Flock2015-CapeCod-proposal

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Flock 2015 Cape Cod Proposal

Veterans' Beach, Hyannis
Hyannis Harbor
Hyannis Main Street
Hyannis Main Street

Staff

The following volunteers are located in the general Boston area and have volunteered to participate on the Flock committee and help actively organize the event:

  • Máirín Duffy
  • Emily Dirsh
  • Steve Dickson
  • Stephen Gallagher
  • Kyle McMartin
  • Ryan Lerch

Brief Description of City

Cape Cod is a premier summertime destination in the greater northeastern United States. This proposal specifically focuses on the scenic village of Hyannis located in the center of the Cape along the southern shore. Hyannis is the commercial center of the Cape as well as the largest transportation hub - it is unofficially referred to as the 'capital' of the Cape. The main street district is very walkable and has a large number of locally-owned restaurants (~40+) representing a wide range of cuisines as well as many shops (~75) and cultural attractions such as the JFK Museum,Cape Cod Maritime Museum, Cape Playhouse, and Cape Cod Baseball League Hall of Fame and Museum. There are 11 beaches within Hyannis as well as a busy harbor used both for recreational and fishing boats. Hyannis is a major port with ferries to both Nantucket and Martha's Vineyard.

This proposal in particular presents a fairly rare if not new opportunity for a Fedora conference as the conference activities would be hosted in the same facility as lodging, so no travel logistics or travel time between lodging and venue is required.

Travel Summary

Local area airports & ground transportation to/from hotel

Hyannis is served by several local-area airports:

  • Barnstable Municipal Airport, Hyannis MA (HYA) Served by CapeAir & JetBlue with flights to/from Logan International Airport (BOS, Boston) and JFK International Airpot (JFK, New York)
    • Hotel offers seasonal complimentary shuttle service to/from airport.
    • 6 taxi companies and 2 limo services are available from Barnstable Municipal Airport. Fare to the hotel from the airport is ~$7 (~6 minute drive)
    • Cape Cod Regional Transit Authority (CCRTA) DART bus service is available on-call from the regional transportation center to the doorstop at the hotel from 7:00 AM – 6:30 PM on weekdays, 9:00 AM – 6:30 PM on Saturdays, and 10:00 AM to 12:00 PM on Sundays. Fare is $3 per ride and rides may be booked in advance.
  • Logan International Airport, Boston MA (BOS)
    • Bus connection:
      • 2-2.5 hour ride via Plymouth & Brockton bus service. Departures every 30 – 60 min depending on time of day 7 days a week.
      • RT fare $47; one-way fare $26.
      • Drop-off point at The Hyannis Transportation Center (18 Center St, Hyannis, MA 02601). This point is a 23 minute walk to the hotel. Cape Cod Regional Transit Authority (CCRTA) DART bus service is available on-call from the regional transportation center to the doorstop at the hotel from 7:00 AM – 6:30 PM on weekdays, 9:00 AM – 6:30 PM on Saturdays, and 10:00 AM to 12:00 PM on Sundays. Fare is $3 per ride and may be booked in advance.
    • Train connection:
      • 2.5 hour ride via CapeFlyer, limited schedule available Fri-Sun. Leaves Boston South Station, RT ticket $40, one-way ticket $22. Drop-off point at The Hyannis Transportation Center (18 Center St, Hyannis, MA 02601). This point is a 23 minute walk to the hotel; the hotel offers a complementary seasonal shuttle. Cape Cod Regional Transit Authority (CCRTA) DART bus service is also available on-call from the regional transportation center to the doorstop at the hotel from 7:00 AM – 6:30 PM on weekdays, 9:00 AM – 6:30 PM on Saturdays, and 10:00 AM to 12:00 PM on Sundays. Fare is $3 per ride and may be booked in advance.
    • Driving:
      • 1 hour, 28 minutes (73 miles) Taxi fare is ~$160-180 one-way. (Note that traffic makes this trip appreciably longer particularly during Labor Day weekend.)
  • T.F. Green Airport, Warwick Rhode Island (PVD)
    • Bus connection:' 2.5 – 4 Hour ride to Hyannis. RT ticket $70
    • Driving: 1 hour, 25 minutes (82 miles)

Sample Airfares

The farthest out we could obtain airfares for is from August 6 – 10 2015 via Orbitz or July 23 – 27 2015 via SkyScanner / Hipmunk or April 2–7 2015 on Southwest.com:

