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¶

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¶

Open the Logistics Google Calendar.
Select the correct date and time.
Create the event using the required title format.
Add job number and details in the description field.
Assign the correct color code.
Invite applicable staff (driver, PM, warehouse lead).
Attach required documents.
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:

Check the day for existing deliveries, returns, or vehicle usage.
Confirm vehicle availability (no double-booking).
Confirm driver availability.
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:

Review today’s calendar events.
Confirm all outgoing/incoming trucks.
Assign loaders/unloaders as needed.
Flag missing paperwork or incomplete pulls.
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.