Yapc Archives

June 26, 2006

June 26, 2006 - YAPC Buffalo bid document

In the interest of providing more examples of bids from the past to help future bidders, I'm posting the Buffalo bid here. Read on for details.

Note that we had a wiki up with details, pictures, etc., but the wiki has since gone away.

Proposed dates:
To keep with past years, it seems June 16-18, 2004 would be best.
However, we can be flexible with other dates in June.

Facilities.

Auditorium and Meeting rooms.

The proposed conference site at the University at Buffalo is the
Natural Sciences Complex (NSC) on UB's North Campus. This building has
the following rooms available:

One 395-person capacity room (This should serve for the auditorium.
There are larger rooms on campus if we need one, but they would be in a
different building.)
One 250-person capacity room
One 150-person capacity room
Two 100-person capacity rooms
Five 90-person capacity rooms with movable chairs.
All are technology smart classrooms.

Photos of these rooms are available on the web site.

We've gotten support from UB's CIO and Associate CIO for this
conference, so use of all facilities will be free of charge.

Dining Area.

The location of the full-assembly dining area depends on the number of
attendees. If we have 400 or less, there are a few campus locations we
could use. If we have more than that, we can use the nearby Marriott
hotel. This would also be our proposed primary hotel for the
conference. If we have the dinner at the Marriott, we may be able to
negotiate a better conference room rate.

Common area.

NSC has a large hallway with a large open area at the end. This area
should be ample to accommodate registration and informal meeting and
mingling. It has been used for this purpose for other conferences in
the past. There are vending machines there, too.

Terminal room.

UB has several computer labs at various locations around campus that
could be used for a terminal room, some PC-based, some Sun-station
based. NSC doesn't have a lab in the building itself, so we may also be
able to configure one of the classrooms as a lab for convenience. These
classrooms can be secured at night.

If we decide on a campus computer room, we could also use it free of
charge because of the support we have gotten from the campus higher-ups.

Storage.

The smaller classrooms can all be secured, so one of them could be
used for storage.

All facilities should be accessible by disabled persons, and held
in controlled temperature environments (air-conditioned or heated
as needed).

This building meets all accessibility requirements.

Catering.

Catering services provided by Campus Catering:

CAMPUS CATERING - CONTINENTAL BREAKFAST - $ 4.35/person
INCLUDES COFFEE - TEA - DECAF - JUICE
FRUIT - BREAKFAST BREADS

Note that this quote includes juice and fruit which I think were listed
separately in the Florida proposal from last year. It might be less if
we eliminate these extras.

CAMPUS CATERING - BOXED LUNCH $7.95/person
INCLUDES:
Sandwich (meat or veggie)
Chips
Apple/fruit
Cookie
Soda/water

CAMPUS CATERING Afternoon break: $2.75/person
INCLUDES:
Soda/water
Cookies

Dinner (buffet style):

For the same menu as Florida:
Ziti/chicken
A starch (potato, I guess)
Rolls
Salad
Desert
...with beverages included, UB campus catering charges $15.35.

Also, same costs for china:
Linens for tables, $8.50 extra per table
$3-7 extra per person if we wanted china instead of plastic

These are the campus prices food and we have a few location options for
400 or less people on campus. The least expensive and most convenient
is Talbert hall which is directly adjacent to NSC. The only drawback to
this dining area is that it has two adjacent eating areas that are
separated by glass, so it's not one big room. Photos of this eating
area are available on the web site.

We also have the option of using the nearby Marriott, which will be one
large dining room. Some advantages of the Marriott are that there is a
bar if anyone want to stay for drinks after the dinner and some
attendees will likely be staying there. We still need to get dinner
prices from the Marriott for a similar dinner.

Accommodation.

UB has many nearby hotels. The major ones are:
Amherst Marriott (Internet access: yes)
University Inn
Hampton Inn - Amherst

We will try to work out a conference rate at the Marriott, and the rate
quoted so far is $89/night. The Marriott has internet access, but we
don't know if that would be included in that price. All of the nearby
hotels also offer complimentary van service to the campus.

On nearby Maple Road there is an entire strip of bars, restaurants,
stores, and a mall. These are all within a few miles of campus. More
detail is available on the web site.

