All Hands/Austin

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What is it? -- An all company meeting that includes multiple team meetings, happening in the same city, at the same time + several opportunities to get together as one big group as well as with other teams. Then, on the last day, we have a fun social event for all, Mozilla-style!

The information on this wiki primarily applies to Full time and contractor staff. If you are a volunteer contributor or intern, please inquire to your coordinator.

Contents

Dates, Location and Weather

Monday, December 11 - Friday, December 15, 2017 (travel days are Monday the 11th & Saturday the 16th*) in Austin, TX.

We are staying at JW Marriott Austin & Hilton Austin.

*For those countries where rest time is required on weekends (vs. work travel), Mozilla will cover a return on the next available work day, if you choose. This needs to pre-approved and pre-arranged.

Weather:

Registration

This is an invite-only event. All full time and Upwork employees are expected to attend this all company event. Contractors, Vendors and seasonal employees are included on a case by case evaluation based upon team needs.

Advance registration is required. Attendees will need to wear their event badge at all times, including to evening events. We will have security at our events who will be ensuring everyone in our space should be there.

New Hires

We have a process to identify new hires each Monday and will invite them to book travel. No action necessary from managers other than to let them know about the event. Please work closely with your recruiting manager as they are aware of all deadlines.

All new hires must have a start date of November 20 and able to register/book travel by November 10.

Volunteer contributor participation

The process for this is outlined on this page.

All nominations will be done by employees, with a coordinator from each of the Firefox, Emerging Technologies, Marketing, Open Innovation and Operations parts of the organization. There will be no open call for nominations from volunteer Mozillians.

Please note: The information on this wiki primarily applies to Full time and contractor staff. If you have questions about how specifics apply to you, please email groter@mozilla.com and bmark@mozilla.com.

Week at a Glance

Detailed day by day view here

Monday

  • Monday is primarily your travel day. You'll be able to pick up your registration stuff between 12:00 pm and 9:00 pm, as well as attend the *Welcome Reception at the Hilton from 6:00 pm - 9:00 pm.

Tuesday

  • Centrally located breakfast (in the hotel you sleep in), lunch (at JW Marriott) and afternoon break for everyone.
  • MoCo Plenary (JW Marriott, 9:30 am - 11:30 am)
  • MoFo Plenary (Hilton, 12:30 pm - 1:30 pm)
  • Team meetings - Check with your team about what you'll be doing.
  • Evening out to enjoy Austin.

Wednesday

  • Centrally located breakfast (in the hotel you sleep in), lunch and afternoon break (in the hotel you meet in) for everyone.
  • Team meetings - Check with your team about what you'll be doing.
  • Electives
  • All company event at Stubb's Austin.

Thursday

  • Centrally located breakfast (in the hotel you sleep in), lunch and afternoon break (in the hotel you meet in) for everyone.
  • Team meetings - Check with your team about what you'll be doing.
  • Evening out to enjoy Austin.
  • Star Wars Viewing, 9 pm & 11 pm.

Friday

  • Centrally located breakfast (in the hotel you sleep in), lunch and afternoon break (in the hotel you meet in) for everyone.
  • Team meetings - Check with your team about what you'll be doing.
  • Closing event at the Star Hill Ranch from 7:00 pm - 12:00 am. We'll have transportation to/from the venue and hotel.

Saturday

  • Centrally located breakfast (in the hotel you sleep in)
  • Departure day only. No scheduled activities.

Remote Access

Any other recordings will be posted after All Hands.

Austin Y'all Hands Event Calendar

Our event can be found on Sched here: https://austinyallhands2017.sched.com. Events will be live on November 13.

Create an account

We don’t recommend using the same email & password as anything like bank accounts, etc. We care about your security! If you already have a Sched account from San Francisco, Hawaii, etc, it still works, just log in with that.

Add items to your agenda

Hit the circle on any agenda item to add it to your Sched agenda (you do need to have an account & be logged in to do this)

You can also share a link to meetings to invite others. Go into the meeting and copy the short link. You can email that out to anyone and they can quickly add it to their calendar.

Subscribe to GCal Calendar Link

Click on the mobile phone on the right hand side of the screen. All the calendar options are available here. You have the option to choose ALL meetings or YOUR meetings. Unless you want 400 items on your calendar, select your calendar. It will add anything on your Sched agenda to your GCal (also an option for Outlook and iCal). It syncs once per day.

