Bimasakti Racing Team UGM: Master Travel & Operations Plan — Yogyakarta → Mandalika → Surabaya → Return (20 Sept – 05 Oct 2025)

Assemble full team (20 members) and vehicle + equipment; final checks and inventory before departure. Leave with 30-seat coach (team) + dedicated car-carrier truck (race car + gear).

Overland drive across East Java to Probolinggo to break the trip; this keeps driving legs safe and reduces fatigue. Expect highway + toll sections. Book hotel near Probolinggo for overnight.

Quick hearty lunch on route; most roadside restaurants open 10:00–20:00 and accommodate large groups. Good for time efficiency.

Team dinner at hotel; confirm large-group seating in advance (hotel kitchens typically open until 21:00).

Early start to reach Ketapang ferry area with margin; restaurants and hotels open for breakfast 06:00–09:00. Ensure truck paperwork for ferry is ready.

Drive easternmost Java; target arriving in time for vehicle ferry to Gilimanuk. Allow buffers for toll/traffic.

Short vehicle ferry crossing (approx 30–60 minutes) operated by ASDP; ferries frequent but queueing can occur — arrive 60–90 minutes early for truck. ASDP schedules/booking: https://www.asdp.co.id

Drive across Bali to an overnight stop near Padangbai (many restaurants open until 21:00). Good to rest; recommended accommodation near Padangbai or Candidasa to shorten the next day's ferry boarding time.

Early check of truck, tie-downs, and documentation for Padangbai-Lembar ferry; port boarding for vehicle ferries opens early. Passenger check-in usually available from 06:00.

This is the longest vehicle ferry crossing; ferry time for vehicle ferries can be 4–6 hours depending on service. Vehicles must be pre-queued; ASDP or private RORO services apply. Book vehicle deck space in advance. ASDP info: https://www.asdp.co.id

Drive to nearby hotel to rest and prepare for final leg into Mandalika the next morning — allow team to rest before arriving Mandalika the following day.

Local restaurants in Senggigi/Mataram are open into the evening; good option for casual group dinner (open 11:00–22:00).

Final eastbound drive across Lombok to Mandalika circuit; drive time ~2–3 hours depending on stops and local traffic.

Arrive with margin into Mandalika site to complete security checks, accreditation collection, and set-up; the team must be ready at the circuit for prep well before 3:00pm arrival requirement.

Official requirement: arrive at Pertamina Mandalika International Circuit no later than 03:00 PM for event preparation; confirm loading bay and marshal contact prior to arrival.

Check into pre-booked hotel near Mandalika; on-site or nearby hotels often serve dinner to large groups until 21:00. Recommended to book 10 twin rooms for 20 members.

06:00–08:00 content shooting slot listed on event outline; ensure access passes, camera crew and car prepped. Circuit opens to participants per organizer schedule.

Breakfast is typically available at hotel or catering near paddock; confirm catering hours (usually 06:00–10:00).

17:00–18:30 second content slot per outline; use time for golden-hour filming. Circuit closing/access times enforced by organizers — be ready at allocated times.

Team dinner and evening debrief; restaurants/hotel kitchens open until about 21:00. Review next day's schedule and equipment needs.

09:00–11:30 location check and team briefing per event outline; coordinate with event organizers for staging, AV, and safety.

Lunch window; organizers typically provide or allow catering at paddock between 11:30–14:30 when rehearsal is ongoing.

11:30–14:30 dedicated rehearsal block per outline; full dress rehearsal recommended to test timings and camera positions.

Walk through next day's final prep and press protocols; finalize media lists and confirm press conference logistics for Sep 26.

08:00–10:45 final prep, stage set-up, car checks and media readiness; secure paddock and load-in equipment to event staging area.

Official event 10:45–12:30; ensure presenters, MC, and AV are coordinated. Organizers control access times for stage and paddock.

12:30–13:30 post-launch press conference — prepare media kit, spokesperson and B-roll. Press hall open per organizer schedules (usually 12:30–14:00).

After evening wrap, begin multi-day transfer to Surabaya for GIIAS load-in on Sep 29 at 20:00; recommend overnight to Lembar/Mataram (booked).

Early Lembar → Padangbai crossing planning; allow time to queue for vehicle deck space. Book vehicle foot passengers if needed.

Vehicle ferry crossing — plan ~4–6 hours. Book pre-sold slots where possible to avoid Saturday/Sunday ferry congestion.

Drive toward east/north Bali depending on route chosen; overnight to split the long drive across Bali towards Ketapang the next day.

Group dinner; confirm kitchen/caterer for large group (hotels often accept group bookings with notice).

Long drive across Bali to Ketapang (Gilimanuk area); allow heavy traffic in Denpasar. Factor in at least 5–6 hours for the cross-Bali drive.

Short crossing then drive onto East Java; stack time to reach a safe overnight stop closer to Surabaya (e.g., Probolinggo or Situbondo).

Dinner and rest to prepare for final drive to Surabaya over the following day.

Depart early to arrive in Surabaya with time for loading logistics and local admin. Reserve parking/loading bay at Grand City Convex in advance.

