All Hands/Whistler2019

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What is it? -- Multiple team meetings, happening in the same city, at the same time + some opportunity to get together as one big group as well as with other teams as it makes sense. 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 and Location

Monday, June 17 - Friday, June 21, 2019 (travel days are Monday the 17th & Saturday the 22nd) in Whistler, British Columbia, Canada.

We have guestrooms at seven hotels in Whistler Village - Fairmont Chateau Whistler, The Westin Resort & Spa, Whistler, Delta Hotels Whistler Village Suites, Crystal Lodge, Hilton Whistler Resort & Spa, Aava Whistler Hotel, Pan Pacific Whistler Mountainside and Pan Pacific Whistler Village Centre. We will have meetings at the Whistler Conference Centre and three hotels (Fairmont, Westin, Delta). Here is a map that will also be on the back of your badge.

*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.

Registration

Registration is now closed. 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. This includes facilitators, and other related business guests.

New Hires

We have a process to identify new hires each Monday and Brianna will invite all new hires to register and book travel directly on their start date. No action is necessary from hiring managers other than to let them know about the event (please do not forward any links). Please work closely with your recruiting manager as they are aware of all deadlines.

All regular full time new hires must have a start date of May 28 or earlier and in workday by May 10. Final invites will be extended on May 13. Contractors/vendors who are hired after March 21 will not be invited. All eligible attendees have been invited as of May 13, 2019. If you have any questions, please email bmark@mozilla.com.

Immigration

It is important to look into your entry requirements early as some may need to schedule an in-person biometrics appointment. You can check here to see whether you require only a valid passport, an eTA, or a visa to enter Canada: http://www.cic.gc.ca/english/visit/visas.asp. You should also research whether you need a transit visa if you have a layover or change planes in a country that requires it.

If you do need a visa you can request a visa invitation letter during registration.

Those who have committed certain legal infractions are not allowed to enter Canada (known as “inadmissible” under Canada’s immigration law). Check here to see if you might be "inadmissible" (you could be turned away at the border if you are inadmissible, so best to know ahead of time!): http://www.cic.gc.ca/english/information/inadmissibility/index.asp and http://www.ezbordercrossing.com/the-inspection-experience/prior-criminal-offenses/crossing-canadian-border-with-a-dui/#.VThVDRfnfVp

If you have concerns about being inadmissible while traveling to Canada for All Hands, please reach out to Casey McGill on the immigration team at cmcgill@mozilla.com as soon as possible.

Week at a Glance

View Week at a glance

Monday

Tuesday

  • Centrally located breakfast (incl guests) & lunch (no guests)
  • Whistler voucher dinner

Wednesday

  • Centrally located breakfast (incl guests) & lunch (no guests)
  • Demos (no guests)
  • Whistler voucher dinner

Thursday

  • Centrally located breakfast (incl guests) & lunch (no guests)
  • Whistler voucher dinner

Friday

  • Centrally located breakfast (incl guests) & lunch (no guests)
  • Closing event at The Roundhouse (top of Whistler Mountain, by ski lift)
    • accessibility note: Whistler Mountain is more accessible to the wheelchair user than Blackcomb Mountain. The Village Gondola can accommodate a person in a wheelchair Guests can ride to the top of Whistler on the gondola and easily access the Roundhouse, through a wheelchair accessible door and lift.

Saturday

  • Breakfast (incl guests)
  • Departure day only. No scheduled activities.

Whistler All Hands Event Calendar

Here: https://whistlerallhandsjune2019.sched.com/.

Don't see stuff for your org yet? Don't fret! The schedule changes regularly as meetings and events are confirmed. Keep checking back. Team specific events are managed by team EAs.

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 past All Hands, it still works, just log in with that.

Add items to your calendar

Select the circle on any agenda item to add it to your calendar (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 have 400 items on your calendar, just select your calendar. It will add anything on your calendar 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 from any mobile device (https://whistlerallhandsjune2019.sched.com/mobile) - 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.

