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Team Matrix — Watapana Weekend 2026
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Watapana Weekend 2026 — Internal

Team &
Responsibilities

Four layers. Click a name to filter tasks. Click "When present" for the availability schedule.

Show:
Manager Team
Full ownership — before and during the festival
6 people
Festival Direction & Planning
André
  • Overall planning, draaiboek, final responsibility
  • Budget and financial control
  • DJ programming and music planning
  • Venue contract and supplier agreements
  • Thursday: box checklist 16:00, pre-party hosting
Transport & Sound
André
  • Friday: transport team to Musis (driver)
  • Sound setup Van Beinum + Fromberg (our speakers)
  • Lighting alignment showcase with Musis 16:00–16:30
  • DJ briefings every evening
  • Sound troubleshooting delegated to crew
Room Changes & Shows
André
  • Morning briefing volunteers 09:30 with Camila
  • Room change coordination after parties
  • Show briefing artists 21:00 both evenings
  • Workshop shift Balkonzaal (Sunday)
Floor Management — Parkzaal & Fromberg
Charlotte
  • Saturday: Fromberg morning + Park Foyer afternoon shifts
  • 10-min signs, artist transitions
  • 21:15 check all artists backstage both evenings
  • Friday: location team Musis (unpack boxes)
  • Friday: Watapana Studio for Nerea choreography
Floor Management — Singel Foyer (Sunday)
Charlotte
  • Sunday: Fromberg afternoon shift
  • Singel Foyer: workshops → day social transition
  • 10-min signs, artist transitions
Artist Relations & MC Coordination
Natasja
  • Artist contact pre-festival
  • Hotel check-in — Hotel Modez Art Arnhem
  • Venue tour for artists Charlotte helps
  • Show order, Jimmy briefed as MC
  • Stage transitions: Natasja + volunteer
  • Rehearsals led by Natasja + Jimmy (18:30–19:45)
Logistics & Merchandise
Natasja
  • Friday location team Musis with Charlotte
  • Crew availability and shift planning
  • Merch: supplier contact, production, stand
  • Artist transport coordination (volunteer driver)
Content & Visual Marketing
Henry
  • Watapana TV — with Jimmy
  • Delegates 2 content teams (2×2 people) via Camila
  • All WW memories on memory card
  • Show recordings both evenings
  • Lights + banners + exhibition wall at all room changes
Catering & Watapana Studio Floor
Brenda
  • All groceries for the weekend André does nothing
  • Thursday: groceries + crew lunch
  • Friday 09:00: breakfast preparation
  • Floor manager Watapana Studio (lunch + dinner)
  • Warm bread backstage after shows Fri & Sat
  • Hygiene coordination
Friday Instructors + Open Gaps
Uli
  • Friday 18:30: receive instructors + guide to rooms
  • Liora (Van Beinum / Fromberg) + Steffi + 20:00 instructors
  • Room standby 18:00–21:00
  • See open gaps section for further tasks
Crew Team
Experienced and involved — specific responsibility during the festival
5 people
Volunteer Coordination
Camila
  • Daily volunteer briefings 09:30 with André
  • Room change volunteer shifts
  • WhatsApp point of contact for all volunteers
  • Recruit volunteers — deadline 6 weeks before festival
Floor Management — Park Foyer (Sat) + Balkonzaal (Sun)
Camila
  • Saturday: Park Foyer morning shift
  • Sunday: Balkonzaal morning + afternoon shift
  • 10-min signs, artist transitions
Content Teams Guidance
Camila
  • Guides 2 content teams (2×2 people) on behalf of Henry
  • Ensures teams are in the right place at the right time
  • Coordinates content delivery to Henry
Merch Stand & Admission
Tamara
  • Merch stand lead Amber supports
  • Cash and card payments merch
  • Daily sales report to Natasja
  • Admission support where needed
Admission Lead — Fri, Sat & Sun
Verena
  • Friday: admission lead from 17:30
  • Saturday + Sunday: main admission desk lead
  • Welcome packets (envelope + programme + wristband)
  • Exit guidance coordination with reg team
Volunteer Tasks — Admission
Volunteers
  • Man the admission desk during assigned shift
  • Hand welcome packet to every visitor
  • Guide visitors to the right rooms
  • Guide visitors to exit after party (Team 2)
Manager: Verena · Report issues directly to Verena or Camila
First Row
Teachers and long-time school members — no fixed role, always willing to help
17 people
Volunteers
Shifts of 2–3 hours — admission, room changes, transport
12 recommended
When & How Many
Proposal
  • Friday 18:00–22:00 — 4: admission (2) + entrance/welcome packet (1) + backstage (1)
  • Friday night 01:30–02:00 — 4–5: room change Muzenzaal → Parkzaal
  • Saturday 09:30 — 3–4: finish room change + unpack boxes
  • Saturday workshops + party — 3: admission desk rotating
  • Saturday night 01:30–02:00 — 4–5: room change → Singel Foyer + Balkonzaal + Fromberg
  • Sunday 09:30 — 3–4: finish room change + ready by 10:20
  • Sunday workshops + social — 2–3: admission + day social
Your manager is Camila. Briefing every morning at 09:30 with André + Camila. Max 3 hours per shift. Always wear your WW crew shirt.
Volunteer Rules
Agreements
  • Max 3 hours per shift
  • Point of contact: Camila
  • Briefing: André + Camila every morning 09:30
  • Exit guidance = admission team (separate from room change)
  • Room change = separate team (after party)
  • Never alone — always with first row or crew member
  • Wear WW crew shirt during shift
Questions? Message Camila on WhatsApp. For urgent matters during the festival, find André or the nearest manager.
🟡 Open Gaps — Candidates for Uli
Friday Van Beinum 21:00–01:30 (Bachata social): Who is room standby in Van Beinumzaal during the party? Unassigned after workshops end.
Artist transport coordination: Volunteer driver works, but someone needs to run the daily execution. Natasja manages the schedule, but Uli can brief the driver and track times.
Vendor & external partners on the day: Contact person for wardrobe, security, Musis bar. Currently unassigned.
Sound troubleshooting delegate: André delegates this to a crew member. Who specifically? Someone with technical knowledge to solve sound issues during workshops without disturbing André.
Late night admission shifts (00:00–01:30): These shifts need to be filled. Currently listed as "vol" but no specific names assigned.
Backstage snacks Musis: Who refills water/snacks at Musis backstage during the party? Brenda is at Watapana Studio.
André Sunday morning load: 09:30 sound setup + 10:00 checks + 10:30 admission + 10:55 artist checks + 11:00–13:50 workshop shift Balkonzaal. Very heavy morning — Uli as backup?