===============================
Logistics Google Calendar (SOP)
===============================

Purpose
=======

To establish a unified system for scheduling, tracking, and communicating
all logistics-related activities within MP/RV, including deliveries,
pickups, vehicle usage, subrentals, warehouse operations, and show prep
timelines.

Scope
=====

This SOP applies to all Maryland Productions (MP) and REV (RV) personnel
involved in:

- Warehouse operations
- Logistics coordination
- Drivers and transport teams
- Project managers
- Subrent managers
- Anyone who schedules equipment movement or vehicle use

Calendar Overview
=================

The *Logistics Google Calendar* is the centralized system used to track:

- Truck and van reservations
- Load-ins and load-outs
- Deliveries and pickups
- Cross-rental inbound/outbound
- Freight shipments
- Gear prep deadlines
- Show return timelines
- Vendor appointments (service, inspections, fueling, repairs)

All activity **must** be entered into the calendar before action is taken.

Calendar Structure
==================

Calendar Name
-------------

``MP/RV Logistics Master Calendar`` within the MP shared Google Workspace.

Color Coding
------------

.. list-table::
   :header-rows: 1

   * - Color
     - Description
   * - Blue
     - Truck/Van reservations
   * - Green
     - Deliveries and pickups
   * - Yellow
     - Cross-rentals (inbound/outbound)
   * - Red
     - Critical deadlines or conflicts
   * - Orange
     - Maintenance or service appointments
   * - Purple
     - Show prep or warehouse-only tasks

Required Event Format
---------------------

**Event Title:**

- ``Truck - Show Name / Client``
- ``Pickup - Vendor Name``
- ``Delivery - Location``
- ``Cross-Rental OUT - Vendor / Item``
- ``Maintenance - Vehicle # / Service Type``

**Event Description (Required):**

- Job Number
- Driver / Responsible Person
- Depart Time & Return Time
- Vehicle Assigned
- Contact Information (client/vendor)
- Notes (dock info, gate codes, restrictions)

**Location:**  
Full address of the pickup, delivery, show site, or warehouse.

**Attachments:**

- Pull sheets
- Bills of Lading
- Maps / dock instructions
- Rental agreements

Procedures
==========

Creating a Logistics Event
--------------------------

1. Open the Logistics Google Calendar.
2. Select the correct date and time.
3. Create the event using the required title format.
4. Add job number and details in the description field.
5. Assign the correct color code.
6. Invite applicable staff (driver, PM, warehouse lead).
7. Attach required documents.
8. Save and verify the event displays correctly.

No logistics action is considered *scheduled* until it appears on the calendar.

Editing Events
--------------

Only the following roles may edit entries:

- Project Managers
- Warehouse Lead
- Logistics Coordinator

Changes must be communicated using event comments or by tagging involved staff.

Avoiding Conflicts
------------------

Before scheduling:

1. Check the day for existing deliveries, returns, or vehicle usage.
2. Confirm vehicle availability (no double-booking).
3. Confirm driver availability.
4. Verify gear prep timelines.

If a conflict exists:

- Mark the event **Red**
- Notify PM and Warehouse Lead immediately

Vehicle Usage Rules
-------------------

- All vehicles **must** be reserved on the Logistics Calendar before use.
- Event description must include:
  - Driver name
  - Estimated mileage
  - Fuel requirements
  - Return time
- After-hours returns must follow the key-drop procedure.

Daily Warehouse Review
----------------------

Every morning, the Warehouse Lead must:

1. Review today’s calendar events.
2. Confirm all outgoing/incoming trucks.
3. Assign loaders/unloaders as needed.
4. Flag missing paperwork or incomplete pulls.
5. Update colors to reflect status:

   - Green = Ready  
   - Yellow = Needs Attention  
   - Red = Urgent / Late

Communication Standards
-----------------------

- All logistics changes must be communicated through event comments or Slack.
- Drivers must update *Departed* and *Returned* statuses.
- PMs must review next-day events before 17:00 daily.

Compliance
==========

Failure to follow this SOP may result in:

- Incorrect pulls
- Missed deliveries
- Double-booked vehicles
- Inaccurate billing
- Client dissatisfaction
- Internal disciplinary action for repeated failures

All staff must follow this SOP without exception.