The "only syncs once per day" only applies to Google Calendar. With almost all other clients (like Apple Calendar, Outlook, or the calendar app on your phone) you can set the refresh interval, and Sched's instructions recommend 1 hour.

Warning: This is a link that utilizes your username for the .ics file.

From Mobile

Visit https://austinyallhands2017.sched.com/mobile from any mobile device - bookmark or add to your homescreen for quick access. There is a bonus icon you get by doing this. It caches the last time you opened the page offline and refreshes anytime you are connected.

Cool things

  • Filters - We have improved our filtering functionality with every event. You can filter by: Departments (ex: Firefox) AND Functional Teams (ex: Dev Tools or EngOps); Search by Room, Speaker/Leader
  • Further Filtering: Audience - who should be there (ex: Team only or Invite); Homerooms (you can quickly see what is happening in homerooms, by team) - why do you care? If you have a cross team meeting in their room, its a quick way to search; Views - Lots of view options. It defaults to the simple view, but there are quite a few options.

Food, Drink & Events

Breakfast, lunch & snacks will be provided and paid for centrally for attendees. Breakfast is provided Tuesday - Saturday and lunch is provided Tuesday - Friday. Menus are posted here.

Allergies/preferences: We will ensure that all food/environmental allergies are taken into consideration and will always have gluten-free and vegan options. If you have severe allergies that we need to know about; you can indicate in registration.

Monday Night

We will provide dinner at the Welcome Reception from 6:00 pm - 9:00 pm in the Governor's Ballroom at Hilton Austin. Since most of Monday is a travel day, you'll be on your own for meals except dinner.

Tuesday & Thursday Night Dinners

Tuesday and Thursday evenings will be of your own to structure as you wish. Given how much you all seemed to like a more flexible dining experience, these two evenings will be of your own to structure as you wish.

Here is how this will work:

For both of these evenings, once your meetings have concluded, you and your team, friends, new acquaintances, are free to explore Austin and to find somewhere great to eat that suits you. Each of you can expense a total of $100 over the two days (or $50/night).

This amount includes:

  • Meal cost, including tax & gratuity
  • Any beverages
  • Transportation to/from the restaurant
  • Conversion fees (for credit cards) or cash withdrawal fees

Anything over the $100 for the three evenings will be your own expense. The fine print:

  • If your team is hosting an evening event 1 of the nights and the payment is coordinated (meaning, you don’t have to open your wallet and pay), you can expense up to $50 for the other night.
  • You will be asked (later) to submit an Austin only expense report. You can submit ONE report for Austin only and must be submitted no later than December 31, 2017.
  • If your manager approves expenses above the $50 per night, that expense will go directly to your travel budget in your cost center.

Volunteer Contributors will have a separate process that will be communicated directly.

Wednesday Night

On Wednesday night, we’ll gather at Stubb’s BBQ in downtown Austin for great music and plenty of Stubb’s “legendary” BBQ (and other tasty stuff). Gate opens at 6:30 pm.

Getting there: We’ll be walking from both hotels (four-ish blocks from the Hilton, nine-ish from the JW). Look for staff holding signs in hotels and on the streets. We’ll get you there, or follow your closest 1,200 Mozilla friends.

Stubb's Downtown 801 Red River Austin, TX 78701

Food: 6:30 pm - 9:30 pm - BBQ, tacos, grilled cheese, farm station (veggies), southern sides, treats and a Topo Chico bar.

Entertainment

  • JD Casper Band, 6:30 pm- 8:00 pm, Outdoor Amphitheater
  • Jamestown Revival, 8:30 pm - 9:30 pm, Outdoor Amphitheater
  • Rockaroke, 6:30 pm - 9:30 pm, CB’s Courtyard (building at the back of outdoor space)

What to wear - Your event badge and photo ID are required to enter the venue. Come in whatever makes you happy and comfortable. This is an indoor and outdoor venue and layers are recommended -- temperatures drop quickly when the sun goes down (which will happen before we get there). The outdoor area walking surface is sandy gravel -- choose your foot attire accordingly (pointy heels will sink/get stuck).

Guests - Guests will require a guest badge and photo ID. Please make sure to pick up badges (registration desk) for pre-registered guests by 4:00 pm Wednesday.

