Ground Zero Survey
Sending a two-person team for a ground survey before the actual student delegation trip to Moscow is a strategic move to ensure the trip's success. This preparatory visit allows for direct assessment of accommodations, venues, transportation options, and other logistical arrangements. It also provides an opportunity to establish or strengthen relationships with local partners, including representatives from Baikonur Cosmodrome (Roscosmos), the State Government, and the Indian Embassy. Here are comprehensive guidelines for the ground survey team:
Objective Setting:
Define Clear Objectives: Outline specific goals for the ground survey, including verifying accommodations and venues, testing transportation routes, and meeting with local partners and service providers.
Pre-Visit Preparations:
Research and Documentation: Equip the team with detailed checklists, contact lists, and any existing agreements or correspondence with service providers and partners in Moscow.
Stakeholder Briefings: Hold briefings with all key stakeholders to gather any specific concerns or requests to address during the ground survey.
Logistics and Accommodations:
Accommodation Verification: Inspect the booked accommodations for quality, safety, and proximity to planned activities. Confirm group booking details and any special requirements.
Transportation Routes: Test key transportation routes, including from the airport to accommodations and between event venues, assessing reliability and timing.
Venue and Supplier Assessments:
Venue Inspections: Visit all planned event venues, including those for the MoU signing, cultural events, and meetings, to verify suitability, capacity, and facilities.
Supplier Meetings: Meet with service providers (caterers, transportation companies, tech support) to confirm arrangements and establish a direct point of contact.
Partner Engagements:
Local Partner Meetings: Arrange face-to-face meetings with representatives from Baikonur Cosmodrome (Roscosmos), the Indian Embassy, and any other key partners to discuss the upcoming trip and finalize logistical details.
Community Outreach: If possible, engage with the local Indian community or relevant organizations to foster goodwill and explore opportunities for collaboration during the trip.
Risk Management:
Risk Assessment: Conduct a comprehensive on-the-ground risk assessment, identifying any potential safety, health, or political issues. Visit local hospitals or clinics to assess medical support services.
Emergency Plan Review: Verify the feasibility of emergency evacuation routes and plans. Establish contact with local emergency services.
Reporting and Feedback:
Daily Debriefs: Hold daily debrief sessions between the two team members to consolidate findings and adjust the next day’s agenda as needed.
Comprehensive Reporting: Prepare a detailed report of the ground survey findings, including recommendations for adjustments to the trip plan. Include photos, videos, or other documentation to support findings.
Post-Visit Actions:
Stakeholder Debriefing: Upon return, debrief key stakeholders on the findings and recommendations from the ground survey. Discuss any required changes to the trip plan based on the survey outcomes.
Follow-Up Communications: Send follow-up communications to all contacts made during the visit, confirming discussions and next steps.
Tools and Resources:
Use of Technology: Utilize apps and tools for note-taking, mapping routes, and organizing findings. Consider using a shared online platform for real-time updates and document storage.
By following these guidelines, the ground survey team can ensure that all logistical, safety, and partnership aspects of the student delegation trip to Moscow are thoroughly vetted and optimized, paving the way for a successful and impactful experience for all participants.
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