All Hands/2016 Hawaii

Dates, Location and Weather

Monday, December 5 - Friday, December 9, 2016 (travel days are Monday the 5th & Saturday the 10th*) in Waikoloa, Hawaii.

We are staying at Hilton Waikoloa Village. It is a large 64 acre resort. Here is a map.

*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

Average temperatures range from lows of 61 to highs of 78 Fahrenheit (16 to 25 degrees Celsius).

Culture

To learn more about the Hawaiian Culture before we go, here are a few sites that may be of interest: (feel free to add some if you find more)

• http://www.polynesia.com/polynesian_culture/hawaii/#.V3V5WY6hnr4
• http://www.urbandictionary.com/define.php?term=Hawaiian%20Time
• https://en.wikipedia.org/wiki/Customs_and_etiquette_in_Hawaii

Registration

This is an invite only event.

New Hires

We have a process to identify new hires each week and will invite them to book travel (and register, once that’s live) on a steady basis. No action necessary from managers other than to let them know about the event. Due to hotel booking requirements the final day to ask for a new hire to attend is November 1, pending availability.

Participation of Volunteers

Participation will be coordinated by George Roter, Emma Irwin and Francisco Picolini. Please reach out to the team with any specific questions.

Travel

Please do not book any travel to Hawaii until announced via email. Personal expenses may not be approved.

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 5th and leave on Saturday, December 10th. Here are some exceptions:

• If you live in a country where work travel is prohibited on weekends, you may travel on Friday, December 2nd and Monday, December 12th, if you’d prefer (not required).
• If you plan to spend some extra personal time in Hawaii (choosing to arrive before Monday, December 5th or depart after Saturday, December 10th), you'll need to pull an itinerary for standard dates/locations within the Hawaii Portal. 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 KOA w/ longer dates, and you personally book & cover the rest). We do not have the ability for employees to reimburse Mozilla for any overage.
• 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 (specific details on how are being worked out now), and expense the manager approved amount (which is coded to your cost center).

Food & Drink

All Meals will be provided and paid for centrally. Any other food or drink expenses (including room service and in-room minibar charges) will be the responsibility of the attendee. Overview of the resort dining options can be found here, including gluten free dining information.

Immigration

If you are from a country that requires a business visa to enter the US, please plan for it early as government processing time constantly change.

Please visit the following website to learn more about the process and timing for your country: http://travel.state.gov/content/visas/english/visit/visitor.html#overview

VWP: 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
• Have authorization to travel via the Electronic System for Travel Authorization
• 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
• Are a citizen or national of one of the Visa Waiver Program countries: Andorra, Australia, Austria, Belgium, Brunei, Chile, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Japan, Latvia, Liechtenstein, Lithuania, Luxembourg, Monaco, Netherlands, New Zealand, Norway, Portugal, Republic of Malta, San Marino, Singapore, Slovakia, Slovenia, South Korea, Spain, Sweden, Switzerland, Taiwan or United Kingdom.

Pocket Letter

A pocket letter is not required to enter the US - as long as you have a proper visa, ESTA or qualify for the VWP. You can use your hotel confirmation email. If you feel you need a customs letter, you can request one in online registration.

ESTA Point of Contact

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

Please list Heather Dunham as your US point of Contact. Address: 331 East Evelyn Avenue, Mountain View, CA 94041

Extracurricular Activities

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