Thursday Night - Star Wars: The Last Jedi

We couldn’t bear the idea that anyone might miss opening night of Star Wars: The Last Jedi in Austin so we reserved two advance showings on Thursday, December 14th. Tickets were assigned on a first come, first served basis. We do still have seats available at 11 pm.

Regal Cinemas Metropolitan 14 901 Little Texas Ln, Austin, TX 78745

Tickets: Tickets will be distributed at the Event Registration desks at both hotels on Wednesday and Thursday from 7:00 am - 6:00 pm. You must pick up tickets held in your name. If you wish to swap tickets or give them away, feel free. Once they have been handed out, we will not be checking again. Please treat the ticket(s) like cash, they are not replaceable.

9:00 pm Showing: Transportation will depart from the Hilton Austin at 7:30 pm. Due to holiday events in the city, we are anticipating more traffic than usual. To board the shuttle, you must have your movie ticket and name badge. Upon arrival, you will have time to get proper movie snacks prior to going into 1 of 3 theaters. We will have access to each theater at 8:30 pm or earlier. Transportation will be provided from the theater back to both hotels.

11:00 pm Showing: Transportation will depart from the Hilton Austin at 9:30 pm. Due to holiday events in the city, we are anticipating more traffic than usual. To board the shuttle, you must have your movie ticket and name badge. Upon arrival, you will have time to get proper movie snacks prior to going into 1 of 3 theaters. We will have access to each theater at 10:30 pm or earlier. Transportation will be provided from the theater back to both hotels.

Snacks: On the shuttle to the theater, everyone will receive vouchers for popcorn & a drink, and for candy of your choice. Your badge will be required to redeem your voucher.

Closed Captioning: One theater at each showing will have closed captioning.

Friday Night

Our closing celebration is at Star Hill Ranch. Star Hill Ranch is a re-created Texas Hill Country community typical of the early 1900s. All of the buildings, all originally constructed between 1850 and 1935, have been relocated from around the state and restored. Star Hill has been the setting for a variety of photo shoots, corporate videos, documentaries, and feature films and the current location filming for The Son.

Getting there (and back) Shuttle transportation is required to access Star Hill Ranch (don’t take an Uber, don’t walk, get on the bus). Shuttles will depart from both hotels beginning at 6:00 pm. The last Shuttle will depart from the hotels at 7:30 pm. Shuttles will return beginning at 10:00 pm*, and the last shuttle will depart at midnight.

Evening agenda Dinner will be served on Main Street from 7:00 pm - 10:00 pm. All along main street, we’ll have things to explore and experience - including (and definitely not limited to) cowboy campfire stories, carnival games and drive-in movies (Rango and Back to the Future III). Everything will culminate at 10:00 pm, and then we’ll kick off dancing and lounging until midnight.

What to wear Your event badge and photo ID will be required to board the transportation. Come in western attire, costumes or whatever makes you happy and comfortable. Bring layers, we’ll mostly be outside.

Childcare We will not be offering childcare for this event as the whole venue is family friendly. Guests Guests will require a guest badge and photo ID. Please make sure to pick up badges for pre-registered guests by Friday.

Safety & Security

Alcohol at Events

To better support and sustain an environment (and workplace culture) where people feel safe and included, we plan make a set of changes regarding alcohol at our events. In all cases, our approach will align with our Community Participation Guidelines (“CPG”).

  • All participants were/are required to read and acknowledge our new Community Participation Guidelines as a condition of participation.
  • We will limit bar-servings to beer and wine and ensure an equal number and quality (i.e. not just Coke) of non-alcoholic drink options are available and displayed.
  • When teams undertake smaller, “off campus” adventures (team dinners or events), leaders will be asked (and reminded) to be thoughtful about the potential exclusionary nature of alcohol when planning.
  • Clearly outlined, communicated (to event teams, HR and managers) and understood escalation process for behavior that might be deemed counter to the spirit of our CPG.
Device Security

If you are traveling to the Austin All Hands with a device that has Mozilla data (laptop, personal cell phone/tablet with @mozilla gmail, etc) on it and your device has been retained for further inspection by border agents, or if your device has been inspected outside your immediate presence - and you believe your credentials have been compromised - you must notify the Enterprise Information Security team as soon as possible at infosec@mozilla.com or by calling Mozilla End User Services at +1 650-963-8811. (This number will be staffed 24x7)

We will work with you to reset your credentials and help you get your device back to a known good state either by getting you a new one (if it’s been taken), or by resetting it back to a verifiable Mozilla-approved installation.