Filters

Filters

We have filtering functionality. You can filter by: Departments (ex: People) AND Functional Teams (ex: People & Capabilities)

  • 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.

Meeting Things

  • Wifi networks - each meeting venue will have their own wifi networks. Details will be in the "Know Before You Go" email, as well as daily emails. Each hotel has their own connection for guestrooms - please ask at the front desk of your hotel.

Shipping

We aren’t doing centralized shipping and recommending that people check bags vs shipping to avoid delay in mailed customs processing (and high shipping rates). If you can’t check it, ship it to yourself at your hotel.

Food, Drink & Events

Breakfast, lunch & snacks will be provided and paid for centrally for attendees.

  • Breakfast is provided at the Whistler Conference Centre Tuesday - Saturday.
  • Lunch is provided Tuesday - Friday (you eat where your homeroom is).

Menus for all events are here.

Coffee/Espresso will be served by Mt. Currie Coffee Tuesday - Friday from 7 am - 10 am in the Whistler Conference Centre.

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.

Hosted Evening Events

Monday Night Welcome Reception

You made it! Now join everyone else at the Whistler Conference Centre from 6:00 pm - 9:00 pm for food, fun, and maybe (definitely) some dogs & puppies.

We'll have some human and furry visitors from WAG with us in our outdoor Barking Lot where we can get those cuddles in that we'll miss while we're away from home, plus help socialize adoptable animals. The Barking Lot will be located outside - away from food - where those who prefer to avoid the furry friends can.

Friday Night Closing Event - Camp Mozilla

We are headed to Summer Camp. The traditional view of a summer camp is a woody place with hiking, canoeing, and campfires is changing - sounds like Whistler, right? Summer camp is unique around the globe but we'll take the traditional Canadian version for our final night in Whistler.

We'll ride up the Gondola (for about 25 mins) to the top of Whistler Mountain (first Gondola will depart at 6:35 pm). Once you arrive at 7:00 pm, we'll have some camp counselors to help you get around and find all the activities, food (all the food, and of course, s'mores), rock band karaoke, and photobooths. There will be plenty of ways to express your inner kid in creative ways, or simply enjoy the view. The last Gondola down will leave at 11:00 pm.

Come to Camp Mozilla dressed as you like, but a traditional summer camper would wear shorts, t-shirts, bracelets, shades, patches, colorful hats, bandanas, tie-dye and more.

Note: Whistler Blackcomb ski resort has banned smoking on their property including the ski, bike and hiking areas, lift lines, restaurants and parking areas. Roundhouse Lodge (our Friday evening venue) is part of Whistler Blackcomb ski resort and 100% non-smoking.

Tuesday, Wednesday & Thursday Night Dinners

You'll be on your "own" for these three evenings and we'll provide pre-paid vouchers for specific restaurants in Whistler Village (upper and lower options). You will get 3 vouchers when you pick up your badge for All hands - 2 for $40 and one for $50. Do not lose your vouchers - put them somewhere really safe.

Notes on vouchers:

  • The voucher amount is all inclusive, keep in mind to factor in tax (13%) and gratuity for your server (15% is standard).
  • You do not get money back on a voucher (if you spend $30 and provide the $40 voucher, the voucher is done)
  • Vouchers have no cash value and can not be used for anything except dinner June 18-20.
  • Lost vouchers will not be replaced.

You will NOT be submitting expenses for these evenings, and any costs above the vouchers will not be reimbursed. A list of participating restaurants is here.

Groups, Restaurants & Reservations

Tuesday, Wednesday and Thursday are open group dinners. All large (six or more people) reservations should go through Lisa Carlson (email lcarlson@mozilla.com, Slack @lisa) - she has contacts at every restaurant that accepts the vouchers, and can make it a smooth process for all. She is happy to help with reservations for fewer than six as well.