Origin Destination Fare Range Notes
Boston Hyannis $47 rt bus 2-2.5 hour ride one-way
Raleigh (RDU) Boston (BOS) $239-$273 (ORBZ) or $134-$216 (Southwest) Non-stop
Hyannis (HYA) $439-$471 (SS) 1 stop
Mumbai (BOM) Boston (BOS) $1200-$1300 (ORBZ) 1-2 stops
Hyannis (HYA) $1587-$1911 (SS) 2 stops
Prague (PRG) Boston (BOS) $1017-$1505 (ORBZ) 1 stop
Hyannis (HYA) $1062-$1401 (SS) 2 stops
Paris (CDG) Boston (BOS) $981-$1584 (ORBZ) 1 stop
Hyannis (HYA) $1359-$1745 (SS) 2 stops
Denver (DEN) Boston (BOS) $509-615 (HM) $174-377 (Southwest) 0-1 stops
Hyannis (HYA) $604-667 (SS) 1-2 stops

General transportation notes

  • No transporation is needed between lodging and conference talks – they are in the same facility.
  • Hyannis is a walkable town. The hotel is centrally-located, a 10-15 minute walk to the main street area with many shops and restaurants (directly to the west), as well as a 20 minute walk to both harbors and the beach (to the east and south.)
  • Hotel offers seasonal complimentary shuttle service. (We should be in-season)
  • The Hyannis free trolley runs from June thru Labor Day weekend (would cover our event as proposed.) It runs in a loop between the different beach and harbor sites and main street.
  • Cape Cod Regional Transit Authority (CCRTA) DART bus service is available on-call for service within town from 7:00 AM – 6:30 PM on weekdays, 9:00 AM – 6:30 PM on Saturdays, and 10:00 AM to 12:00 PM on Sundays. Fare is $3 per ride and may be booked in advance. Other regularly scheduled cross-town routes are available via CCRTA.

Proposed Venue

Flock-capecod-2015-venue.jpg

The proposed venue is The Resort and Conference Center at Hyannis, located at 35 Scudder Avenue
 Hyannis, MA 02601. There is no food/drink package requirement at this venue. The space is provided gratis with the group lodging bookings for an event our size.

Cost Breakdown

Item Cost per day Estimated total Notes
Cost to use keynote room (capacity 250+) $750/day for AV rental $3,000 Potential to negotiate lower rate given event length & potential to bring our own projectors. Can cut to $2250 total or less if only use keynote room for first 3 days.
Cost to use 6 breakout rooms $330/day per room for AV rental OR $85/day per room if we bring our own projectors $5280 OR $1360 Estimate is based on 4 rooms with A/V for 4 days. Both options include tech support & set-up / wiring of everything needed. Supply-own-projector option only requires we drop off projector to tech.
Minimum food/drink $0 $0

Room Availability

Complementary wireless internet access is available throughout the conference center. Below is a map of the conference center with specifications for each room:

Flock2015-capecod-venuemap.jpg

Flock2015-capecod-confroom.jpg

Other Venue Features

  • On-site Starbucks and 4 on-site restaurants
  • Facility has offered to provide breakfast / coffee and lunch / sandwich carts at appropriate times during conference for attendees to purchase their own food at no financial obligation to us. Options to purchase food for attendees is of course available.
  • Did we mention it's co-located with the lodging? Had a late night at the party and worried about getting to next day's talks at a reasonable hour? :)

Proposed Lodging

Double room
Guest bathroom
Indoor heated pool
Hotel lobby
Pool

The proposed lodging is also at The Resort and Conference Center at Hyannis, located at 35 Scudder Avenue
 Hyannis, MA 02601.

  • The hotel offers 282 guestrooms and suites in total.
  • Our written agreement is based on 80 'run of the house' rooms and 2 king rooms.
  • Our group rate includes two free King room upgrades and one complementary room per 50 rooms booked under the group code.
  • Wireless internet in guest rooms is included in the room rate.
  • No transport is required to venue. Lodging and venue are co-located.
  • Up to four occupants permitted per room; each occupant beyond the first two is a $20 surcharge per night.

Cost Breakdown

Quotes are based on 150 guests, mostly double occupancy.