Coordinate with GIIAS Surabaya organizers for exhibitor entry procedures; confirm vehicle dimensions for exhibition access (car: 3m length x 1.2m width x 1.05m height fits standard vehicle entrances but confirm ramp clearances in advance). GIIAS Surabaya: https://www.giias.com/surabaya

Required: arrive for load-in at Grand City Convex at 20:00 on Sep 29; bring booth materials and plan for overnight build if allowed. Confirm access passes with organizer.

Late dinner after load-in; many restaurants and hotel options near Grand City area open until 22:00–23:00.

Finalize booth setup before public access; GIIAS opens 10:00–21:00. Ensure AV, signage, staff rotation, and merchandise are in place.

Public hours 10:00–21:00 daily (Sep 30–Oct 4); team members operate booth, collect leads, and run demos.

Exhibition venues typically have on-site catering open 10:00–20:00; allow for quick team rotations.

End-of-day debrief and planning for next day. Restaurants near Grand City open late for group dinners.

Staff rotation to cover busy daytime attendance; have 2–3 people present at all times and scheduled presenters/demos for peak hours (11:00–15:00 and 17:00–20:00).

Use scheduled lunch windows to avoid leaving booth understaffed; food court open 10:00–21:00.

Attend evening networking events or sponsor meet-ups. Organizer event details often published on GIIAS site: https://www.giias.com/surabaya

Maintain booth, capture leads, manage media visits, and conduct scheduled demos. Keep spare batteries and chargers for displays.

On-site food options for efficiency; consider boxed lunches for quicker turnaround.

Review leads, PR pickups, and equipment status; reorder supplies if needed.

Focus on high-value visitor outreach and press interactions; schedule press demo if required.

Pre-order lunches to reduce time away from booth during peak hours.

Start cataloging items to be packed after final exhibition day to speed final load-out on Oct 4.

Operate through closing; maximize last-day conversions and media pickups (GIIAS hours 10:00–21:00).

After show close (21:00), commence load-out. If load-out extended overnight, drive portion towards Yogyakarta the following morning (Oct 05). Reserve secure parking for truck overnight if departure delayed.

Team meal to celebrate and brief on return logistics; hotels near Grand City open late.

Final return leg to Yogyakarta; drive time ~8–10 hours depending on traffic. Ensure crew rest and rotate drivers to maintain safety.

Unload car and equipment, final inventory check, and documentation of trip expenses and outcomes. Arrange car maintenance/inspection after long transit.

Final team debrief and close-out meeting; capture lessons learned and next steps for sponsors/PR follow-up.

Estimated consolidated budget for the full multi-event trip including vehicle rentals, fuel, ferries, tolls, accommodations, meals, drivers & operational costs. See breakdown and references in description.

1) Vehicle rentals (coach + car-carrier): IDR88,000,000. 2) Fuel estimated: IDR18,000,000. 3) Ferry vehicle fees (Padangbai-Lembar roundtrip & Ketapang crossings): IDR3,200,000. 4) Tolls & parking: IDR2,000,000. 5) Accommodation (Mandalika + Surabaya + en-route): IDR123,000,000. 6) Meals/per diem: IDR48,000,000. 7) Driver & crew allowances: IDR20,000,000. 8) Ops & contingencies/permits: IDR15,000,000. 9) Contingency 10% buffer: IDR30,720,000. Total ≈ IDR338,000,000.

Key references: Mandalika Circuit info: https://www.pertamina-mandalika.com (verify with organizer PR); GIIAS Surabaya: https://www.giias.com/surabaya; ASDP ferry schedules and booking: https://www.asdp.co.id; Example hotels: Novotel Lombok (area) https://all.accor.com/hotel/2297 , Hotels near Grand City Convex: https://www.booking.com (search 'Grand City Convex Surabaya'). For vehicle transport rental estimates, contact local freight & bus agencies (examples: search 'sewa truk mobil Surabaya' and 'sewa bus pariwisata 30 seat Surabaya'); prices used are estimates and must be confirmed with vendors.

1) Ferry delays/cancellations (weather or queue): Mitigation — book vehicle deck slots in advance, maintain 1–2 day buffer before critical deadlines (we built buffers), and have backup plan to ship car by commercial RORO freight or fly team to next city if required. 2) Truck breakdown / mechanical issue: Mitigation — carry spare parts and tools, hire truck with spare driver/mechanic or local contractor agreement; ensure vehicle insurance and on-call mobile mechanic. 3) Missed load-in or event deadlines (traffic, port queues): Mitigation — early-depart windows, overnighting closer to venue, and maintain direct organizer contacts for priority loading; have alternative plan to offload to smaller local transporter for final mile. Also consider shipping the car earlier on a separate vessel if organizer allows.

I will compile this full itinerary, expense breakdown (line-item), vendor contact fields, ferry & accommodation reservations, and contingency checklists into a single XLSX/Google Sheets file and deliver it. Please confirm if you prefer XLSX or Google Sheets and whether I should attempt initial vendor quotes and contact details before export.