All Hands/2016 Hawaii

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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)

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

The process for nominating volunteers is outlined here: All Hands/2016 Hawaii/Volunteer nominations

Travel

Please do not book any travel to Hawaii until you receive an announcement 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 (per hotel instructions below), and expense the manager approved amount (which is coded to your cost center).

Hotel

We are all staying at the Hilton Waikoloa Village. "Every employee has one room. If you are bringing family members, each room can fit up to 4 people with an extra charge of $50 per extra guest (for the 3rd and 4th guests). Unfortunately the hotel is sold out and we do not have any extra rooms for additional family members beyond that during the week. There are other hotels in the area, see below under family for some options.

A link is available to book hotel 3 days pre and 3 days post at our negotiated rate (email bmark@ for the link) - keep in mind those will be subject to availability. The pre/post reservations will require the use of an LDAP email* so we can link them to your All Hands reservation. Please note that by selecting a specific room type now, may mean a room move once rooms are assigned for the week. We'll do our absolute best to keep you in the same room type all week.

Three room type options:

  • Resort View $195 + tax
  • Partial Ocean View $215 + tax
  • Ocean View $235 + tax

Theses rates are based on single/double occupancy. There is an extra person charge of $50 per a 3rd and 4th adult to share the same room. They do not charge for children 18 years and younger to share the same room using existing bedding. Standard rooms maximum occupancy is 4.

Make sure to book the same room type pre & post (it will be two reservations).

A Daily resort charges plus tax per night will be added to the room rate and includes: High Speed Internet Access / Wifi Access; Play station 3 access with unlimited movies & games; Hawaiian Cultural activities; 20% discount on lagoon beach toys, and 10% discount on Ocean sports cruises.

They require a credit card to confirm the reservation and cancellation will be 14 days prior to arrival to avoid a one night penalty charge.

A few links of interest:

The Basics
  • Hotel Check-in: 3:00 pm
  • Hotel Check-out: 12:00 pm
  • The entire hotel is Non-Smoking. Smoking is only allowed in designated smoking areas.

Family

Each employee has one room at the Hilton Waikoloa. If you are bringing family members, each room can fit up to 4 people . Here are other hotels in the area that might work for you:

1. Aston Waikoloa Colony Villas
2. Aston Shores at Waikoloa
3. Vista Waikoloa
4. The Fairmont Orchid

Booking Family Travel

To book travel for family, whether they will accompany you on your flight or join us later, please call or email Egencia (vs. booking via the link above). You can pay for your family directly (including the Egencia booking fees) and coordinate with your own travel (which can be billed to Mozilla).

  • 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: egegrp@expedia.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 KOA), Travel dates & Number of people traveling together + legal names

Ground Transportation

We will be providing ground transportation from Kailua Kona Airport (KOA) on Sunday, December 4th and Monday, December 5th. Returns to the airport will be provided on Saturday, December 10th.

Options for transportation outside of those dates can be found on the hotel website: http://www.hiltonwaikoloavillage.com/about-the-resort/transportation

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

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 time 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 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: http://www.esta.us/index.html
  • 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
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 online. 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 Heather Durham as your US Point of Contact. Address: 331 East Evelyn Avenue, Mountain View, CA 94041 Phone: 408.505.3028

Extracurricular Activities

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

Dolphin Quest Book online using promo code: GH339345MOZI16 and you will 10% off, or call and mention you are with Mozilla.

Hiking!

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