The fine print on dinners and vouchers
  • Team events must be hosted using the vouchers, and stay within the voucher amount.
  • No expenses over voucher amounts will be approved. Dinners must stay within the voucher amount provided, at restaurants on the approved list.
  • Volunteer Contributors will have their own vouchers.
  • In no case should employees expense or use MoCo corporate cards to cover purchases of alcohol outside of team dinners or the vouchers. Any costs above the voucher amounts, or restaurants who are not on the voucher list are not approved expenses, nor should MoCo corporate cards be used to cover any overage.
  • As all restaurants are within Whistler Village, transportation costs are not approved expenses.
  • All restaurants in Whistler recommend advance reservations.

Wellness

We will be offering outdoor fitness classes each morning and early evening. Advance sign up will not be required, but recommended if you want a custom Mozilla towel. Sign up here.

  • Sign up is not required, but recommended if you want swag and reminders.
  • 1 hour bootcamp style class, with easy accommodations for anyone. Expect to jump, run, lift and more.
  • Bring: water bottle
  • Attire: whatever you are comfortable working out in. Recommend athletic shoes at a minimum.
  • Guests are welcome. Waivers will be signed when you arrive. No one under 12 will be permitted at Rebagliati Park, no one under 18 permitted at CORE.
Tuesday, June 18
  • 6 AM Rebagliati Park
  • 5:30 PM CORE fitness Studio
Wednesday, June 19
  • 6 AM Rebagliati Park
Thursday, June 20
  • 6 AM Westin, Emerald Ballroom C
  • 5:30 PM CORE Fitness Studio
Friday, June 21
  • 6 AM Rebagliati Park
Saturday, June 22
  • 7 AM CORE Fitness Studio

CORE Fitness Studio is located at 4010 Whistler Way, right outside the main entrance of the Whistler Conference Centre. Rebagliati Park is tucked beside the covered bridge between the Upper and Lower Village and bordered by Fitzsimmons Creek.

Hotel

Hotels are reserved during registration. Mozilla will pay for your hotel room with a check in date of Monday, June 17 and a check-out of Saturday, June 22. A link to self-book any pre/post stays at your hotel will be available, should that be part of your plan. Please do not book your hotel through Egencia.

Payment on Check-in

Everyone will be required to present a form of payment on check-in for incidentals. Upon check-in, the hotel will place a pre-authorization hold on your credit card for any incidentals you may incur during your stay (varies by hotel). Upon departure, the hold on your credit card will be removed.

We recommend providing a credit card. You can provide a debit card (but we really do not recommend it), 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 your needs.

Early Check-in or Late Check Out

Generally, check in begins at 4:00pm (varies by hotel). If you arrive before this time, you may preregister at the Front Desk. Should your room not be available, the Bellstand can assist you in storing your luggage while you begin to enjoy Whistler Village. Please note that hotels are unable to guarantee early check-in unless you pre-pay for the previous night.

Checkout time is at 11:00am.

Early Departure

Please contact mozilla@shworldwide.com if you change your reservation once you check in. There is typically an early departure fee, but we can sometimes negotiate the fee if we are made aware.

Pre/post

Links to self-book any pre/post stays - pre (June 14-16) & post nights (June 23-25) - will be emailed once hotels are assigned.

Travel

The Egencia portal instructions were emailed to anyone approved to attend. New hires will have individual deadlines based upon hire/start date. Approved contractors, vendors, seasonal, status employees have been notified with an email from bmark@mozilla.com with specific instructions.

Specific instructions were emailed to you about how to book, as we have a new process for anyone based outside the US, Canada & Central/South America. You will NOT be booking your All Hands travel in the new country based site.

To help you choose yours flights, please keep the below shuttle times in mind. Shuttles TO Whistler from YVR will be provided for flights arriving:

  • Sunday, June 16 between 10:00 and 17:00 (flight LANDING time)
  • Monday, June 17 between 07:00 and 21:00 (flight LANDING time)

Shuttles TO YVR will be provided for flights with scheduled flight departure times (and you should plan to leave Whistler 5+ hours prior to your flight):

  • Saturday, June 22 between 06:00 and 23:00 (flight DEPARTING time)

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

  • Call: +1 (877) 264-1622 or +1 (417) 521-0273; Hours of operations are Monday – Friday (except holidays) 5:00 AM– 5:30 PM PST or 8:00 AM – 8:30 PM EST (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.

