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Transportation Organizer

Role Description

The transportation organizer handles getting people to and from the venue, Happy Hour, and overflow parking, as well as handling all the parking on site.

General Tasks

  • Coordinate with the venue organizer to determine parking plans and volunteers needed.
  • Work with nearby hotels to secure overflow parking.
  • Setup shuttle bus service to and from the overflow parking.
  • Setup shuttle service to and from the Happy Hour venue.
  • Coordinate with the sponsor organizer to determine how many parking spaces to reserve for sponsors.
  • Coordinate with the food organizer to determine if we need to reserve parking spaces for food truck.

6 Months Out

  • Contact nearby hotels and see if we can use their parking for overflow parking. Tru By Hilton is the recommended hotel to work with (we used their overflow parking in 2025).
  • Contact CharterUp and get a quote for shuttle bus service to and from the overflow parking area. The shuttle should run every fifteen minutes starting at 7:45 am until 6:00 pm.
  • Contact CharterUp and get a quote for shuttle service to and from the Happy Hour venue if Happy Hour is not being held at the venue. The shuttle should start 15 minutes before Happy Hour starts. Use a 50 person bus for the initial trip, then use two smaller busses for repeat shuttle service until the Happy Hour ends.

One Month Out

  • Based on the venue parking stuation, work with the volunteer organizer to get volunteers assigned for parking duty.

One Week Out

  • Work with the sponsor organizer to determine if we need to reserve parking spaces for sponsors.
  • Work with the food organizer to determine if we need to reserve parking spaces for food trucks.
  • Contact your shuttle bus drives to give them any last minute instructions. Pass on their contact information to the rest of the organiers.

Day Of

  • Hand out walkie-talkies to parking volunteers and keep one for yourself.
  • Place cones for reserved parking for sponsors and food trucks (if needed).
  • Make sure the parking volunteers get breakfast and release them at 10:30 am.

Notes on Current Venue - Texas Computer Education Associate (TCEA)

The TCEA is a non-profit that works primarily with educators to provide support for computer based education. Parking at the Texas Computer Education Association (TCEA) is pretty good, with a total of 192 parking spots plus 15 additional on the road.

Notes on Transportation to Happy Hour

Happy Hour shuttle service should nominally be handled with three different buses.

  • 50 person charter bus: This is for the initial shuttle to kick off Happy Hour.
  • Two ten person busses: These will start rotating from the venue to Happy Hour so that people don't need to wait around as much.