Physical Security

Badges are required to access all meeting spaces and evening events.

In both hotels, our meeting space is consolidated to 2 floors and above ground level. The hotels have their standard security that would prevent anyone one coming in who is not a guest of the hotel or with our group, should anything in the city happen. Both of our offsite evening events will have security (and police) and a Mozilla event badge is required for entry.

While Texas law allows citizens, with a proper license, to openly carry handguns, Mozilla does not allow guns at any of our events.

We are aware of recent events in Texas that may cause concern for some folks. We'll continue to monitor events and if anything changes where we feel anyone at Mozilla could be at risk, we'll add more security to ensure everyone is safe.

Hotel

Hotels are reserved during registration. Mozilla will pay for your hotel room with a check in date of Monday, December 11 and a check-out of Saturday, December 16. Once hotels are assigned, we will share a link to self-book any pre/post stays at your hotel, should that be part of your plan. Please do not book your hotel through Egencia.

We are equally split between the JW Marriott Austin and the Hilton Austin.

Hotel Assignments & Confirmations

The hotels processed our reservations for the Austin All Hands beginning on October 31 and every Friday hereafter for any new hires/additions/changes. You should have received a confirmation email (to whatever email you registered with), from Hilton Hotels & Resorts: <hiltonhotels&resorts@res.hilton.com> or JW Marriott Austin <groupcampaigns@pkghlrss.com>. As a reminder, hotels are assigned loosely by team, but due to the split of the hotels, some teams may not all be at the same hotel. If you do not receive a hotel confirmation email by November 10th, please email mozilla@shworldwide.com (after checking your spam collector).

If you have any changes or questions about your reservation, email mozilla@shworldwide.com. The hotel cannot make changes to All Hands reservations (other than to add your guests - see #4) so we’d like very much if you didn’t try (it complicates things).

Payment on Check-in

Everyone will be required to present a form of payment on check-in for incidentals at $50 per day. This is a US hotel standard and we aren't able to waive it (we tried).

We recommend providing a credit card. You can provide a debit card, but they do put a hold of funds on your card and has been problematic for some international travelers in the past. If you are not able to provide a credit or debit card, email mozilla@shworldwide.com and we'll work with the hotel on accommodating.

Pre/post

Links to book pre (Dec 7-10) & post nights (Dec 16-18) with the hotels were shared in the "Hotel Confirmation" email sent on October 26. If you need the link again, please email mozilla@shworldwide.com

Travel

The Austin Egencia portal is open now and booking instructions have been emailed. Deadline to book travel is October 5.

To access, log into Egencia using your LDAP, click Book → Meetings → Austin All Hands. If you don’t see Austin All Hands, email bmark@mozilla.com and I’ll add you. Please do not book outside the portal. If you do not have an Egencia account, follow this link to create a temporary profile in Egencia and book for Austin. Please fly into and out of Austin-Bergstrom International Airport (AUS).

Should you need to reach someone for special circumstances or changes that can't be done online:

  • Call: +1 (877) 264-1622 or +1 (417) 521-0273; Monday - Friday 9 am - 6 pm Eastern (2 pm - 11 pm UTC). If you call outside these hours, you will get an after hours agent, who may not be as helpful.
  • Email: groupagents@customercare.egencia.com. The email is monitored Monday - Friday 9 am - 6 pm Eastern (2 pm - 11 pm UTC).

Important Details: Everyone should plan to arrive in Austin on Monday, December 11th and leave on Saturday, December 16th. Anyone who plans to arrive ahead of that or to stay longer, regardless of the reason, must follow the "arriving early/departing late guidelines." These guidelines also apply if you want to fly in or out of airports other than your home airport and Austin (anything custom). A few notes:

  • If you are a vendor (paid by a company other than Mozilla or Upwork), contractor, or seasonal staff, your manager must confirm your participation before you will be able to book travel. You will receive a separate email shortly if you have already been approved.
  • Volunteers will be handled separate from this process.
  • We work closely with Recruiting to ensure new hires are invited after their start date. No need to let us know about these.
  • If you would like to invite someone who is a partner, facilitator or some other category that isn't an employee or volunteer, email bmark@mozilla.com.
  • Change fees will be covered by Mozilla for business reasons only.

