MozWeek/Austin: Difference between revisions

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@.

To access, log into Egencia using your LDAP, click Book → Meetings → Austin All Hands. If you don’t see Austin All Hands, email bmark@ 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).

*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@.

* 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@ 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.  

Change fees will be covered by Mozilla for business reasons only. If you need a change and have manager approval, email bmark@ 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.

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@ by December 1 so we can plan for you.  

1. All "All Hands" Expenses must be submitted on 1 (and only 1) Expense report (e.g. Austin All Hands Expense Report). Each expense must be tagged with "Austin 2017"

2. It must contain only those expenses relative to the All Hands Event in Austin.

4. The deadline to submit the Austin All Hands Expense Report is '''January 31, 2018'''.

*Transportation

Due to the nature of the Austin All Hands, employees will be expensing meals for Tuesday & Thursday nights (unless hosted for a team event). The amount that can be expensed is $50 per day, or $100 total and must include all fees detailed [https://wiki.mozilla.org/All_Hands/Austin#Tuesday_.26_Thursday_Night_Dinners above]. 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.  

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