Option A: Friday August 28 – Monday August 31 2015

  • $159 + tax per night double occupancy
  • Option discussed on phone - $159 rate for the Friday & Saturday; $139 rate for the Sunday and Monday.
  • Cost guesstimate is $38,160 + $4,464.72 tax = $42,624.72 for 80 lodgers over 3 nights using $159 rate, does not include discount for Sunday/Monday

Option B: Friday September 4 – Monday September 7 2015 1

  • $129 + tax per night double occupancy
  • Note this is Labor Day Weekend - this brings with it some issues.
  • Cost guesstimate is $30,960 + $3,622.32 tax = $34,582.32 for 80 lodgers over 3 nights

Lodging Features

  • Free wireless internet
  • A private balcony or patio overlooking courtyard or golf course
  • 32’ LCD high-definition TV, refrigerator, coffee-maker, hair dryer, iron/ironing boards
  • Free parking (Great for folks driving from Boston / NH and inbetween)
  • Free sports club access
  • Outdoor pool and Olympic-sized heated indoor pool
  • Four on-site restaurants (including a live piano bar) and a Starbucks
  • On-site spa & Aveda salon

Proposed Evening Event Locations

There are many things to do around Hyannis. Here are a few things that caught our eye in terms of affordability and fun:


Venue/Vendor Rough Cost Hours Notes
Clambake on Beach / Vendor: Clambakes, Etc. $38/pp all-inclusive ~2 hours in evening
Candlepin Bowling and Pizza ~$20 pp all-inclusive 1 hour of bowling, 1 hour of party room
Cape Cod Duckmobile ~20 pp N/A No food. Would have to be done separate at a restaurant (there are many)
Professor Wackenhammer's Clockwork Arcade & Carousel N/A Open until 10 PM No food. Could probably cater. Will do corporate / group event rentals
Hyannis Community Center Ice Skating $250 flat rate, unlimited guests for private group 1 hour skating, 2 hours private party room. No food but can cater. Also has $12/pp option.

Proposal Pros/Cons

Here is a breakdown of the pros and cons of this location:

Pros

  • Proximity to Westford means many Fedora contributors whose are normally unable to go to Flock or FUDcon because their team does not allow for it in the budget are able to go.
  • Out of the currently-proposed cities, the largest number of contributors are located in proximity to this one meaning less air travel required for those attendees. This will maximize the number of attendees that can participate within the overall budget compared to other proposed cities.
  • Location in a beach town at the end of the summer means hotel dates can be padded before or after for a family vacation time.
  • Conference venue and lodging are co-located, eliminating a lot of logistics / travel burden on participants each morning spent at conference. This also maximizes participants' time.
  • On-site Starbucks and food carts make eating on-site convenient.
  • Close walking proximity to main street restaurants, shops, and other amenities - including local coffeeshops, a vegan restaurant, a Brazilian, Thai, Mexican, Indian, Pizza shops, and of course many many pubs and seafood eateries.
  • A lot of public transportation and other ground transporation available.
  • Beautiful beaches and pools! B-)
  • We have not had a Fedora conference in the northeastern United States in well over 5 years even though we have many key contributors based in this area.
  • The rates we have been quoted for Cape Cod during the last nice days of the summer are a fabulous value. Rates like this are hard to come by for individual budget travelers for this area!

Cons

  • The Labor Day weekend option is going to cut into folks' vacation time, which may cause complications for folks planning family vacations. The Labor Day weekend option also will likely result in increase traffic via road travel (bus / car) to Cape Cod. While online maps estimate roughly 1.5 hours travel time by car, it can take as long as 4 hours during a holiday weekend in the summer. So the non-Labor Day weekend option is probably better, even though the lodging costs are slightly higher.
  • The local airport is a municipal one. In most cases, particularly for international travelers, the most cost-effective route is via Logan Airport in Boston. There is then a 2-2.5 hour direct bus from Logan terminals to the Hyannis Transportation Center with a RT cost of $47. This bus runs 7 days a week, however; the bus leaves every 30-60 minutes depending on time of day.
  • The location is not close enough for Westford-area locals to commute from their homes, so they will need to stay at the hotel or somewhere else in the area, too. However, please consider that they would not require airfare. No other proposed city for 2015 has as large a population that would not need to fly in order to attend; all of the bids you are considering require hotelling for this population. In a way this is kind of a good thing too - local-area folks are close enough that travel is cheap, yet far enough away from home to hotel with the rest of participants and have more socializing / face time with everyone else.
  • None of the organizers live in the proposed city. :) We are all a ~1.5 drive from it. However, past Fedora events have been arranged from a comparable distance.

Summary

We hope you'll seriously consider this proposal. We think it is a very compelling and unique opportunity to host a Fedora conference in a beach resort area, with the main conference co-located with lodging, and close enough to a very large number of Fedora users and developers such that we'll be able to see and collaborate with faces we don't normally get to see at Fedora events.

(Note: We have formal proposal letters from the venue that we can provide upon request.)