All Hands/Whistler2019: Difference between revisions

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@.

* 6 AM Rebagliati Park

* 5:30 PM CORE fitness Studio

* 6 AM Rebagliati Park  

* 6 AM Westin, Emerald Ballroom C

* 5:30 PM CORE Fitness Studio

* 6 AM Rebagliati Park

* 7 AM  CORE Fitness Studio

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@ with specific instructions.  

*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@.

* 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@) 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@) 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@ 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.  

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

*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.

=====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.  

 

 

 

* 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 '''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.

 

| 6:00 AM - 6:59 AM || 1:00 AM

Parking options vary by hotel (many don't have lots, or have valet only parking). Non-hotel parking options [https://www.whistler.com/getting-around/parking/ here]. We will not reimburse for valet parking, rental cars, taxis, or any other transportation to Whistler EXCEPT the [https://www.ridebooker.com/events/all-hands-2019 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, [https://www.ridebooker.com/events/all-hands-2019 Whistler Shuttle] is reimbursable up to $58 CAD.

* 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).

 

 

*Saturday, June 22 between 06:00 and 23:00 (flight departing time)

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@.

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@ if you think you need an option at either location. Milk Stork Services are reimbursable - please contact benefits@mozilla.com for more information.

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.  

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.

 

 

 

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.

=====Mileage/parking/shuttle reimbursement policy in BC=====

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