YAPC::NA::2008 Chicago.pm Bid
Thu, 02-Aug-2007 by
Jim Brandt
edit post
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Read on for the Chicago.pm bid. The formatting suffered a bit on this one too.
== Overview ==
YAPC::NA 2006 fared so well for Chicago.pm that we decided to throw our hats in the ring again and try for YAPC::NA 2008. The 2006 conference was great for the group; it re-energized our membership, introduced many of us to the greater Perl community, and taught us many lessons on how to manage a technical conference. We thank you for considering our bid again this year and hope that we can convince you that Chicago is the place for YAPC::NA 2008.
=== Who we are ===
Chicago.pm is the Chicago-area chapter of the Perl Mongers group. Since YAPC::NA 2006 we've had regular downtown and suburban meetings with as many as three geographically dispersed groups meeting in any given month. It is not uncommon to see a fair share of Chicago.pm'ers at Perl conferences, with ten attendees at YAPC Houston and nearly the same number at OSCON 2007. Our members are active and participating in the community at large.
We host a mailing list and website, of which book reviews are often published. We adopted a Phalanx module and have worked to improve its testing coverage. The group consists of many active contributors to CPAN and Perl users, as well as, some notable figures in the Perl world.
=== Why Chicago? ===
Why not? Chicago is an exciting metropolitan area. It is a central hub for all forms of transportation, including automobile, air, rail, and water. Chicago is the third largest city in the United States, with around four million people from diverse cultures. Chicago is the home of many professional sports clubs including the Cubs, White Sox, Fire, Bears, Bulls, and Blackhawks. Chicago's architecture is second to none. The city has a picturesque skyline that includes the Sears Tower, Prudential Tower, and John Hancock Building. It is also the home of Frank Lloyd Wright and Louis Sullivan, two of the most famous architects of modern times.
Did we mention food yet? Where else can you get an authentic Chicago-style pizza or have one of the best hot dogs ever made? Plus, Chicago has a huge variety of ethnic dishes to choose from. You will find them throughout Chicago and in the many culture based neighborhoods.
Chicago is no stranger to technology either. Many companies in the downtown area use Perl to keep business moving. From advertising agencies, to hedge funds, and drug-stores to emergency rooms Perl has a strong presence in Chicago.
Still, you might be wondering why we have decided to put a bid in again so soon after hosting a YAPC. We loved doing the 2006 conference and would be proud to host it again in 2008. We have big plans for our next YAPC and more than twice as many PM'ers ready to get the work done. We have the experience gained from our last conference and are ready to put that to use and pull off a great conference.
== Dates and Location ==
In typical YAPC fashion, we'd like to host the event in the month of June. With OSCON being the last full week of July, we anticipate hosting the conference during the last full week of June. In 2006 we paid homage to the South-side and held the conference next to the White Sox at the Illinois Institute of Technology. In 2008 we will move the conference North to Lincoln Park to DePaul University. As an alternative plan, we are still holding IIT as a backup venue since it has proven reliable in the past and we have contacts within the conference planning and educational staff.
Both venues have conference facilities capable of handling groups of 550, which should hold the general assembly of YAPC::NA.
The primary venue is the Lincoln Park campus of DePaul University (http://www.depaul.edu). Information on the conference center that we plan to use can be found at http://studentcenter.depaul.edu/EventResources/FacilityRental.html#thisSummerConference.
We are very excited about the DePaul campus because it provides a completely different taste of Chicago for conference attendees. The Lincoln Park neighborhood has one of the widest ranges of social life in Chicago. The area immediately around DePaul's facilities is home to renowned blues clubs, Zagat-rated restaurants, several of Chicago's premier theaters, and many drinking establishments. Wrigley field (home of the Cubs) is also within walking distance. As with the IIT campus, the Chicago public transit system (the L) runs directly through the campus with a stop on the Red, Brown, and Purple lines directly off of the campus.
