[Soc-coordination] [GSoC Mentors] Re: GSoC 2013: Mentor Summit Travel and Details

Wed Aug 7 19:52:06 UTC 2013

Hi everyone,

This is just a reminder that there's a little less than a month until
the hotel deadline for the mentor summit. At that point we will assess
our registration numbers and start accepting people off the waiting
list. If you are planning to attend the summit I would suggest you
register and book your hotel room ASAP.

Thanks,
Carol

On Thu, Jun 13, 2013 at 11:23 AM, Carol Smith <carols at google.com> wrote:
> Hi everyone,
>
> The Google Summer of Code Mentor Summit is approaching!
>
> When: 19-20 October, 2013
> Where: Google Headquarters, Mountain View, California
>
> Some brief background: The Google Summer of Code Mentor Summit is a two-day
> "unconference" [0] that brings together two mentors (or org admins) from
> each of the mentoring organizations that has participated in GSoC that year.
> Google pays for a two-night hotel stay, transportation costs, conference
> facilities, and food for the weekend, and the attendees make the agenda.
> We've consistently heard from mentors over the years that the summit was one
> of the best conferences of the year for them. The opportunity to meet
> face-to-face with other FOSS community members is a valuable experience, as
> is the time spent discussing  ideas in a casual forum where everyone's voice
> can be heard. I'd encourage your organization to send delegates to the
> summit even if you don't quite understand of the utility of it now - I feel
> confident you won't be disappointed with the results.
>
> Attendees stay at the Wild Palms hotel [1] while they're in town and we
> serve a traditional dinner of thai food on Friday night and have a pool
> party on Saturday night.
>
> Here's how to proceed with booking and attending:
>
> 1) Your organization will need to decide on two delegates [2] to send to the
> event. Any people who want to attend above and beyond the two from your org
> will need to list themselves on the Waiting List [3] and wait for word from
> me about extra space as we get closer to the event. NB: The wiki requires a
> login when visiting for the first time. The username is "mentor" and the
> password is "yourock." I highly recommend creating your own account with a
> unique password once you have logged in for the first time.
>
> 2) Once your organization has decided on the two delegates it would like to
> send to this year's event, those individuals can feel free to book their
> hotel rooms at the Wild Palms [4] now. Please note that if the Wild Palms
> fills up you will need to make your reservation with the Domain Hotel
> instead [5]. If you really want to stay at the Wild Palms, make sure to book
> early! We'll have shuttles running between the hotels and to campus for the
> whole weekend. NB: The hotel registration deadline is 6 September. If you
> really want to stay at the Wild Palms, I'd recommend you book early. :-)
>
> 3) Please fill out the Mentor Summit Preparation form [6] as soon as you
> have confirmed your hotel room.
>
> 4) We include the reimbursement for travel to the mentor summit and the
> mentor stipends in one PO to your organization. Please see the payment info
> page [7] for more detail on this. These POs will be issued to your org soon
> after it has made the payment request.
>
> 5) Flights should be purchased once you have a confirmed PO. All orgs pay
> for plane tickets ahead of time and then request reimbursement via invoice
> against the PO once you have receipts for the flights.
>
> 6) Please check out the wiki [8] and fill in your name if you're attending.
> Look around the rest of the site - it has lots of useful information for you
> about the event and what to expect.
>
> 7) In the unlikely event that your organization does not plan to attend the
> mentor summit at all, please fill out this form [9] to let me know. Please
> only fill this out if you are not sending *any* delegates to the summit.
>
> 8) We are doing session scheduling for this year's summit via Google
> Moderator. Please fill in your ideas for sessions on the webpage [10] by 27
> September and vote for your favorite ideas! You can read more about how
> we're running session scheduling this year on the wiki [11].
>
> 9) Please remember that any organization that misses two or more evaluation
> deadlines may not attend the summit. If you book travel and then get
> uninvited from the summit after the either the midterm or the final
> evaluations you will not be reimbursed for travel costs and your hotel stays
> will be cancelled. So don't miss those evaluations or you jeopardize missing
> the event!
>
> [0] - http://en.wikipedia.org/wiki/Unconference
>
> [1] - http://www.jdvhotels.com/hotels/siliconvalley/wild_palms
>
> [2] - A "delegate" is defined as either a mentor or org admin who
> participated in this year's GSoC program. We're sorry, but we can't
> accomodate other people from your organization who did not mentor or
> administer this year. Also, we will not accept any mentors who miss an
> evaluation deadline in this year's program. Please contact me if you have
> questions about if a person from your organization is on this list.
>
> [3] -
> https://docs.google.com/a/google.com/forms/d/1bfuIJ_U76rznjfqBYdRKfFlfmvhqrmtpR_SUgTHwif0/viewform
>
> [4] -
> https://www.jdvhotels.com/book/reservations/wld?start_date=2013-10-14&end_date=2013-10-24&promo_type=group-code&promo_code=1310mentorwp
>
> [5] -
> https://www.jdvhotels.com/book/reservations/dom?start_date=2013-10-18&end_date=2013-10-20&promo_type=group-code&promo_code=1310mentordm
>
> [6] - http://goo.gl/oyM2y
>
> [7] -
> http://www.google-melange.com/gsoc/document/show/gsoc_program/google/gsoc2013/paymentguidelines
>
> [8] - https://gsoc-wiki.osuosl.org/index.php/2013
>
> [9] - http://goo.gl/OTxuo
>
> [10] - http://goo.gl/EH0ZH
>
> [11] - https://gsoc-wiki.osuosl.org/index.php/Proposed_Session_Topics_2013
>
> As always, please contact me directly with any questions or concerns you may
> have about any of these instructions.
>
> Cheers,
> Carol

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