[Im4ca-wp1.beta] Final campaign logistics and planning details
Iancu Sebastian
iancu.stefan at incas.ro
Wed May 13 17:10:39 CEST 2026
Dear all,
I would like to summarize and clarify the main points discussed during
today’s meeting.
First, the schedule for Team East remains unclear. From what I
understood, Team East is expected to cover the regions near Ploiești, as
well as the regions west of Bucharest. However, the exact periods and
host cities have not yet been confirmed. One possible option would be to
plan for the Ploiești area and surrounding regions between *31 May and 8
June*, followed by the regions west of Bucharest between *8 and 15
June*. If Bucharest is not suitable as a hotel base, we will need to
identify an appropriate host city. This information is important for the
INCAS teams carrying out the measurements, as we need to finalize the
required internal planning as soon as possible.
Second, regarding Team West, I would appreciate confirmation on whether
staying in Pitești from *31 May to 10 June*, followed by relocation to
Craiova, is considered a suitable option.
For the aircraft team, namely the Bremen team, hotel reservations will
be arranged in Ploiești, as there appears to be no suitable hotel option
in Strejnicu. The reservation period would be from *30 May to either 11
June or 21 June*, in line with Konstantin’s previous email.
We would also need the exact specifications for the N₂O cylinders as
soon as possible, including the number of cylinders, volume, and
concentrations/mixing ratios. In addition, please confirm the billing
details to be used for the cylinders, as well as the required delivery
date or preferred delivery window.
I also kindly ask everyone to update the Excel file on the server by
indicating whether they will actively participate in field measurements
or remain at the Strejnicu base. This information is important for the
logistical planning of the hotel reservations.
Please send us your input, comments, or suggestions as soon as possible,
so that we can proceed with the necessary planning.
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 5/12/2026 10:33 AM, Röckmann, T. (Thomas) wrote:
> Thanks a lot, Sebastian,
>
> This is an important topic to discuss in the campaign preparation
> meeting tomorrow!
> I remember that it was difficult to find accommodation in the west of
> Bucharest also during ROMEO. TO make more measurements there it may
> indeed be better if the team East moves for a few days to the western
> side of Bucharest, or some “satellite city” to the west so that we can
> access this area more easily.
>
> Thomas
>
>> On 11 May 2026, at 12:20, Iancu Sebastian <iancu.stefan at incas.ro> wrote:
>>
>>
>> CAUTION: This email originated from outside of Utrecht University. Do
>> not click links or open attachments unless you recognize the sender
>> and know the content is safe.
>>
>>
>> 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
>> <Logo.png>
>> 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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>>>
>
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