Important Details: Everyone should plan to arrive in Vancouver (YVR) on Monday, June 17 and leave on Saturday, June 22. 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 Vancouver (anything custom). A few notes:

  • If you are a vendor (paid by a company other than Mozilla or Upwork), contractor, or seasonal staff, those approved have been sent separate email.
  • 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 business partner, facilitator or some other category that isn't an employee or volunteer (not a personal guest/family), 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, June 17 and leave on Saturday, June 22. Here are some exceptions:

  • If you live in a country where work travel is prohibited on weekends, you may travel on Friday, June 14 and Monday, June 24, 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). You will stay in Vancouver any extra nights, as you'll still be responsible for taking the provided transportation. You must have approval from our benefits team in writing (and send to bmark@mozilla.com) prior to booking any travel. Approvals and expenses will not be applied retroactively.
  • If you live in a country where work travel is prohibited on Sunday, you may travel on Saturday, June 15, 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). You will stay in Vancouver any extra nights, as you'll still be responsible for taking the provided transportation. You must have approval from our benefits team in writing (and send to bmark@mozilla.com) prior to booking any travel. Approvals and expenses will not be applied retroactively.
  • If you plan to spend some extra personal time in Vancouver/Whistler or nearby (choosing to arrive before Monday, June 17 or depart after Saturday, June 22), you'll need to create an itinerary in Egencia for standard dates/locations within the Egencia 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 YVR 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 Vancouver than your home airport (ex. a layover in Chicago for a few days, or flying out of something other than YVR). In all cases, flights in and out of Vancouver should be booked via Egencia.
  • If you are attending the Sunday/Monday CI event (by invite), you can arrive on Sunday, June 16.
  • 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). You will stay in Vancouver any extra nights, as you'll still be responsible for taking the provided transportation. If you choose to go to Whistler early or stay late, self-booked transportation costs will not be reimbursed. 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 with the airline (recommended) or through Egencia.

Direct (recommended):

First, figure out which flights you want to be on as an employee in Egencia. Hold them in Egencia. Find the flights you want for your family on the airline site and book them. Go back to Egencia and book your flights. Once you have both sets of confirmation numbers, call the airline and ask them to LINK your two reservations. This shows that you are traveling together and shouldn't be moved. When you call, you can also ask the airline agent to assign seats together. By booking your family direct on the airline, it gives them "priority" with the airline over people who book via a third party (expedia, booking.com, kayak, etc). These aren't guarantees, but they do help.

Via Egencia:

We do not recommend booking family through Egencia. If you'd like details about how to do it, please email bmark@mozilla.com

Notes:

  • If your family is arriving on a different flights than you but would like to take advantage of the airport shuttles on Sunday/Monday and/or Saturday, please email their itinerary to mozilla@shworldwide.com.
  • No matter how you book, give yourself a lot of time on departure. We recommend leaving Whistler FIVE hours prior to your flight, longer with family.
  • We are unable to accommodate volunteer contributor families/guests.

Not Flying

Mozilla will reimburse for mileage and parking (not valet) for those based in the BC area. For those outside of the BC area who are driving, Mozilla will reimburse for mileage up to the equivalent of a benchmark flight. We will not reimburse for mileage if you booked a flight.

Parking options vary by hotel (many don't have lots, or have valet only parking). Non-hotel parking options here. We will not reimburse for valet parking, rental cars, taxis, Lyft/Uber or any other transportation to Whistler EXCEPT the Whistler Shuttle or YVR SkyLynx if you land outside the shuttle windows. If you are choosing to extend your stay on either side, transportation costs are not-reimbursable.

