[Im4ca-wp1.beta] Final campaign logistics and planning details

Mon May 11 12:20:13 CEST 2026

Dear Thomas,

Thank you for all the information.

I have discussed the planning with my colleagues, and we would like to 
share a few suggestions and points for clarification:

Finding suitable accommodation in Mirosi may be challenging. For this 
reason, we propose extending the stay in Pitești from 31 May to 10 June, 
and then relocating to Craiova, as you suggested.

Regarding the areas specified for the East team, namely regions 5a and 
5b, we believe that some accommodation along the route may still be 
necessary, depending on the exact location of the target areas within 
the box. However, if accommodation along the way is not required, we 
think it would be more efficient for the East team to be based in 
Bucharest. This would be easier from a logistical perspective and would 
also significantly reduce travel times to and from the target regions.

In addition, as we need to plan the campaign budget, it would be helpful 
to have a more precise indication of where the INCAS teams are expected 
to carry out measurements.

Of course, we can discuss these in more detail during our meeting on 
Wednesday.

Kind regards,

Sebastian

--

Sebastian IANCU
Research Scientist
Research & Development Department

INCAS - National Institute for Aerospace Research "Elie Carafoli"
220 Iuliu Maniu Blvd, Sector 6, 061126, Bucharest, ROMANIA
Tel.: (+40-21) 434 00 83; Fax: (+40-21) 434 00 82
Mobile: +40731 486 101
E-mail:iancu.stefan at incas.ro
Web:www.incas.ro

On 5/8/2026 5:56 PM, Röckmann, T. (Thomas) wrote:
> Thanks a lot for the organisational questions, Sebastian,
>
> Many of the team are still at EGU, maybe you can quickly discuss there 
> and provide a list with how many vehicles we need, and whether they 
> are all independent or whether some will stay together. Sebastian’s 
> questions refers to the fact that we want a Romanian speaking person 
> in each vehicle (or if two stay together one per team.
> From my perspective we have 6 different teams, one of them is INCAS so 
> 5 without INCAS, namely AGH, CyI, LSCE, UU-drone, UU-vehicle. Or will 
> AGH also split up into two smaller teams?
>
> Regarding the timing for the accommodation and the regions:
> Unlike ROMEO, we will not have the first three days together in 
> Stejnicu this time. We do not have sufficient time for that. The 
> simultaenous sensor checks will take place on May 31, but in the 
> afternoon/evening of May 31 the team west will likely already leave to 
> Pitesti.
> I had discussed with Jarek and Kuba, and they suggested:
> 31 May–5 June in Pitesti, 5–10 June in Mirosi, and 10–14 June in Craiova.
> For the team east: We will not spend a lot of time in Urziceni, but 
> probably in the wester part of Bucharest. This region is so large that 
> we need parts of both teams there. In Romeo we only covered region 5b, 
> bwcuas ewe had no information on 5a, the time we will also go to 5a. 
> Last time we drove up and down from Ploiesti, we can discuss on 
> wednesday whether we want to book accommodation for some days in the 
> Southern part, but I remember that last time it was difficult to find 
> accommodation there so we stayed in Ploiesti.
> We will likely also drive 1-2 days to the landfill in Brasov, but 
> maybe only one vehicle/drone team.
>
> Regarding the daily schedule. We will have debriefings and planning 
> for the following day after the daily measurement surveys. Likely also 
> short morning briefings, but this may not always be necessary/possible 
> given the slight/driving plans. We cannot really “fix “ them now since 
> it also depends on the wind.
>
> Thomas
>
>> On 8 May 2026, at 09:39, Iancu Sebastian <iancu.stefan at incas.ro> wrote:
>>
>> Dear all,
>>
>>
>> I hope you are well.
>>
>> As the campaign date is approaching, we need to clarify and finalize 
>> several logistical and planning details. Your input on the points 
>> below would be very helpful.
>>
>> I also understand the concerns regarding the smooth planning and 
>> execution of the campaign. Please be assured that we are doing our 
>> best to address all outstanding points in good time and to ensure 
>> that the campaign proceeds according to plan.
>>
>> *Number of cars/teams*
>>
>>   * We need to know exactly how many cars and teams are expected to
>>     participate in the campaign. This is not fully clear from the
>>     Excel file currently available on the server, and the information
>>     is essential for us to estimate the required INCAS personnel effort.
>>
>> *Teams travelling together*
>>
>>   * Please also confirm whether any cars/teams are expected to remain
>>     together throughout the campaign. This is important for the same
>>     reason mentioned above, as it affects the level of support
>>     personnel required.*
>>     *
>>
>> *Accommodation locations and periods*
>>
>>   * We need to confirm the cities and time periods for which
>>     accommodation will be required. As a working proposal, we suggest
>>     the following schedule:
>>
>>         31 May – 2 June: *all teams, East and West,* perform
>>         collocated measurement*s*
>>
>>         *West team:*
>>
>>         3 – 8 June: Pitești and surrounding areas
>>
>>         9 – 12 June: Craiova and surrounding areas
>>
>>         *East team:*
>>
>>         3 – 8 June: Strejnicu/Ploiești and surrounding areas
>>
>>         9 – 12 June: Urziceni and surrounding areas
>>
>> This follows the planning used for the ROMEO campaign in 2019. Please 
>> let us know as soon as possible if you have comments, changes, or 
>> alternative suggestions.
>>
>> *Lunch arrangements during collocated measurement days*
>>
>>   * For the days when all teams will perform measurements together,
>>     INCAS will provide lunch. Please inform us of any dietary
>>     requirements, such as vegetarian, vegan, or other specific requests.
>>
>> *Billing details*
>>
>>   * As discussed, the travel agency will invoice each partner
>>     separately. Therefore, we kindly ask each participating
>>     institution to provide its billing details.
>>
>> *Briefings and daily schedule*
>>
>>   * We also need to agree on the arrangements for the morning
>>     briefings and afternoon debriefings, as well as prepare a draft
>>     daily schedule for the campaign.
>>
>> *Incomplete accommodation information*
>>
>>   * For participants who have not yet indicated their period of stay
>>     or number of nights, please confirm whether they should still be
>>     included in the accommodation arrangements.
>>
>> *Equipment shipment*
>>
>>   * If anyone needs to ship equipment to Romania, please let us know
>>     in advance. The delivery address is:
>>
>>
>> Strada Principală, Nr. 22, Sat Strejnicu, Comuna Târgșoru Vechi, 
>> Județul Prahova, cod poștal 107592Romania
>>
>> EORI number: RO434670
>>
>>
>>
>> Kind regards,
>>
>> Sebastian
>>
>> -- 
>> Sebastian IANCU
>> Research Scientist
>> Research & Development Department
>>
>> INCAS - National Institute for Aerospace Research "Elie Carafoli"
>> 220 Iuliu Maniu Blvd, Sector 6, 061126, Bucharest, ROMANIA
>> Tel.: (+40-21) 434 00 83; Fax: (+40-21) 434 00 82
>> Mobile: +40731 486 101
>> E-mail:iancu.stefan at incas.ro
>> Web:www.incas.ro
>> <Logo.png>
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