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

Buses

Bus company	Cost	Comments
TravelPackUSA	$525/day for 15ppl	Unsure if required to keep them to drive around Toronto, awaiting reply
Sunshine Boston	$4300	43-seater is all they have
R.C. Herrmann	(need quote)	36-seat passenger coach, looks pretty darn nice Spot says "hell no," with justification
Cavalier Coach	(quote requested)	Sent quote request 2009-09-14 Very nice exec. coach w/AC, might be expensive
Yankee Line	(quote requested)	Sent quote request 2009-09-14 Can't tell about AC
Nevarez	$4875 + driver hotel + gratuity	Unsure about AC power, or if service runs to Toronto
US Coachways	$5100	No AC power
Local Motion of Boston	~$2700	Might have AC power (at least one vehicle being upgraded, hopefully done by Dec 09) THIS IS OUR VENDOR.

Details

• FULL DETAILS AT FUDCon:Toronto 2009#Bus Travel
• 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.

People riding the bus

Not a Red Hat-only bus!
You're welcome whether you're a Red Hat employee or not.

Passports required
In order to make sure we'll be all set at the border crossing, passports will be required to board the bus. The bus monitors will check for passports when you board.

Bus seating
If we get our requested bus, it is a 36-seater. That means we are getting close to full. If the awesome, wifi-enabled bus is not ready, we will end up with a 55-seater instead (in which case we're not full).

No.	Person	Pickup Location	Notes
1	Tim Burke	Westford
2	Máirín Duffy	Alewife
3	Dan Walsh	Westford
4	Jesse Keating	Westford
5	Tom "spot" Callaway	Alewife
6	Christopher Aillon	Boston
7	Mel Chua	Boston	bus monitor #1, looking for a second. Also, I'M ON A BUS
8	Peter Jones	Alewife
9	Jon Stanley	Boston or Westford (depending)	Need crash space Thurs night (coming from NYC via bus)
10	Luke Macken	Boston
11	Dave Malcolm	Alewife
12	Ian Weller	Boston	bus monitor the second
13	Chris Lumens	Westford
14	Denise Dumas	Westford
15	Jon McCann	Boston
16	Remy DeCausemaker	Boston
17	Adam Jackson	Boston or Westford
18	Toshio Kuratomi	Alewife	Flying in from Sacramento. I'll tag along w/ spot.
19	Sebastian Dziallas	return only, to Boston	Flying into YYZ, but out from BOS.
20	Andy Lindeberg	Alewife
21	Stephen Smoogen	Boston or Westford	Flying into Boston. Can get motel room near Alewife if possible. Bringing D&D for bustrip. Bus Monitor #3.
22	Adam Miller	Boston	Needs crash space
23	Bill Peck	Westford
24	Jarod Wilson	Westford
25	John (J5) Palmieri	Boston
26	Cole Robinson	Westford
27	Bernie Innocenti	Boston
28	Sarah Lumens	Westford
29	Colin Walters	Boston
30	Adam Holt	Boston
No.	Person	Pickup Location	Notes

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)

Hotel

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 #Room sharing. The two lists should be identical by Friday night.

