2013 Jasig-Sakai Joint Unconference Site evaluation

Owned by Patty Gertz
Jun 14, 2013

JASIG Unconference,  Winter, 2013

August 17, 2012

Assumptions: 

1)      We want to hold the unconference in January, to accommodate possible attendance by Sakai, and also to enable a physical meeting  approximately halfway through the year from the annual conference.

2)      We want to keep the cost down.

3)      The conference will last 2 ½ days.

4)      One room has to accommodate everyone, for morning triage and agenda building. In addition to that room, we would like 3 breakout rooms that accommodate 20-30 people each.

5)      Robust wireless is necessary.

6)      We will either provide lunch or direct people to lunch nearby.

Evaluation will be based on cost, access to public transportation (including airport), wireless, number of available meeting rooms.  Secondary considerations are nearby food, social activities.

Option 1: Skysong in Scottsdate, AZ http://www.skysongcenter.com/

Facilities Cost:  3910.00  Food Cost: onsite deli for catering, or easy access if indiv.  Hotels 150-200, maybe better with negotiated block.

Pros:  Weather in January, close proximity to Phoenix airport, Unicon local so perhaps increased participation, wireless included.  Possibility of expanding our number of meeting rooms, with corresponding increased charges.

Cons: Not on a campus. Probably requires a car to get there, get to local hotels, get anywhere after hours.

Option 2: ASU Memorial Union in Tempe, AZ

Facilities Cost:  4800.00. Food Cost: lots of reasonable onsite choices. Hotels same as Skysong.

Pros:  Weather  in January, close proximity to Phoenix airport, at center of ASU campus with lots to do, wireless included. Possibility of expanding our meeting rooms, with corresponding increased charges. Public transportation from airport, no need for car afterwards.

Cons:  Must hold meeting on Fri-Sunday. 

Option 3: NYU Kimmel Center, in NYC, NY http://www.nyu.edu/life/resources-and-services/kimmel-center.html

 

Facilities Cost:  1270-3275 (depending on which rooms are available). Food costs – in-house catering only, expensive.  Hotels, with NYU rate, 300+

Pros: Three major airports make accessibility easy, (fewer connections,) even for international travelers, although there is some amount of travel to airport. Don’t want to rent a car, but taxi fare is expensive.  NYU located in Manhattan – tons of things to do, places for dinner.

Cons: Weather, everything costs more – lunch, dinners, activities, hotel.

Option 4: Princeton University, Friend Center  http://etcweb.princeton.edu/pumap/#616

 

Instead of a facilities charge, Princeton will charge 6.25/person attending. This gives us a lot of flexibility – we don’t have to know numbers well ahead of time, and we can add rooms as needed.  Food is open – we can use dining services catering, bring in our own, or there are local eating spots.

Hotel charge 200/night, before negotiated block

We must include an insurance liability policy – checking on the price of that.

Pros: lots of flexibility with respect to facility, number of attendees, all at reasonable cost. Halfway between 2 major airports (Newark and Philadelphia).   Beautiful campus, college town activities/dining.  Patty has no travel expenses, and can throw in a personal tour J  Patty gets to pick facility and knows it’s nice. Wireless included.  Public transportation from Newark airport (train). If you stay at hotel in town, no need for a car.

Cons:  Weather.  Must be during intercession: week of Jan 27-Feb 3rd. One hour from either Newark or Philadelphia airports.

Option 5: University of Wisconsin/Milwaukee, Plankinton Bldg (School of Continuing Education)

Facilities Cost:  1725.00  In house catering required.  Hotel  110-150/night.

Pros:  Reasonable costs.  Wireless included. Close to Milwaukee airport (15-20 min). Attached underground to local Hyatt, Marriott Courtyard, Marriott Residence Inn – no need to deal with Wisconsin winter weather.  Downtown, no need for a car, city based activities, dining.

Cons:  Weather.  Not a major airport hub – may require connections, more travel time.

 

Option 6: UMass online/Worcester

Facilities Cost: free, Open catering, cafeteria onsite, Hotel 150/night

Pros: Great facility, can expand rooms with no extra fee, wireless included, Hotel prices reasonable.

Cons: Weather. Long distance from airport, but Boston/Logan is a major hub.  No public transportation – need car to get to meeting, hotel, dining. Not a lot of outside activities.

Option 7: ASU Polytechnic Campus, Mesa, AZ

Contacts: Jackie Terry â–ª Partnership Catalyst â–ª jackie.terry@asu.edu â–ª http://technology.asu.edu/

Arizona State University â–ª College of Technology and Innovation â–ª Polytechnic Campus

Office: 480-727-2335 â–ª Cell: 602-295-1142 â–ª Fax: 480-727-1089

Jennifer Dunn j.dunn@asu.edu

Catering – Sara Korzeniewski, skorzeni@asu.edu

Parking – Earl Jenkins, earl.jenkins@asu.edu (please mention my name when booking)

 

Jan 14-16th Monday morning thru Wed noon

No charge for space if we meet certain criteria:

Allow Dean a short talk (welcome?). Open to students and faculty – I explained the agenda is not preset, but they might want to experience  the dynamics of a successful unconference.    Possible tour of their technology labs offered?  They will give us a waiver (since we’re not in ballroom) to allow us options for food:

1)      Campus Dining – they are sending me a menu. Eat in same room.

2)      Can order and have delivered from elsewhere. Eat in same room.

3)      Brand new dining hall 5 minutes away – we can eat there. Possible purchase of Dining Points cards and distributing for lunch.

Parking 8.00/day

One large space Start up lab – 6000 sq feet, with different areas, so we can break into groups  in different corners.   Might need to rent extra chairs so we don’t have to move them all around to regroup.

**Action Item** Need to spec out needed wireless bandwidth

Doubletree Gilbert, AZ is close by, has shuttle.

Blocked rooms give us a rate of 129.00. Contact is Donnamarie Watt Sales Manager

Direct: (480) 809-4052

Email: donnamarie@doubletreephoenixgilbert.com  (sales)

Elizabeth.dittman@hilton.com  (accounting)

 

9/4/12 Room Block Jan 13, 14,15 40 rooms, Jan 16,17 8 rooms. 80% attrition.

Food: lunch 15.00/person, Coffee 20.00/gal (16 cups) 1 coffee break 6.00/person

Lunch M-T-W, Coffee M-T-W , Coffee break snack twice M, twice T, once W

45 + 5 + 30 = 80/day

Lunches served in cafeteria - I paid only for vouchers used - 6..00 all you could eat, and food was good.