Arriving Early/Departing Late Guidelines

Our standard travel guidelines apply (pre-populated in Egencia) when booking with a few additional budget constraints. Anything booked outside of them will require approval. Most people will arrive on Monday, December 11 and leave on Saturday, December 16. Here are some exceptions:

  • If you live in a country where work travel is prohibited on weekends, you may travel on Friday, December 8 and Monday, December 18, if you’d prefer (not required). For hotel, you will book and pay on your own, and expense the manager approved amount (which is coded to your cost center).
  • If you live in a country where work travel is prohibited on Sunday (ex France), you may travel on Saturday, December 9 and Saturday, December 16, if you’d prefer (not required). You will get your Monday, December 11 and 18 off. For hotel, you will book and pay on your own, and expense the manager approved amount (which is coded to your cost center).
  • If you plan to spend some extra personal time in Austin or nearby (choosing to arrive before Monday, December 11 or depart after Saturday, December 16), you'll need to create an itinerary in Egencia for standard dates/locations within the Austin Portal and compare to the custom dates/locations you'd like. Please share the difference via email to bmark@mozilla.com or through the approval comment box when you submit the flight. You can sway up to +$100 over and Mozilla will cover it. Otherwise you'll need to come with an alternate itinerary that fits within the pricing (like a round trip in and out of AUS w/ longer dates, and you personally book & cover the rest). We do not have the ability for employees to reimburse Mozilla for any overage. This scenario also applies for routing through different airports to/from Austin than your home airport (ex. a layover in Chicago for a few days, or flying out of DFW instead of AUS). In all cases, flights in and out of Austin should be booked via Egencia.
  • If you are attending the Monday Core Influencer's event (by invite).
  • If you would like to arrive early to recover from jetlag, you will need manager approval for any additional costs associated with the extension. There is no unilateral "All Hands" approval based upon timezone to arrive early. For hotel, you will book and pay on your own, and expense the manager approved amount (which is coded to your cost center). This policy does not apply to volunteer contributors, any jetlag recovery costs must be self funded.

Booking Family Travel

Whether your family will accompany you on your flight or join us later; and you have two options: Direct or through Egencia.

If you choose to book family through Egencia, please first book your own flight and then call Egencia with your airline confirmation number (staff do have to go through Egencia). Otherwise, you can book family direct (either through the airline or through another third party) and call the ticketing airline(s) with both confirmation numbers and ask them to link your reservations, so they know you are traveling together. They should also be able to assign seats together. You will avoid the limited hours Egencia offers and avoid paying their ticketing fee.

If you prefer to book your family through Egencia, you can pay (including the Egencia booking fees) and coordinate with your own travel (recommend to book and then call/email Egencia with your itinerary number to match for family). Note that booking through Egencia does not put you on the same reservation, nor guarantee the reservations will be linked (you would still need to call the airline to link them).

  • Call: +1 (877) 264-1622 or +1 (417) 521-0273; Monday - Friday 9 am - 6 pm EST. If you call outside these hours, you will get an after hours agent, who may not be as helpful.
  • Email: groupagents@customercare.egencia.com. The email is monitored Monday - Friday 9 am - 6 pm EST. If you email, you will eventually need to call with a credit card (for fares & fees for family) and personal details of travelers, but the email can get the flights set-up. The agents will need to following information in the initial email to search for flights: Departure City (hometown) & Arrival City (should be AUS), Travel dates & Number of people traveling together + legal names

If your family is arriving on different flights than you but would like to take advantage of the shuttles on Monday & Saturday, email their itinerary to mozilla@shworldwide.com.

Please note: we are unable to accommodate volunteer contributor families/guests.

Travel Insurance

Mozilla provides emergency medical accident and illness cover for all global MoCo & MoFo employees/interns and their dependents. You can view more information on Mana. This coverage begins at the time the you leave home to start your business trip. It also has a provision for a 14 day extension for leisure travel outside of the business travel. If you have additional questions, please email benefits@mozilla.com.

Mozilla does not cover travel insurance for elancers, upworkers, contractors, vendors, or volunteers/community members.

Air Travel Fine Print

Change fees will be covered by Mozilla for business reasons only. If you need a change and have manager approval, email bmark@mozilla.com prior to requesting the change with Egencia. Once you have approval, call Egencia to make the change at +1 (702) 939-2530 or +1-877-264-1622 (note this will not be possible without prior approval so be sure to get that by way of an email from your manager to Brianna Mark). If you are changing for personal reasons, the change in airfare, change fee and Egencia fee is your responsibility.