Travel Insurance

Mozilla provides emergency medical accident and illness cover for all global MoCo 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 (unless required for visa application).

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 into YVR per below will be transported to Whistler (scheduled arrival time of flight):

  • Sunday, June 16 between 10:00 and 17:00 (flight LANDING time)
  • Monday, June 17 between 07:00 and 21:00 (flight LANDING time)

Note - this is different than recent All hands.

All Mozillians and guests who have flights departing from YVR per below will be transported from Whistler (scheduled departure time of flight):

  • Saturday, June 22 between 06:00 and 23:00 (flight DEPARTING time)

Transfer time between the airport and Whistler is 2-3 hours depending on time of day.

If you arrive into another airport; or on a different date - ground transportation is on your own to book and pay for, and must have manager approval to expense to your team cost center travel budget. 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 Vancouver (YVR)

International Arrivals
Upon arrival at Vancouver International Airport follow signs to the Canadian Immigration & Customs area. Please have your passport and Customs/Immigration Card ready for the Immigration Officer. After you collect your bags and exit the baggage claim area, you will find staff in purple Mozilla t-shirts, holding Mozilla signs, and will be escorted outside to the buses. Your transfer time to Whistler is approximately 2 hours and there will be water and snacks on board.

Domestic Arrivals
Upon arrival at Vancouver International Airport follow signs to the baggage claim area. After you collect your bags and exit the baggage claim area, you will find staff in purple Mozilla t-shirts, holding Mozilla signs, and will be escorted outside to the buses. Your transfer time to Whistler is approximately 2 hours and there will be water and snacks on board.

Monday Vancouver Shuttle
Departure time: 1:00 pm (Please arrive by 12:30 pm)
Departure Location:Meet at 900 Canada Place (Fairmont Waterfront Hotel). You will find staff in purple Mozilla t-shirts at the corner of Howe St / W Cordova St (by the side entrance to Fairmont Waterfront & the Waterfront Centre Food Court). Your transfer time to Whistler is approximately 2 hours.
Arrival Location: Whistler Conference Centre (likely with some shuttles to further hotels)

Departures from Whistler to Vancouver International Airport (YVR)

Everyone departing on Saturday, June 22 with flight departure times of 06:00 and 23:00, will receive shuttle transportation to YVR. These shuttles will leave from the Westin, just like arrivals. You will depart the hotel 5+ hours prior to your flight time - this allows for a 2 hour transfer time and 3 hours at the airport.

Shuttles will depart from the Westin and Fairmont on the hour starting at 01:00, and ending at 17:00. You have been assigned a shuttle departure time (grid below). Please be in the lobby 15 minutes prior to the time listed below.

Staff wearing purple Mozilla t-shirts will be in the lobby of each hotel to help you load the buses. Please check in with them prior to boarding and let them know if you are flying International or Domestic (different stops at the airport).

  • If you are staying at the Westin: Check in with lobby staff 15 minutes prior to your shuttle time.
  • If you are staying at the Hilton, Crystal Lodge or Aava: Walk (with your luggage) to the Westin and check in with lobby staff 15 minutes prior to your shuttle time.
  • If you are staying at the Fairmont: Check in with lobby staff 15 minutes prior to your shuttle time.
  • If you are staying at the Delta, you have been assigned a shuttle departure time from YOUR hotel. You will get picked up at in a smaller vehicle at your hotel 30 minutes prior to the grid below and transported to Fairmont, and then shuttled to YVR. Please be in the lobby of your hotel 45 minutes prior to the time listed below.
Your Flight Departure Time: Your Hotel Shuttle Time:
6:00 AM - 6:59 AM 1:00 AM
7:00 AM - 7:59 AM 2:00 AM
8:00 AM - 8:59 AM 3:00 AM
9:00 AM - 9:59 AM 4:00 AM
10:00 AM - 10:59 AM 5:00 AM
11:00 AM - 11:59 AM 6:00 AM
12:00 PM - 12:59 PM 7:00 AM
1:00 PM - 1:59 PM 8:00 AM
2:00 PM - 2:59 PM 9:00 AM
3:00 PM - 3:59 PM 10:00 AM
4:00 pm - 4:59 pm 11:00 AM
5:00 pm - 5:59 pm 12:00 PM
6:00 pm - 6:59 pm 1:00 PM
7:00 pm - 7:59 pm 2:00 PM
8:00 pm - 8:59 pm 3:00 PM
9:00 pm - 9:59 pm 4:00 PM
10:00 pm - 11:59 pm 5:00 PM * Last Shuttle
Bringing family?