Map of neighborhood: http://www.chicagotraveler.com/neighborhoods/lincoln-park-neighborhood-map.htm
List of attractions: http://centerstagechicago.com/neighborhoods/lincoln-park.html
The secondary venue is the Chicago campus of the Illinois Institute of Technology (http://www.iit.edu/). They have a large conference center (http://www.ccc.iit.edu/) that we can utilize. This venue was used for YAPC::NA 2006 and proved to be a good venue for hosting YAPC.
== Facilities ==
=== DePaul ===
Our first choice for a venue is the Lincoln Park campus of DePaul University. The entire conference can be held inside the DePaul Student Center (http://www.depaul.edu/maps/lpc/StudentCenter.asp) located at 2250 N. Sheffield Avenue.
The conference center has many rooms available. The rooms can be booked by the hour, with a four hour minimum. The room selection can also be adjusted to optimize conference venue cost in accordance to attendance.
{| border="1"
|+ DePaul Room Costs
|-
! Room !! Capacity !! Cost/Hour
|-
| 120 AB || 550 || $400
|-
| 120 A || 350 || $200
|-
| 120 B || 200 || $200
|-
| 220 || 75 || $75
|-
| 312 || 36 || $25
|-
| 313 || 36 || $25
|-
| 314 AB || 200 || $150
|-
| 314 A || 90 || $75
|-
| 314 B || 90 || $75
|-
| 315 || 36 || $25
|-
| 316 || 36 || $25
|}
The anticipated room usage is listed below. The total cost of the venue should run between twelve and thirteen thousand dollars, which is only slightly higher than the cost of YAPC::NA 2006.
{| border="1"
|+ Anticipated Room Costs
|-
! Time !! Room !! Purpose !! Equation !! Cost
|-
| Monday Morning || 120 AB || Keynotes || $400 x 4 hours || $1600
|-
| Monday Afternoon || 120 A || Sessions || $200 x 4 hours || $800
|-
| || 120 B || Sessions || $200 x 4 hours || $800
|-
| || 220 || Sessions || $75 x 4 hours || $300
|-
| Monday All-Day || 312 || Staging || $25 x 8 hours || $200
|-
| Tuesday All-Day || 120 A || Sessions || $200 x 8 hours || $1600
|-
| || 120 B || Sessions || $200 x 8 hours || $1600
|-
| || 220 || Sessions || $75 x 8 hours || $600
|-
| || 312 || Staging || $25 x 8 hours || $200
|-
| Wednesday Morning || 120 A || Sessions || $200 x 4 hours || $800
|-
| || 120 B || Sessions || $200 x 4 hours || $800
|-
| || 220 || Sessions || $75 x 4 hours || $300
|-
| Wednesday Afternoon || 120 AB || Closing || $400 x 4 hours || $1600
|-
| Wednesday All-Day || 312 || Staging || $25 x 8 hours || $200
|-
| Thursday || 312 || Class || $25 x 8 hours || $200
|-
| || 313 || Class || $25 x 8 hours || $200
|-
| || 315 || Class || $25 x 8 hours || $200
|-
| Friday || 312 || Class || $25 x 8 hours || $200
|-
| || 313 || Class || $25 x 8 hours || $200
|-
| || 315 || Class || $25 x 8 hours || $200
|-
! Total !! !! !! !! $12,600
|}
Dorms are available for $91/night. DePaul makes no distinction between single and double rooms, so all rooms run $91. We hope that we can negotiate a better deal for single-room attendees based on the volume of YAPC attendees.
We are investigating A/V costs at DePaul at the moment. It currently seems like comment A/V equipment is included in the cost of the rooms. We will have to evaluate any additional equipment needed.
Wireless internet access is available on the DePaul campus; however, we anticipate utilizing resources from past YAPC's to try to supplement this coverage.
=== IIT ===
The Illinois Institute of Technology has a conference center called the Hermann Union Building (http://maps.google.com/maps), which was the site of YAPC::NA 2006. This conference center is located in the heart of the IIT campus, only a block away from the campus cafeteria, dormitories, and the Chicago 'L'.