Mozilla will not reimburse for Business/First class upgrades or tickets. Mozilla Frequent Flyer perks do not apply for All Hands.

Any submitted expenses needs to have an itinerary attached to ensure it is employee expenses only and within policy.

Ground Transportation

Airport Shuttle

All Mozillians and guests who have flights arriving anytime on Monday, December 11th in Austin-Bergstrom International Airport (AUS) and out on Saturday, December 16th, will be transferred to/from the hotels. If you arrive into another airport; or on a different date - ground transportation is on your own. If your family is arriving on different flights than you but would like to take advantage of the shuttles on Monday & Saturday, email their itinerary to mozilla@shworldwide.com.

Arrivals to Austin-Bergstrom International Airport (AUS)

The airport has two terminals, however most people will arrive in Barbara Jordan Terminal. Regional carriers fly into the new South Terminal.

For domestic flights, follow signs to the baggage claim and you will be greeted at the bottom of the escalator in the baggage claim area (even if you have no checked bags). Please identify yourself to the greeter holding a Mozilla sign and they will direct you to the shuttles. It takes anywhere from 20-40 minutes to get to the hotels.

For international flights, you will collect your luggage and pass through US customs. Upon exiting customs, you will be in the domestic baggage claim area where there will be greeters holding Mozilla signs. Please identify yourself to them and they will direct you to the shuttles. It takes anywhere from 20-40 minutes to get to the hotels.

If you have any difficulty connecting with the transportation staff, please call Kaitlyn Doyle, 309-238-7162.

Every shuttle will stop at both hotels. The first stop will be the Hilton Austin, and the second stop will be the JW Marriott. Please make sure you know which hotel you are staying in. During peak arrival times, there may be designated shuttles for each hotel - please make sure you pay attention to the shuttle you board.

Departures from Austin-Bergstrom International Airport (AUS)

Everyone departing on Saturday, December 16th, will receive transportation to the airport. Each hotel will have shuttles running from their lobbies. At the Hilton Austin, meet at the 5th Street entrance near Starbucks where you'll see staff that will direct you to the coaches. At the JW, the shuttles will be loaded from the main lobby entrance on 2nd Street.

If you have questions about arrivals or departures, please email mozilla@shworldwide.com.

Alternate Transportation Options

Options can be found on the AUS website.

The airport is 7.5 miles or ~15 minutes for the hotels.

Accessibility

Evenings

The Monday Night reception is at the Hilton Austin Governor's Ballroom on the 4th floor, accessible by the elevator & escalators. The Wednesday night event is at Stubb's Austin, with most activities being outside in a gravel covered space. We will be walking from the hotels (10-15 mins depending on hotel). The Friday Night Event is outside and requires shuttle transportation to and from the venue. If you require accessible transportation for any event, please email bmark@mozilla.com by December 1 so we can plan for you.

Listen Systems

We will have Listen Systems available for the Plenary on Tuesday. Visit the AV booth at the back of the room to pick one up.

Hotels

JW Marriott Austin

Accessible guest rooms have a 32 inch wide opening, Hotel has on site accessible self-parking, Meeting spaces are all accessible, Pool entrances are all accessible, Restaurants and lounges are all accessible, Self-operating lifts or sloped entry are available for all pools, Fitness center entrance is accessible, Main entrance is accessible, Pathway to registration desk is accessible, Registration desk is accessible, Route to accessible guest rooms is accessible, Service animals allowed for persons with disabilities.

Hilton Austin

The Following Features Are Available: Accessible Rooms, Accessible business center, Accessible concierge desk, Accessible exercise facility, Accessible guest rooms with mobility features with entry or passage doors that provide 32” of clear width, Accessible hotel restaurant, Accessible parking, Accessible parking spaces for cars in the self-parking facility, Accessible public entrance, Accessible registration desk, Accessible route from the accessible public entrance to the accessible guestrooms, Accessible route from the accessible public entrance to the registration area, Accessible route from the hotel’s accessible entrance to the meeting room/ballroom area, Accessible route from the hotel’s accessible public entrance to at least one restaurant, Accessible route from the hotel’s accessible public entrance to the business center, Accessible route from the hotel’s accessible public entrance to the exercise facilities, Accessible route from the hotel’s accessible public entrance to the spa, Accessible route from the hotel’s accessible public entrance to the swimming pool, Accessible swimming pool, Closed captioning on televisions or closed captioning decoders, Public Areas/Facilities accessible for physically challenged, Service support animals welcome, Swimming pool hoist for pool access, TTY for guest use, Valet only parking and Van-accessible parking in the self-parking facility.