If you are bringing family and are all arriving on Monday, June 17 and departing Saturday, June 22, you may all use our company-arranged transportation provided you request it ahead of time (for your guests). You will do this during registration.

Recommended Airport Shuttle (for outside Mozilla shuttle times)

Approved shuttle: https://www.ridebooker.com/events/all-hands-2019 (note this is a Mozilla specific link with a discount). They accept bookings to Whistler for flights arriving between 08:00 and 20:00. For trips to YVR or Vancouver, the schedule is here: https://www.whistlershuttle.com/schedules/whistler-to-vancouver-airport-yvr

Mozilla will reimburse for mileage and parking up to $30CAD/Day (not valet) for those based in the BC area. For those outside of the BC area who are driving, Mozilla will reimburse for mileage up to the equivalent of a benchmark flight. We will not reimburse for mileage or parking if you booked a flight.

Parking options vary by hotel (many don't have lots, or have valet only parking). Non-hotel parking options here. We will not reimburse for valet parking, rental cars, taxis, or any other transportation to Whistler EXCEPT the Whistler Shuttle if you land outside the shuttle windows. If you are choosing to extend your stay on either side for personal time, transportation costs are not-reimbursable. If you are leaving Friday, Whistler Shuttle is reimbursable up to $58 CAD.

Vancouver Shuttle

MONDAY, June 17

  • Departure time: 1:00 pm (Please arrive by 12:30 pm)
  • Departure Location: Meet at 900 Canada Place (Fairmont Waterfront Hotel). You will find staff in purple Mozilla t-shirts at the corner of Howe St / W Cordova St (by the side entrance to Fairmont Waterfront & the Waterfront Centre Food Court). Your transfer time to Whistler is approximately 2 hours.
  • Arrival Location: Whistler Conference Centre (likely with some shuttles to further hotels)

SATURDAY, June 22
Shuttle from Whistler to Vancouver (not the airport). Shuttles will depart from the Westin and Fairmont at 11:30 am (just reverse of arrivals)

  • If you are staying at the Westin, Hilton, Aava or Crystal Lodge, please meet in the Westin Lobby at 11:15 am.
  • If you are staying at the Fairmont, please meet in the Fairmont lobby at 11:15 am.
  • If you are staying at the Delta, or either Pan Pacific, please meet in YOUR hotel lobby at 11:00 am. We’ll put you on a smaller bus to get you to the Fairmont (so you don’t have to drag your luggage).

Staff wearing purple Mozilla t-shirts will be in every lobby of each hotel to help direct you.

Arrival Location: 900 Canada Place (Fairmont Waterfront Hotel).

If you have questions or no longer need this transportation, please email mozilla@shworldwide.com.

Arriving early and/or leaving late (w/ or w/out family)?

If you arrive/depart other than the times listed below, you will have to arrange for your own ground transportation, to and from YVR, including rental cars and parking.

  • Sunday, June 16 between 10:00 and 17:00 (flight landing time)
  • Monday, June 17 between 07:00 and 21:00 (flight landing time)
  • Saturday, June 22 between 06:00 and 23:00 (flight departing time)

Safety & Security

Alcohol at Events

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

  • All participants 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.
  • Team dinners should 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 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.

Accessibility

Evenings

Monday Night reception is at the Whistler Conference Center, on the main level. No stairs or elevators required.

