Hey everyone.
Booking the FFAT@CASP is a challenging project- accommodating different power and support vehicle requirements, dealing with massive demand and limited availability, policing the rules, and keeping the site online while it’s being bombarded with refresh requests – all are becoming increasingly difficult. But keeping everything equitable and accessible has been the most important challenge.
Despite all our progress on this, one thing is clear: a perfectly fair system to book online isn’t possible. You all understand not everyone is getting a spot every month- BUT– it shouldn’t be because you’re not fast enough with a computer, or because your internet went out, or because you have a full time job or loved ones to take care of, or because someone else’s abuse or manipulation of the site caused it to crash or prevent you from booking. These circumstances are not fair to you and they’re largely out of my control.
So to rectify this, we’re going to experiment with a new booking system, beginning as early as this month if I can complete the coding in time. My goals are to completely remove the stress and frustration by slowing everything down and automating as much as possible, and making it as fair as possible.
Here’s how it’s going to work:
- Right after every Trail, everyone subscribed to text or email alerts will receive a notification with a link to an Online Application. You’ll have to fill this out every month to request an invitation.
- You’ll have roughly 10 days to complete the application for the coming month’s FFAT. Take your time.
- On the due date, applications will automatically close and the system will randomly select applicants to invite, and assign them spaces.
- I’ll review these selections and make sure the system interpreted your application correctly, and that everything looks good for power, food style, inspections, etc.
- Once approved, the system will email invitations to selected applicants, listing their assigned spaces and providing a link to pay.
- If you receive an invitation and want the space, you must make your payment within 3 days. If you don’t, the invitation will expire and a new one will automatically go to another randomly selected applicant.
The benefits for you are:
- No more stress and frustration trying to book. Order of applications received is not factored into selections.
- Your space will accommodate the power needs you specify in your application.
- You will not likely be next to a truck that sells similar product.
- The system will try to accommodate special logistical requirements or space requests if possible.
- The application will require a PDF or picture of your health inspection. Hopefully this will help reduce some of the last-minute inspection surprises.
The bad news is:
- You won’t get to choose your own spot. You can request one, but there’s no guarantee it’ll be assigned to you.
- It’s unlikely you’ll be in the same spot every month.
- Almost everything is automated. I won’t be able to squeeze you in if you’re not invited. I won’t be able to bump you up on a waiting list.
- Because of this, phone and text support will no longer be available for booking issues, but I’ll continue to answer emails within 24 hours.
I believe this is the only way to book this event stress-free. It’s not “invitation-only” as some have called it- the spaces we’re making available for this random drawing are available for everyone equally. And its not a lottery because you’re not paying for anything unless you get invited. This is a random drawing invitation.
I hope you all understand why I’m making this change, and I hope you’ll continue to offer patience as I tweak it to accomplish my goals, as well as those of CASP, LHUCA and the City of Lubbock.
I’ve provided a little more information below if you have concerns, and of course you’re always welcome to email me.
Thanks everyone, and look for the Online Application email coming a few days after the Trail.
Jordan
Anticipating some of your questions:
Are invitations really randomly drawn?
Initial assignment is 100% random. But there are many potential circumstances that may cause me to step in and make adjustments. A few examples:
- Verified new businesses always get placed in their first Trail as a welcoming courtesy. We want the FFAT @ CASP to be accessible for new businesses as well as established vendors.
- The system can’t read the details of your inspection report. If it’s missing or out of date, I’ll manually remove your application.
- If the bot somehow places two similar trucks next to each other, I’ll try to rearrange them.
What if I don’t get my spot?
Spaces on the Trail don’t belong to anyone in particular, and it’s a failure on my part that anyone thinks “my spot” is even a thing. There are rare exceptions where trucks might get preferred spaces due to logistical requirements- otherwise, initial placement is random. If you have a logistical requirement, please describe it in your application and if you’re selected, I will try my best to accommodate you.
Nobody will find me if I’m not in my normal space.
“Normal spaces” were never supposed to happen. It’s part of the problem I’m trying to fix because it suggests manipulation of the system- either by backloading a space in the cart and saving it, or by usurping the timed rules and booking early. So- any concerns about vendors not getting their “usual” space won’t be entertained. Instead, advertise where you’ll be. You can share the map, take pictures, and describe your location in detail. Use social media. Share your menu. Post pictures of your awesome food. If you don’t think you’ll have a good night due to your location, you can choose not to pay for your space and allow another business to have it. They’ll be grateful for the opportunity.
Can you squeeze me in or put me on a waiting list?
No. The initial selections and the alternate selections are all random and automated. To alter that would be unfair to everyone else.
Can I trade spaces with someone else or give my space to someone else?
Not unless I receive an email from both parties and reply with written agreement that you’re swapping. If you’re not in your assigned space by gate closure, your future applications will be rejected. The problem is that I have to provide booking data to many other parties who use it for many other official purposes, and people in the wrong places cause me problems.
Can I apply more than once?
The system will detect duplicate entries and delete all but the last one. So if you mess up on the first one, go ahead and try again before the close date.