Bathrooms

  • Hilton:Each set of bathrooms throughout the hotel have gendered bathrooms, as well as a gender neutral/family restroom.
  • JW: Each set of bathrooms in the meeting spaces have gendered bathrooms, as well as a gender neutral/family restroom.
  • Stubb's BBQ: Inside the main restaurant building are gendered bathrooms. Extra comfort stations (super fancy hired toilets) will be available at the back of the main outdoor space, and will be all gender bathrooms.
  • Starhill Ranch: Existing bathrooms within the historic buildings are gendered bathrooms. Extra comfort stations (super fancy hired toilets) will be available at the back of the main outdoor space, and will be all gender bathrooms.

Immigration

Any questions on immigration should be sent to immigration@mozilla.com.

If you are from a country that requires a B-1/B-2 business visitor visa to enter the US, please plan for it early as government processing times constantly change.

Please visit the following website to learn more about the visa application process and timing for your country: http://travel.state.gov/content/visas/english/visit/visitor.html#overview. Current estimated processing times at the US Embassies and Consulates abroad can be found at: https://travel.state.gov/content/visas/en/general/wait-times.html/

Some travelers may be eligible to travel to the United States without first applying for a B-1/B-2 visa, if they are eligible for the Visa Waiver Program (VWP or "ESTA"). You are eligible to apply for admission under the Visa Waiver Program (VWP) if you:

  • Intend to enter the United States for 90 days or less for business, pleasure or transit
  • Have a valid passport lawfully issued to you by a Visa Waiver Program country: http://www.esta.us/visa_waiver_countries.html
  • Have authorization to travel via the Electronic System for Travel Authorization: https://esta.cbp.dhs.gov/
  • Arrive via a Visa Waiver Program signatory carrier (all commercial airlines meet this requirement)
  • Have a return or onward ticket
  • Travel may not terminate in contiguous territory or adjacent islands unless the traveler is a resident of one of those areas
Employee Travel FAQ

This FAQ addresses questions about how to handle security concerns and electronic devices at the border and how to engage with US Customs & Border Protection (CBP). While it specifically focuses on concerns related to travel to the United States, much of this guidance is applicable to travel elsewhere. Mana access required.

Pocket Letter

A pocket letter is recommended to keep on hand for those who are entering the United States. It should accompany you whether or not you are required to have a visa to enter. You may request a copy of that letter when you register. Please contact immigration@mozilla.com if you require a specific letter for your visa application or if you have any questions regarding your citizenship, visa capabilities or travel related questions.

ESTA Point of Contact

In the ESTA application you need to give a "U.S. Point of Contact Information".

Please list Casey McGill as your US Point of Contact. Address: 331 East Evelyn Avenue, Mountain View, CA 94041 Phone: 408.505.3028

Shipping To & From Austin All Hands

  • Both the JW Marriott and the Hilton Austin will receive packages on your behalf via their Fedex & UPS stores respectively. Mozilla incurs a handling charge for each package, so please ship responsibly.
  • Please make time to PICK UP your packages from these stores to avoid expensive delivery charges.
  • Do not address any of your packages to SHW or Brianna.
  • All packages should arrive 3-5 days ahead of the start of the conference.

General guidelines

Shipping from a Mozilla office? Enter a Hub Shipping request.
International shipments

Deadline to ship Mon Nov 27th

International shipments need description, value & country of origin

North American shipments

Deadline to ship Fri Dec 1st

TO JW Marriott


JW Marriott guests pick up packages at the Fedex Store on the 5th floor of the hote.
Hours: M-F 07:00-19:00; S-S 09:00-17:00
Ph:+1-512-391-1816.
More info here.