Friday Night reception is at the Roundhouse, on the top of Whistler Mountain. Access is via 25 min ride on a gondola. If you have questions/concerns about this, please reach out to bmark@mozilla.com.

Meeting spaces

  • Fairmont: floorplans available here. There is a small lift available just before entering the meeting space on the right. Once on the main meeting space floor, no lifts or elevators are required. 3rd floor meeting rooms are accessible by guestroom elevators.
  • Westin: floorplans available here. All meeting space levels are accessible by guestroom elevators.
  • Delta: floorplans available here. All meeting space is on the ground level, located just off the lobby.
  • Whistler Conference Centre: virtual tour and floorplans available here. Main level (where breakfast and plenary is) is ground level. Lower level is accessible via elevator just inside the lobby.

Listen Systems

We will have Listen Systems available for any meeting in the Sea to Sky Ballroom A. Visit the AV booth at the side of the room to pick one up.

Bathrooms

The Whistler Conference Center has 4 bathrooms on the main level - 2 gendered bathrooms (with multiple stalls each), 1 non-gendered (multiple stalls) and one non-gendered accessible bathroom.

The Westin has private accessible washrooms on the Lobby Level - by west elevators between men's and women's washroom and the Second Level by west elevators behind Alpine foyer between men's and women's washroom.

The Fairmont meeting spaces have two sets of bathrooms, one by the Macdonald and the other by the Frontenac. Both are stalls are gendered bathrooms, and they do not have separate family or non-gender bathroom options on the meeting space floor. The bathroom next to the Frontenac/Empress does have a larger wheelchair accessible stall in each. The two sets of bathrooms in the lobby area are the same. 3rd floor meeting rooms have a single bathroom inside each room that is not gender specific.

Delta has gendered washrooms located close to the meeting space and have accessible stalls.

Breastfeeding/pumping stations

We will have a guestroom available at Westin and Fairmont for breastfeeding/pumping families. Grab a key to the room from the event info desk when you need it (we'll tell you the guestroom number), and turn it back in when you are done. The rooms will have a fridge so you can store what you need for the day, and take it to your guestroom at your hotel at the end of the day. Please plan your day to pick up your stored items at 5:00 pm each day. There is not currently an option at Delta or Whistler Conference Centre, please reach out to bmark@mozilla.com if you think you need an option at either location. Milk Stork Services are reimbursable - please contact benefits@mozilla.com for more information.

Smoking in Whistler

Whistler has strict smoking regulations. Smoking in the Resort Municipality of Whistler is prohibited in the following areas:

  • in or within 10 metres of the perimeter of an outdoor customer service area;
  • within a 10-metre buffer below any opening into a building, including a door or window that opens or air intake;
  • in a park or on the Valley Trail; and
  • in all public plaza areas (e.g. Town Square, Village Common, Village Square and Mountain Square) or on the Village Stroll.

The municipality's goal is voluntary compliance with the smoking regulation bylaw, however, Bylaw Officers may issue a ticket of $200 for smoking in an area prohibited by Whistler's smoking bylaw. Bylaw enforcement will include targeted education; signage; rotating Bylaw Officer presence in the Village and community and on the Valley Trail; and increased ticketing and enforcement when the fire danger rating is high or extreme.

For more information: https://www.whistler.ca/municipal-gov/bylaws-and-regulations/smoking-regulations

Whistler Blackcomb ski resort has banned smoking on their property including the ski, bike and hiking areas, lift lines, restaurants and parking areas. Roundhouse Lodge (our Friday evening venue) is part of Whistler Blackcomb ski resort and 100% non-smoking.

Please inquire with your specific hotel about any approved smoking areas.

Families/Guests

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. Please note that what are able to do for families varies by each location. We are unable to accommodate volunteer contributor or intern families/guests at our All Hands.

Quick summary logistics

Air Travel

Employees do need to book via Egencia regardless of how families are booked. See Air Travel above for specifics and recommendations.

