FUDCon:FUDCon Toronto 2009 logistics

This page is for recording logistics like temporary lodging info, things to bring, and so forth. Return to FUDCon Toronto 2009

Details

 * '''FULL DETAILS AT FUDCon:Toronto 2009
 * Bus departs the Boston/Westford area on Friday morning, December 4
 * Potential route:
 * Pickup in Boston, @ Alewife station ~9:00am
 * Pickup in Westford, @ Red Hat ~10:00am
 * Onward to Toronto, arrive ~10:30pm?
 * Bus will not be available throughout weekend.
 * Bus departs Toronto on Tuesday morning, December 8.
 * Bus arrives in Boston/Westford Tuesday night.

Other concerns

 * From Chris Tyler: it's worth asking for a bus with AC power at the seats -- makes laptop users happier.
 * Chris, where did you book your bus? Finding AC power on tour buses is proving very difficult.
 * Several of the Canadian carriers had AC-enabled buses. We used Great Canadian.
 * From Paul Frields: If we pack at least 12-15 people on the bus, we do better than breaking even.

Venue
Seneca@York - 70 The Pond Rd, Toronto, Ontario

Saturday/Sunday - SEQ building

 * Room 1 - S1206: 160-seat stepped theatre
 * Room 2 - S1208: 128-seat stepped theatre
 * Room 3 - S1209: Large glassed-in room (roughly 60-seat capacity depending on layout)
 * Room 4 - S1200: Classroom (tables)
 * Room 5 - S1201: Classroom (tables)
 * Room 6 - S2168: Large glassed-in room (roughly 60-seat capacity depending on layout)
 * Room 7 - S2169: Classroom (case study room)
 * Room 8 - S2171: Classroom (tables)
 * Room 9 - S2172: Classroom (tables) (backup)
 * Room 10 - S2173: Classroom (tables) (backup)

Each room has at least:
 * video projector with 15-pin sub-D (VGA) input
 * dual-boot podium PC (SUSE/Windows)

Stepped theatres also have document cameras.

On Sunday, rooms A-E below could also be made available. In particular, Room B may be useful for the F2F board and FESCo meetings.

Monday - TEL Building

 * Room A - T1009: VR room - flexible config, 30-60 people (Barco floor-to-ceiling HD video projector)
 * Room B - T1012: 18-seat conference room (portable projector)(conference speakerphone)
 * Room C - T1030: 8-seat "Fishbowl" conference room (projector with VGA input)
 * Room D - T1042: 6-seat meeting room (portable projector)
 * Room E - T1014: Large classroom with round tables and chairs (projector with VGA input)


 * Room 6 - S1208: Upper Kaleidoscope, 60+ seat glassed-in room (projector with VGA input, dual-boot podium computer) (SEQ building) (reserved for Dan Walsh talk to students, 10-noon)

Details
Hilton Garden Inn (HGI) Toronto/Vaughan - $105/night double occupancy, free King suite for hospitality (e.g., Hack Room)
 * Located at Hwy 7 & Interchange Way - 10 minutes by car or Viva rapid transit.
 * Internet access: wired and wireless, password-free.
 * 3 years old.
 * Food options nearby, restaurant in hotel, room service available.
 * Free parking (including the bus).
 * Pool, fitness room.

Booking
This table is the current reservation status with the hotel as we know it; for information on what the roommate situation should be, see. The two lists should be identical by Friday night.

The short of it is that we need 17 rooms for 4 nights (Fri-Tues).

Room sharing
All reservations are for 4 nights with the listed team (Fedora Engineering or Community Architecture) paying 100% of the cost unless otherwise specified. The first person on the list is the name the reservation is under, though the hotel knows about both parties so that either person can check in first. Costs are still approximate, but should be close enough for budget happiness all 'round.

