Among the recent acomplishments of this group in the way of planning large events are:
In a break from tradition we are proposing to hold YAPC Sunday July 1 to Tuesday July 3. The conference will be held on the Camden campus of Rutgers, The State University of New Jersey.
The campus is in Camden, New Jersey directly across the Delaware river from Philadelphia, Pennsylvania.
The campus is in Camden, New Jersey at the base of the Ben Franklin bridge connecting Camden to Philadelphia, Pennsylvania.
We will be using the Gordon Theater in the Fine Arts Building, several parts of the Campus Center and the Camden Towers and Camden Apartments dorms.
Assuming a crowd between 400 and 450 we would need the Theater, half of the Multi Purpose room to seat 200, the other half for some quiet activities, and the Black Box room to seat about 120. We will plan on three tracks.
The campus food service provider is being replaced in the next year so actual costs can not be predicted. However looking at the current price lists it is possible to provide a morning and afternoon break with food and beverage for $5/person/break.
There will be a dinner provided on the second night at a local restaurant at a cost of about $25/person.
We may provide a chance for participants to preorder lunch for an additional cost of less than $10/person/day. But as lunch has not been provided for the last several years this is just a bonus and we don't want to commit to it yet.
|Multi Purpose Room||Daily||3||500||1500||200|
|Multi Purpose Room||Setup||1||160||160|
|Black Box Room (guess)||Daily||3||250||750||120|
|Black Box Room (guess)||Setup||1||150||150|
|Janitors and Security||???|
|Total Fixed Costs||4960|
|Total Variable Costs||60|
Assuming 60 speakers and organizers who don't pay but need to be fed. This feature seems to be missing from the 2006 proposals but it is true.
Traditionally the conference fee is $85 and many people wait until the last minute to signup. We propose to have two prices $100 as the basic price with an early bird discount of $85 if people sign up at least three weeks before the conference.
We may update these numbers, but it looks like we break even at about 350 people even without sponsorship. The janitorial and security fee is not yet known, but should be not need many more people to sign up to cover it.
There are dorms on campus with space for up to 250 people. They are arranged as suites with three bedrooms that can each hold up to 2 people per room or 6/suite. We probably will not offer the one person per suite option as there are not that many rooms.
The rates for the dorms are one suite w/one person per night is $65. One suite w/3 people per night is $25/per person One suite w/6 people per night is $15/per person. The linen is rented separately for $20/per person/per week.
There is wireless in the dorms though we belive the signal is weak. But that can be fixed.
Philadelphia is a big city with many options for hotels. Some of them are listed here and we will arrange a block of rooms later. Taking PATCO to Philadelphia makes it possible to not have a car, but the hotels cost more. Staying on the New Jersey side of the river leads to cheaper hotels, but will probably require a car.
The most likely hotel for us is the Holiday Inn of Cherry Hill. It has free wireless and a rate of about $85/night.
Philadelphia International Airport is the closest airport to YAPC. However some people may find a better deal flying into Newark New Jersey and taking the train which stops at the airport. Other airports might be an option if you are arriving from farther away and don't mind a longer drive or train ride.
From PHL take a SEPTA regional rail to Market East station and switch to PATCO. From EWR take the train to 30th Street Station and follow directions for train.
Amtrak provides frequent service from Boston, MA to Washington, DC through Philadelphia as part of its Northeast Corridor service. It is also possible to travel from New York City on a combination of New Jersey Transit and SEPTA trains.
From Trenton there are multiple choices, Amtrak or SEPTA through Philadelphia or the Riverline which is on the New Jersey side of the river.
From 30th Street Station take the SEPTA El (blue line) to 8th street and switch to PATCO.
Several major and minor bus lines serve Philadelphia. The bus stations are in Chinatown with easy transfer to PATCO.
From bus station walk about 2 blocks to PATCO.
The Rugers-Camden campus is at the base of the Ben Franklin bridge connecting Philadelphia, PA to Camden, NJ.
Unless staying in a hotel not near a train, you won't need a car. The campus has a station on the PATCO train line connecting to Center City Philadelphia. This combined with SEPTA on the Pennsylvania side of the river will connect to most places you will need to go during YAPC.
We are planning to host YAPC to be at the same time as the Sunoco Welcome America festival leading up to Philadelphia's day to shine, Independence Day. But beyond that we have history, science, sports, and food options to keep most people busy.
And if that is not enough Atlantic City is only an hour away with casinos and entertainment options. Or if you need some sun you could go "Down the shore" and spend some time on New Jersey beaches.