Dorm accommodations are available on campus adjacent to NSC. This
complex is called Governors and the rates are below. All rooms have
ethernet and some areas have wireless.

GOVERNORS $ 29.00 PER NIGHT SINGLE W/ LINEN
$ 27.00 PER NIGHT DOUBLE W/LINEN
$ 21.00 PER NIGHT SINGLE W/O LINEN
$ 19.00 PER NIGHT DOUBLE W/O LINEN

Equipment: A/V, Network

Auditorium and Meeting Rooms.

All of the meeting rooms are fully wired for A/V and internet. NSC has
wireless access. Again, since we have campus support this equipment is
available free of charge. We would need one UB A/V support person, and
we are going to try to get the support person's time donated. If we
have to pay for this support, it would be $11/hour.

The Dining area must also have a PA system.--This will depend on
where we have the dinner. The Marriott rooms have a PA system if we
choose that route.

Terminal room.

This item is noted above, and NSC has wireless access in the building.
We could set up one of the unused classrooms as a terminal room with
power strips for people to power up. We could also work on setting up
ethernet connections.

Internet access is provided through the campus network. Our network
folks have worked out a way to give conference attendees temporary
internet access through the campus networks.

Transportation.

Buffalo Niagara International Airport is a large airport and it is
about a 15-20 minute drive from campus. Buffalo has normal taxi service
and the hotels we have recommended all provide airport shuttle service.

These hotels also provide shuttle service to the campus from the hotel.

We also have Amtrak service to Buffalo.

Because of Buffalo's location, driving would also be an option for many
attendees. The web site has distances from major cities and quite a few
are within an easy days drive.

Other fees and services.

There is a fee for campus parking. If we pay it separately, it is
$4.00/day. All of the hotels we have listed also provide complimentary
shuttle service to the campus.

Since UB has an office of Conference and Special events, we also have
some additional services available for conferences. This office offers
different services for different fees such as:

Management Service - $ 9.00 Per Person
Registration Service - $ 11.00 Per Person
(so both would be $20/person)

I've attached a sample letter of agreement that gives some detail on
what they provide for those fees. We don't have to use this service,
it's just an option. Links to more information are available at our web
site.

(Sorry the document is in MS Word, but that's how they gave it to me.)

June 12, 2006

June 12, 2006 - Only two weeks until YAPC::NA 2006

There are only two weeks left until YAPC::NA 2006 begins at the Illinois Institute of Technology in Chicago. The schedule includes great subject tracks, including Perl 6, Parrot and Web Frameworks. YAPC::NA 2006 also includes keynotes by Larry Wall and Damian Conway.

Registration is still open, and costs only $100. In addition, three additional courses taught by Damian Conway, Randal Schwartz, and brian d foy are available following YAPC::NA 2006 for only $200.

The registration deadline for lightning talks is approaching. You can propose a talk by June 19, 2006.

We hope to see you at YAPC::NA 2006 in Chicago, June 26th through the 28th!

May 09, 2006

May 9, 2006 - When to make bids public

Jeremy Fluhmann responded to my Call for Venue post saying he'd be interested to see the other bids when they get posted. This brings up a good point: when should the bids be made public?

My thought was that they would be made public after the Conferences Committee has selected the host group. This allows people to see what we voted on and it's a good reference for next year.

But the comment suggests he was thinking the bids would be posted as soon as they are received. I hadn't thought of it that way, but maybe we could.

The obvious thing we would want to avoid is 'stealing' between bids. If one group does a ton of work, it wouldn't be fair for another group to just borrow a bunch of their stuff. I also wouldn't want people waiting until the last day to submit to avoid this. The benefit might be in improved bids, because people can compare.

For now, I'm inclined to keep it as it was last year. That is, I'll post the bids after the process is complete. Next year the bidders can benefit from this year. If a group wants to make their bid public on their own, they are welcome to do so. Any other thoughts from potential (or previous) bidders out there?


Interesting. I actually meant for it to refer to the previous years bids. I only found Chicago's. I can see where posting before the deadline would open it up to 'stealing between bids'. Maybe the idea of offering a generic template for 'new' bidders to use to make sure that they, at the very least, address every issue could be an option. I know the venue requirements and venue weights are posted, but maybe a simple structured template could encourage groups that don't know where to begin, to offer a bid. After looking at Chicago's bid, I'm able to get a sense of what should be included, but am still interested in how other people have written them in the past.