Please address your packages like this:
Hold for Guest: (Guest Name) (Guest Cell #)
c/o Fedex Office at JW Marriott Austin
110 E 2nd Street
Austin, TX 78701
(Mozilla All Hands)

TO Hilton Austin


Hilton Austin guests will pick up packages at the UPS Store located in the hotel.
Hours: M-F 07:00-19:00; S-S 09:00-17:00.
Ph:+1-512-682-2828
Large Deliveries need to be scheduled in advanced.
See more here
Address your packages like this:

Mozilla All Hands
Dec 11-15
Guest Name
Guest Phone #
Hold for arrival date: Dec XX (your arrival date)

Hilton Austin
500 East 4th Street
Austin, TX 78701

Austin All Hands Expense Policy

1. All "All Hands" Expenses must be submitted on 1 (and only 1) Expense report (e.g. Austin All Hands Expense Report)

2. It must contain only those expenses relative to the All Hands Event (5-10 days of pre-post activity only)

3. If your submitted expense report for All Hands is submitted outside these guidelines, it will be rejected and you will be asked to re-submit with only All Hands Expenses

4. The deadline to submit the Austin All Hands Expense Report is December 31, 2017.

5. Expenses related to team events, parking, room service, mini-bar charges, and food/drink costs above the vouched amounts, will not be approved.

The intention of our all hands are to centrally organize a structure that includes:

  • Meals (two/day + snacks)
  • Transportation^
  • Accommodations
  • Some number of social events

Due to the nature of the Austin All Hands, employees will be expensing specific meals. The amount that can be expensed will be communicated and expenses submitted can not exceed the approved amounts. Any social events that are not part of our central plan will generally be self-organized and funded by participants.

Cell phone reimbursement policy

Cell phone reimbursement must be approved by your manager prior to submitting the expense. Teams will decide for their staff what is appropriate to expense.

Internet reimbursement policy

Internet will be provided in all guestrooms and meeting space in all hotels. If you opt to upgrade/add service, those costs are not reimbursable, unless previously approved by your manager and are for business reasons.

If you have questions about any of this, please reach out to bmark@mozilla.com

Families/Guests in Austin

Of course our focus, for the majority of the week, will be on Mozilla. Everyone is expected to be present and engaged each day, during work hours (as your schedule dictates). Please do what you can to make sure your loved ones understand the kind of commitment you’ve made. Family should not join you during your work sessions (other than the more tiny beings) and meals. Please note that what are able to do for families varies by each location.

Please note: we are unable to accommodate volunteer contributor families/guests.

Quick summary logistics

Air Travel Family travel can be booked/coordinated through Egencia by calling direct; or on your own. Employees do need to book via Egencia regardless of how families are booked.

Hotel They are welcome to stay with you, however, any additional room expenses will be yours to cover. All room rates are based upon single occupancy and costs to add guests vary by hotel. Breakfast is not inlcuded in any of the guest room rates. Hotels will be assigned based upon team and a part of registration. Once hotels are assigned, we will provide a link or contact add guests.

Breakfast Family members who are registered for the event and registered with the hotel are invited to join us for breakfast each morning. Breakfast will be provided on Tuesday, December 12th - Saturday, December 16th.

Lunch & Dinner Family will be on their own for lunch daily and dinner on Tuesday & Thursday.

Monday, Wednesday & Friday Night Events Family members who are registered for the event and registered with the hotel, are invited to join us for our three evening events.

Family Friendly Activities

Childcare/Nanny Services in Austin

  • Toybrary Austin, 7817 Rockwood Lane, Suite 101, Austin, TX 78757, Phone: (512) 765-4174, Email: liza@toybraryaustin.com, Description:Drop off child care, toy lending and baby gear rental for out of town visitors! Child care is just $10/hr., nights included. Group babysitting available. Or drop in with your child to play in our play space for just $5. We have tents, tunnels, costumes, a train table, a slide, push toys, pull toys, bikes, and trikes. With over 1200 toys to borrow, you'll find everything a 1-5 year old could desire. Come play!
  • Austin's Best Sitters and Nannies, 5210 Maulding Pass, Austin, TX 78749, Phone: (512) 892-2139, Email: mlesquell@austin.rr.com, Description: Professionally managed childcare/nanny service with over 40 years experience. Thoroughly screened sitters and nannies for convention, hotel, wedding and company events.
  • Mom's Best Friend, 1101 Capital of Texas Hwy. South, Bldg. H, Ste. 200, Austin, TX 78746, Phone: (512) 346-2229, Email: aimee@mbfagency.com, Description: Mom’s Best Friend is a household staffing, nanny, and senior care agency selecting highly qualified, trusted professionals to serve the needs of families since 1994. More than a nanny service,

Extracurricular Activities

Costs for these activities are self-funded and can not be expensed. Feel free to add activities and invite others.