Hotel

Family/friends 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 included in any of the guest room rates.

Breakfast

Family/guests who are registered for the event and registered with the hotel are invited to join us for breakfast each morning. One note is that our all hands will start at 8:30 am and your family will need to stay in the foyer once we get started. Breakfast will be provided on Tuesday - Saturday.

Lunch & Dinner

Family will be on their own for lunch daily and dinner on Tuesday, Wednesday & Thursday.

Monday & Friday Night Events

Family members who are registered for the event and registered with the hotel, are invited to join us for our evening events.

Family Friendly Activities

Visit here for several options.

Childcare Services

We will not provide centralized childcare services in Whistler. Please visit here for Childcare, Babysitting & Camp options.

Breastfeeding/Pumping Options

See here

Whistler All Hands Expense Policy

1. All "All Hands" Expenses must be submitted on 1 (and only 1) Expense report (e.g. Whistler All Hands Expense Report). Each expense must be tagged with "All Hands - June 2019"

2. It must contain only those expenses relative to the All Hands Event in Whistler. For Tuesday, Wednesday, and Thursday evenings, no expenses above the provided voucher amount is reimbursable.

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 All Hands Expense Report is July 31, 2019.

5. Expenses related to team events (except those coordinated through Lisa Carlson by May 28, 2019), parking, room service, mini-bar charges, and food/drink costs above the vouched amounts, will not be approved.

6. Approved ground transportation outside of the Mozilla shuttle is the Ridebooker Shuttle, not to exceed $58CAD+tax each way.

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

  • Meals (2 evening events + Vouchers for 3 nights + breakfast, lunch, drinks and snacks Tuesday - Friday)
  • Transportation
  • Accommodations

Expenses submitted can not exceed the approved amounts. Any social events (except dinners/team building activities coordinated through Lisa Carlson by May 28, 2019) that are not part of our central plan will generally be self-organized and funded by participants.

Travel expenses policy

Reimbursement will be made for necessary and reasonable expenses.

  • Getting to/from home to your airport: We ask that you use the most economical option, while balancing your personal needs - whether that be mileage/parking, public transportation or ride shares. We will not reimburse for car services or car rental.
  • Per standard Mozilla travel policy, Travel Meal Policy: Employees are eligible for travel meals when traveling. For Meals: There is a $75 per day meal policy while traveling. This covers breakfast (est. $15), lunch (est. $20), and dinner (est. $40). Receipts: Receipts are required. When submitting a meal for reimbursement, please include how many people attended the meal. There is no need to include names.
  • We will not reimburse for seat/class upgrades. Frequent flyer status does not apply for All Hands.
  • We will reimburse for bag checking fees.

Any other expenses must be approved by your manager ahead of time. Any expenses for extending your stay for business reasons - such as additional hotel nights, meals, etc must be approved by your manager before booking and travel.

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.

Mileage/parking/shuttle reimbursement policy in BC

Folks driving up from Vancouver (or surrounding BC area) can submit for reimbursement for mileage. We will reimburse for self parking up to $30CAD/Day (no valet)

Folks who are driving from Portland/Seattle can submit for reimbursement for mileage up to the equivalent of a benchmark flight from your home city. Your mileage “receipt” needs to be a benchmark flight itinerary showing the cost at the time of booking (not a map). We will not reimburse for parking for those from Portland/Seattle.

We will not reimburse for mileage or parking if you booked a flight.

Parking options vary by hotel (many don't have lots, or have valet only parking). Non-hotel parking options here. We will not reimburse for valet parking, rental cars, taxis, Lyft/Uber or any other transportation to Whistler EXCEPT the Whistler Shuttle if you land outside the shuttle windows. If you are choosing to extend your stay on either side for personal time, transportation costs are not-reimbursable. If you are leaving Friday, Whistler Shuttle is reimbursable up to $58 CAD.

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

Activities

Previously at Whistler