Another option could be to make public the 'proposed' venues by simply announcing what host cities are offering bids (or does that already happen?). But, I could see how that might get ugly if one group starts pointing out negatives about the other venues instead of positives about their own (not that it's likely to happen, but who knows).

How many groups typically offer bids? I see there were only three last year (Boston, Chicago, and Vancouver). I'm also wondering if the groups making the bids are the same ones every year. Is there only a handful of groups that try or do you get a different variety every year?

Thanks for the encouragement. I look forward to going through the process and hearing everyone's comments on the issue.

contributed by Jeremy Fluhmann on May 9, 2006 8:21 PM


Okay, sorry about that. I found the other two previous bid proposals. I just wasn't looking where I should have been.

contributed by Jeremy Fluhmann on May 19, 2006 6:02 AM

May 03, 2006

May 3, 2006 - Call for Venue-YAPC::NA::2007

Can't figure out how you're going to get to Chicago for YAPC::NA this year and wish it was in your city? Want to meet Perl luminaries, but aren't sure how? Want to contribute to Perl without writing a new MVC framework?

If you answer yes to at least two of these questions, you might be just the person we want to host YAPC next year. But you can't host if you don't bid. We're starting the venue bidding process earlier this year for YAPC::NA so it's time to get to work. Read on for this year's bid schedule and other details.

We're putting out the request now, roughly two months before YAPC::NA.

And since the request is out there ahead of time, we encourage all bidders to attend this year's YAPC. This will give you a feel for what YAPC is like and allow you to see how it is run. You can also help out if you want to get some experience. We're not making it a requirement that you attend YAPC::NA to bid, but it will be a factor in the voting.

At YAPC we (The Perl Foundation) will schedule a Birds of a Feather (BOF) session to answer questions and give feedback on proposals people are working on. Obviously, the further along your bid is, the more relevant our help will be. Also, by YAPC, we'd like bidders to let us know they intend to bid so we know roughly how many people are working on a bid. This isn't binding, it just gives us a heads-up.

Due date for submissions: Aug. 1

New safety valve: If we have no declared bidders at YAPC, we will appeal once more for bids and extend the deadline to Sept. 1.

The TPF Conferences group will select the host city one month after bid due date.

How do you get started?

You can get details on what a YAPC venue needs in the venue requirements document. When making your proposal, in addition to venue information and possible dates, please make sure to include details on airport locations, local public transit (as well as transit to the venue from the airport!), local cultural attractions, and accommodation information. The more information you provide, within reason, the better.

You also have the YAPC 2006 bids, specifically Chicago since they won, and the voting results as a resource. Note that just as these were made public, your bid will be posted publicly as well.

The review criteria are also available.

Send your proposals to yapc-venues AT yetanother DOT org.

This is your chance to bring a YAPC to your town. It's a very rewarding experience, and is a great way to give to the Perl community.


You mentioned making the other bids publicly available (on a previous post). I would be very interested in looking them over as well when they get posted. I'm hoping to talk another PM (veteran) group that's close to me into offering a bid. Hopefully our group can partner with them (we're still in our infancy) and help with the whole process.

contributed by Jeremy Fluhmann on May 8, 2006 9:13 PM


Jeremy,

Take a look at this post for a response to your comment. We look forward to seeing your bid.

contributed by Jim Brandt on May 9, 2006 5:30 PM

April 26, 2006

April 26, 2006 - YAPC::NA 2006 schedule published

Josh McAdams and Pete Krawczyk have just released the YAPC::NA 2006 schedule on the conference website. This year there will be four rooms of talks going on for the three days of the conference. We are lucky enough to have both Larry Wall and Damian Conway giving keynote addresses. Of course, there will be a lot of Perl 6, Pugs, and Parrot talks, was well as the usual barrage of Perl 5 goodness.

Some other items of interest that aren't on the schedule include a Perl 6 hack-a-thon immediately following the conference, as well as, open classes taught by Damian Conway, brian d foy, and Randal Schwartz. You can find out more at the YAPC Chicago website.

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