IIT itself is located just south of the heart of Chicago, right beside US Cellular Field. It is easily accessible by bus, 'L', and automobile.
The Hermann Union Building is a multi-level conference facility. The ground level of the facility contains an auditorium and multiple conference rooms of various sizes. The facility is leased by the room or as a whole. Depending on the number of registrants to the conference, we can adjust which rooms that we will use to best fit the conference size.
A diagram of the layout is available at http://perlcast.com/images/hub.png.
{| border="1"
|+ Conference Center
! Room !! Theater Capacity !! Conference Capacity
|-
| Auditorium || 850 || N/A
|-
| Main Lobby || 300 || 140
|-
| Gallery Lounge || 300 || 140
|-
| Main Ballroom || 300 || 140
|-
| Expo || 300 || 140
|-
| Alumni Lounge || 50 || 30
|-
| Hermann Lounge || 40 || 20
|-
| Field Room || 36 || 16
|-
| Crown Room || 36 || 16
|}
The Hermann Union Building is fully equipped with audio-visual resources. The auditorium comes standard with stage lighting and sound. All other rooms can be set up with portable audio equipment for a fee. IIT has AV engineers who bring in and set up the equipment. Additionally, IIT has videographers that will record conference sessions.
Only wired Internet access is available within the Hermann Union Building; however, it is allowable for YAPC to bring in wireless routers and connect them to the wired connection. Additionally, there are PC's available in the Gallery Lounge and the Computer Lab.
There are many wireless hot-spots around campus, including the dormitories. Conference attendees staying in the dorms will gain access to these hot-spots.
== Cost Summary ==
Our costs are based on a YAPC costing $85 per person. We anticipate having early-bird pricing at that level, with an increase to $100 close to the conference time.
=== Individual Costs: $300 + Travel ===
What do we expect a person who attends the conference to spend overall. There are costs such as conference fees, lodging, and food. Below is our estimate of how someone could experience YAPC::NA 2008 in Chicago on the cheap. This assumes that you'll be sharing a room and eating in the cafeteria.
{| border="1"
|+ Individual Expenses
|-
! Expense !! Cost
|-
| Conference || $85
|-
| Day 1 Food: 3 meals in cafeteria || $30
|-
| Day 2 Food: 2 meals in cafeteria, dinner provided || $20
|-
| Day 3 Food: 2 meals in cafeteria || $30
|-
| Sunday night in dorm || $46
|-
| Monday night in dorm || $46
|-
| Tuesday night in dorm || $46
|-
! Total (without travel) !! $303
|}
=== Conference Fees Per Person: $55 ===
{| border="1"
|+ Per-Person Expenses
|-
! Expense Description !! Cost
|-
| Snacks and drinks for 3 days || $30
|-
| Dinner one night || $20
|-
| T-Shirt || $5
|-
! Total !! $55
|}
=== Conference: Possible! ===
With $55 being spent on each attendee, there will be $30 per attendee remaining to pay for the conference facilities.
{| border="1"
|+ Cash-on-Hand based on attendance
|-
! Attendees !! Amount Available
|-
| 200 || $6000
|-
| 250 || $7500
|-
| 300 || $9000
|-
| 350 || $10500
|-
| 400 || $12000
|-
| 450 || $13500
|-
| 500 || $15000
|}
For fewer than 350 people, smaller rooms will be used to bring the costs down. For more than 350 people the venue can be paid for with minimal sponsorship.
== Accommodations ==
=== Low-Cost Arrangements ===
==== IIT dorms ====
DePaul has quality dormitories that are available to conference attendees. The dorm rooms are $91 regardless of the number of occupants. We will work to negotiate a better rate for singles.
IIT has newly constructed dormitories that are available to conference attendees. The dorms boast complete wireless Internet coverage, common rooms with televisions and DVD players, and roof-top patios. The dorms are $45 for a private room and $70 for a shared room.
