanctuary.
mc.fly has reached out to a professional chef for an early estimation on costs for filling the role of kitchen Manager + Equipment. This early estimate is €1500.
We need to be prepared to build flooring for all major constructions (Dome, infodesk, kitchen etc) in case weather looks bad. Ideally these are built weeks in advance. The site is prone to flooding and becomes a mudbath when wet.
Mail to Jail - We were approached by Konmei who notes that Chaos Post still has Milliways stamps, postcards, display cards, PR banners etc etc etc for Mail to Jail. If Milliways prepares a recipient list with names, addresses, sending/receiving instructions/restrictions etc, then Chaos Post ishappy to support with PR and Logistics. If we want to do this, we have to contact Konmei directly.
There is a 1MVA (That's 1000kVA, folks!) transformer on-site that orga has access to. There are a couple of 3x 400A powerlock terminals as well as 3x 63A CEE terminals spread across the site. There will be no generators.