From the Fedora Engineering budget

 * 1) $400 - Bill Nottingham (*) + Stephen Smoogen (Need to make sure this is for 4 nights.)
 * 2) $400 - Toshio Kuratomi (*) + Michael McGrath
 * 3) $200 - Tom Callaway (*) + Dennis Gilmore (Dennis paying for self)
 * 4) $200 - Luke Macken (*) + Remy DeCausemaker (Remy paying for self)
 * 5) $400 - Jaroslav Reznik (*) + Brennan Ashton
 * 6) $400 - John Palmieri (*) + Steven Parrish

F-eng total: $2000

From the Community Architecture budget
Settled
 * 1) $200 - Rob Escriva (*) + Ben Boeckel (Rob paying for self) (Need to make sure this is in our group block.)
 * 2) $400 - Bernie Innocenti (*) + Simon Birtwistle (new room, needs booking confirmation)
 * 3) $400 - Mel Chua (*) + Diana Martin (new room, needs booking confirmation)
 * 4) $400 - Yaakov Nemoy (*) + Xavier Lamien
 * 5) $400 - Adam Miller (*) + John Rose
 * 6) $400 - Paul Frields (*) + Clint Savage (new room, needs booking confirmation)
 * 7) $200 - Ian Weller (*) + Bert Desmet  (Bert paying for self)
 * 8) $400 - Rex Dieter (*) + Aaron Seigo

CommArch definite total: $2800

Not settled
 * 1) $200 or 400 - Peter Robinson (*) + Jon Stanley (roommate pairing may be incorrect, may be Matthew/Peter and Sebastian/Jon)
 * 2) $400 - Matthew Daniels (*) + Sebastian Dziallas (roommate pairing may be incorrect, may be Matthew/Peter and Sebastian/Jon)

CommArch needs-to-be-resolved total: somewhere between $600 and $800

CommArch final total: somewhere between $3400 and $3600

Boston lodging
For people coming in from out of town and riding the FUDBus. A blank spot in the table means that person does not yet have housing confirmed (to our knowledge) and needs a couch, please contact them if you can help (and update the table if you need or have found housing!)

Need Boston lodging
If you need housing, make sure you're on this list. If you find housing, please update your entry on this list so we know that you're taken care of. In order to find housing, you may want to contact the people who directly.

Can offer Boston lodging
If you can offer Boston lodging, put yourself on this list. Optionally, get directly in touch with people who. Once you no longer have space to offer people who need Boston lodging, take your name off this list.


 * John Palmieri, see details on accomodations

Ground Transportation

 * Seneca@York buildings are 8-10 minutes from hotel by Viva (2 stops). Rates are $3.25 cash or $26/10 tickets.
 * Parking at York is abundant but expensive ($14/day). Parking at hotel is free, so attendees should consider the Viva option.

See FUDCon:Toronto 2009 Transportation

FUDPub
Possible locations:
 * Dave & Busters - adjacent to hotel
 * The Underground - on campus

Map
Here's a map of all the nearby facilities.

Morning setup

 * Get carts out of storage (containing shirts, badge inserts, signs, map handouts)
 * Get rooms unlocked
 * Set up table with badges, shirts, map handouts
 * Put up additional directional signage, including outside
 * Power up A/V systems including video link between room A and room B
 * Set up upper/lower K and classrooms with movable chairs
 * Place whiteboard markers in each room

Lunch
RH will buy food - bag lunches with:
 * deli sandwich (or grilled veggie wrap)
 * veggie sticks
 * small bag of chips
 * large cookie
 * bottled water

Lunches are provided for the first 130 attendees only.

We have labels for vegetarian meals, need to be applied to their bag lunches to reserve them.

Sunday
Attendees pay for food, but as the cafeteria is closed we will be getting catered pizza (approx. $4/person) and asking people to chip in.

Monday
On your own. There is a cafeteria at Seneca, and food places nearby.

Printed Material
Need to print (on Seneca's colour laser):
 * Name badges, with wireless login info on the back
 * Stickers with vegetarians' names on them for Saturday lunch - to help avoid veggie lunches being scooped by others (per Andrew Overholt's suggestion)
 * Directional signage
 * Room signage (room IDs)
 * 11" wide x 17" tall room signs with the tech session times on them, can have session names filled in with marker once the barcamp schedule is finalized

Not done:
 * Info handout?
 * Campus maps, showing location of food, FUDcon rooms, parking, and transit stops.
 * Hack room info
 * IRC info
 * URLs
 * Social events - FUDPub, Skating, Hack 'n' Snack
 * Place for filling out a personal barcamp schedule
 * Podium signs (we found it useful at FSOSS to put signs with the event name on the podium or on the wall behind the podium, so that when people take pictures of the speakers the signs are included)
 * IRC channel signs
 * Hack room sign for hotel

Other supplies (Seneca can probably provide these):
 * Frosted tape for signs
 * Whiteboard markers for tech session rooms
 * Post-it notes for hotel hack room

Missing:
 * Low-tack masking tape (painter's tape)
 * Power bars and extension cords