All Hands/2015 Whistler

What is it? -- multiple work weeks, 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!

Dates, Location and Weather

Monday, June 22 - Friday, June 26, 2015 (travel days are Monday & Saturday*) in Whistler, British Columbia, CANADA (various venues, all within Whistler Village)

*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.

Weather

Averages temperatures range from lows of 48 Fahrenheit (9 Celsius) to 70 Fahrenheit (21 Celsius). It can/will rain and will be cool (could even snow of Friday night since the party’s at ~6,000 feet/1,850 metres). Bring layers but a ski jacket isn’t necessary.

Booking Travel (opens March 31st)

All paid staff and Elancers (MoCo only [1], exceptions below [2]) may begin booking their air travel to Vancouver (YVR) through a special “meeting” section of Egencia. The meeting section ensures we can meaningfully balance 1,000 of us to booking our own flights with a need to be mindful of budget. As such, we ask that you only book Whistler travel within this framework (instructions here).

• [1] Mozilla Foundation employees - more information on booking travel coming soon.
• [2] Employees from our Taipei office will use Swire as your travel agency and Bella Su is your coordinator.
• [2] Employees from our Japan office will use a local agency and Yuka Takagi is your coordinator.

Air Travel Guidelines (and tips)

Our standard travel guidelines apply (pre-populated in Egencia and here for reference) when booking for Whistler. Anything booked outside of them will require approval.

Everyone should plan to arrive in Vancouver, BC (YVR) on Monday, June 22. Exceptions are possible for those traveling on long distance flights that require an earlier arrival.

Everyone should plan to depart from Vancouver, BC (YVR) on Saturday, June 27. NOTE: You will need to leave Whistler at least five hours prior to your flight. Please consider this when booking your departure.

If you are traveling from afar, we recommend avoiding a layover in the United States and aiming for one in Canada. This minimizes the number of visas you will need.

Early Arrivals/Late Departures

Provided there is no incremental cost (>$100USD) to your airfare for an earlier arrival or later departure, you are totally welcome to have at it. While we have negotiated rates with some Whistler hotels for the three days prior to and the three days following our work week, they are subject to availability (NOTE: There are two big deal events going on just prior to our work week in Vancouver and Whistler, so it’s going to be tough to get a room no matter what).

Ground Transportation to/from YVR

Ground transfers via bus from Vancouver Int’l Airport to Whistler will be provided on Monday, June 22nd and from Whistler to Vancouver Int’l Airport on Saturday, June 27th only.

Canadian Visas

Check here to see if you need a visa: http://www.cic.gc.ca/english/visit/visas.asp You can request a visa invitation letter during registration You will need to provide your passport details for the letter.

Not paid staff?

If you are a vendor (paid by a company other than Mozilla or Elance), contractor, or seasonal staff, your manager must confirm your participation before you will be able to book travel. We have reached out to managers for this confirmation and will let you know when you may book your travel.

Interns -- Participation will be coordinated by Misty Orr and Kyle Poffenroth.

Volunteers -- Participation will be coordinated by Brian King and George Roter. They have reached out already to each team, but if you’re unsure if your team was included, please get in touch with them.

Partners -- Invitations will be considered on a case by case basis. Please send those requests to mdouglass@mozilla.com for review.

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.

Hotels & Meeting Space

We’ll try to get teams in hotels together where possible. The hotels are all close together (closer than in Portland), so even if it the numbers aren’t perfect, it should all work pretty well. We’ll kick of registration in late April and assign rooms in May.

Everyone (including volunteers) will have individual rooms (unless you want to share). Interns will be sharing rooms.

There is complimentary wifi in the hotel rooms and lobby spaces so everyone can work in the evenings or prepare stuff for the next day.

Mother’s Room Requests

If you need one during the week, please email bmark@mozilla.com.

Food

All meals will be provided and paid for centrally. It is all local, fresh and delicious. We will ensure that all food/environmental allergies are taken into consideration and will always have gluten-free and vegan options (and gfv options).

If you have severe allergies that we need to know about; you can indicate in registration, or email mozilla@shworldwide.com

Schedule Blocks

Here is a high-level schedule for Whistler (some things may shift but the event start and end times are firm enough to book travel).

Scheduling Tool

We will be using SCHED, an online tool to see what is happening and where. You have the option to create an account and upload a schedule into your GCal. https://juneworkweekwhistler2015.sched.org

FAQ

Anything not covered here, please add to this document and we'll answer

Extra Curriculars

If you have one to propose, add it here with a sign up link. Note that these things are self-organized and self-funded.

Moz Jam Band: Getting Mozillians together to make music + perform a set at the end of the week (Show your interest here)

Workweek Gaming - was popular after-hours activity at Portland

Whistler Bike Park 3-lap sampler - for the cycling inclined

Full List of Whistler/Blackcomb Activities - Peak2Peak, Ziptrek, Rafting, Alpine Tours, many more

Coincidental work weeks/2015 Whistler/Russet Lake and Overlord_Mountain - Weekend backpacking trip (1 night) to Russet Lake and hiking up to Overlord Mountain.

Paraglide Pemberton valley - 1/2 day, 20min drive from Whistler

Skydive Pemberton valley - 1/2 day, 20min drive from Whistler

Zumba with Rowe! - Time TBD, please sign up so that we can schedule it.