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

Name	Check-in (FUDBus means Friday)	Check-out (FUDBus means Tuesday)	Days needed (FUDBus both ways = 4)	Roommate	"Reservation? Y=yes, all set, M=maybe, need to confirm details, N=known no"	Cost to F-Eng	Cost to CommArch	Notes
Bill Nottingham	Friday	Monday	4 (checking out early)	Stephen Smoogen	Y	200	0
Stephen Smoogen	FUDBus	FUDBus	4	Bill Nottingham	"M (make sure room is reserved for 4, not 3 nights)"	200	0
Toshio Kuratomi	FUDBus	FUDBus	4	Mike McGrath	Y	200	0
Mike McGrath	Friday	Tuesday	4	Toshio Kuratomi	Y	200	0
Paul W. Frields	Friday	Tuesday	4	Clint Savage	"M (new room, confirm booking)"	0	200
Clint Savage	Friday	Tuesday	4	Paul Frields	"M (new room, confirm booking)"	0	200
Adam Miller	FUDBus	FUDBus	4	John Rose	Y	0	200
John Rose	Friday	Tuesday	4	Adam Miller	Y	0	200
Mel Chua	FUDBus	FUDBus	4	Diana Martin	"M (new room, confirm booking)"	0	200
Diana Martin	FUDBus	FUDBus	4	Mel Chua	"M (new room, confirm booking)"	0	200
Mairin Duffy	FUDBus	FUDBus	4	Mel Chua and Diana Martin, or none	N - new room, or triple of existing room	0	200
Luke Macken	FUDBus	FUDBus	4	Remy DeCausemaker	Y	200	0	roommate is self-sponsored
Remy DeCausemaker	FUDBus	FUDBus	4	Luke Macken	Y	0	0	self-sponsored
Tom 'spot' Callaway	FUDBus	FUDBus	4	Dennis Gilmore	Y	200	0	roommate is self-sponsored
Dennis Gilmore			4	Tom 'spot' Callaway	Y	0	0	self-sponsored
John Palmieri	FUDBus	FUDBus	4	Steven Parrish	Y	200	0
Steven Parrish	Friday	Tuesday	4	John Palmieri	Y	200	0
Sebastian Dziallas	Friday	FUDBus	4	Peter Robinson	"M (make sure room exists)"	0	200	roommate is self-sponsored
Peter Robinson			3	Sebastian Dziallas	"M (make sure room exists)"	0	0	self-sponsored
Ian Weller	FUDBus	FUDBus	4	Bert Desmet	Y	0	200	roommate is self-sponsored
Bert Desmet	Friday	Monday	3 (but paying for 4)	Ian Weller	Y	0	0	self-sponsored
Matthew Daniels	Friday	Monday	3	Jon Stanley	"M (make sure room exists)"	0	200
Jon Stanley	FUDBus	FUDBus	4	Matthew Daniels	"M (make sure room exists)"	0	200
Rex Dieter	Friday	Tuesday	4	Aaron Seigo	"M (make sure room is booked for 4, not 3 nights)"	0	200
Aaron Seigo	Friday	Tuesday	4	Rex Dieter	"M (make sure room is booked for 4, not 3 nights)"	0	200
Ben Boeckel	Friday	Tuesday	4	Rob Escriva	"M (booked, but should make sure they're in the FUDCon block at the FUDCon rate)"	0	200	roommate is self-sponsored
Rob Escriva	Friday	Tuesday	4	Ben Boeckel	"M (booked, but should make sure they're in the FUDCon block at the FUDCon rate)"	0	0	self-sponsored
Xavier Lamien			4	Yaakov Nemoy	Y	0	200
Yaakov Nemoy	Friday	Tuesday	4	Xavier Lamien	Y	0	200
Bernie Innocenti	FUDBus	FUDBus	4	Simon Birtwistle	"M (new room, confirm booking)"	0	200
Simon Birtwistle	Friday	Tuesday	4	Bernie Innocenti	"M (new room, confirm booking)"	0	200
Brennan Ashton			4	Jaroslav Reznik	Y	200	0
Jaroslav Reznik			4	Brennan Ashton	Y	200	0
						2000	3400

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 #Can offer Boston lodging directly.

Person needing lodging	Pre-FUDBus host	Post-FUDBus host
Toshio Kuratomi	Spot Callaway	Spot Callaway
Sebastian Dziallas	not needed	Mel Chua
Jon Stanley	Spot Callaway (if needed - contact Spot)	Spot Callaway (if needed - contact Spot)
Stephen Smoogen	David Malcolm	David Malcolm
Adam Miller	Bernie Innocenti	Bernie Innocenti
Jesse Keating	Jarod Wilson	Jarod Wilson
Christopher Aillon	Spot Callaway (if needed - contact Spot)	Spot Callaway (if needed - contact Spot)
Ian Weller	John 'J5' Palmieri	John 'J5' Palmieri

Can offer Boston lodging

If you can offer Boston lodging, put yourself on this list. Optionally, get directly in touch with people who #Need Boston lodging. 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.

Food

Saturday

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 room signage
• Power up A/V systems including video link between room A and room B

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.

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, channel names)
• 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
• 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)
• Hack room sign for hotel

Other supplies (Seneca can probably provide these):

• Low-tack masking tape (painter's tape)
• Frosted tape for signs
• Power bars and extension cords - Seneca will supply some, extras will probably be needed
• Whiteboard markers for tech session rooms
• Post-it notes for hotel hack room