==== Hostel International ====
Chicago is home to many hostels. These hostels can cost as little as $30 per night with breakfast included in the price.
=== Hotels ===
Chicago hosts hundreds, if not thousands of hotels. With DePaul and IIT's proximity to downtown, YAPC attendees could easily stay at a fine hotel and still be only minutes away from the conference.
== Transportation ==
=== Arrival and Departure ===
==== By Plane ====
Chicago is home to two major international airports, O'Hare and Midway. Almost every major airline runs some service to at least one of these airports. Each airport is connected to major expressways and the Chicago 'L', making getting from the airport to the conference and back easy.
===== O'Hare =====
http://www.flychicago.com/ohare/home.asp
O'Hare is served by the Blue line, which offers free connections to lines serving DePaul and IIT.
===== Midway =====
http://www.flychicago.com/midway/home.asp
Midway is served by the Orange line, which offers free connections to lines serving DePaul and IIT.
==== By Train (and bus) ====
If flying is not your style, but you still don't want to drive, both Amtrak and Greyhound serve Chicago. Amtrak will bring riders to Union Station, right in downtown Chicago. Greyhound will drop riders off a little South of Union Station, right next to the Chicago 'L'.
===== Train =====
Amtrak serves Chicago at Union Station. Union station is accessible to public transportation that connects to IIT. Additionally, limousine
and taxi are available at Union Station.
===== Bus =====
There are both Greyhound and Continental Trailways terminals. The terminals are accessible to public transportation that connects to IIT. Additionally, taxi service is available at the terminals.
==== By Automobile ====
Of course, you can always just drive to YAPC. Both DePaul and IIT are easily accessible by automobile and offer for-pay parking.
=== While attending YAPC ===
Depaul University (Lincoln Park campus) is adjacent to the main Northerly CTA elevated light rail (the "L") lines. The Fullerton Street stop contains three lines, the red, brown, and purple lines. These three lines combined go to the near northern suburbs, downtown (where they interconnect with all other L lines), north, northwest, and southern areas of Chicago. Both Wrigley Field and US Cellular Field have stops on the CTA Red Line.
Beyond the CTA, the Metra rail system can cheaply transport people to more remote suburbs. Most Metra trains connect to the PACE bus system, which will accept transfers and passes purchased through CTA.
Regular CTA fares are $2 US for a single trip. Transfers between 'L' lines can be done at no extra charge at any of the many free transfer stations. Short-term [http://www3.yourcta.com/product.asp?catalog%5Fname=CTA&category%5Fname=&product%5Fid=vp unlimited ride passes] are available for visitors. The cost of these passes is:
* 1-Day Visitor Pass for $5
* 2-Day Visitor Pass for $9
* 3-Day Visitor Pass for $12
* 5-Day Visitor Pass for $18
Metra is a separate system from CTA and is not covered under the unlimited passes. Fares for Metra are typically less than $5 US one-way.
== Other Things To Do ==
=== Attractions ===
* Art Institute
* Museum of Science and Industry
* The Field Museum of Natural History
* Shedd Aquarium
* Adler Planetarium
* Goodman Theater
* Chicago Shakespeare Theater
* Steppenwolf Theater
* Oriental Theater
* Second City
* Sears Tower
* Hancock Building
* Navy Pier
* Frank Lloyd Wright's Home and Workshop
* Oak Street Beach
* Millennium Park
* Chinatown
* Brookfield Zoo
* Chicago Architecture Foundation Tours
* Michigan Avenue (The Magnificent Mile)
* Lake and River Cruises
* Ravinia
=== Sports and Recreation ===
* Both the White Sox and Cubs will be in-season during conference time.
* The Chicago Fire soccer team will be in-season during conference time.
* A host of minor league baseball teams may have baseball games as well.
* The Bulls, Bears and Hawks will not be playing at that time.
=== Restaurants ===
Chicago is home to countless restaurants including Pizzera Uno, the original restaurant that served as inspiration for the chain. Beyond that, you can find almost any type of food imaginable.
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