YAPC::Venue - Venue requirements for YAPC
Facilities, Catering, Accommodation, Equipment, Transportation
Yet Another Perl Conference (YAPC) is an inexpensive, grassroots conference on the Perl programming language aimed at beginners and experts alike, organized by Yet Another Society, Inc., a non-profit corporation. It traditionally lasts three days, with the first day being comprised largely of tutorials, and the latter two of workshops and seminars.
This document describes the general venue requirements for a Yet Another Perl Conference (YAPC) in some detail. If you have any questions, suggestions, or would like to propose to host YAPC, contact Kevin Lenzo at the Yet Another Society, <firstname.lastname@example.org>.
Five major topic areas (facilities, catering, accommodation, equipment, and transportation) are addressed in turn.
All facilities should be accessible by disabled persons, and held in controlled temperature environments (air-conditioned or heated as needed).
A large lecture-hall style room, with seating, capable of holding the full assembly.
Three additional rooms with a total capacity approximately equal to that of the full assembly.
A dining area capable of seating the full assembly for dinner. The area should have a public-address system, although Yet Another Society may provide it. It may be off-site, but must be near.
A common area in which groups of attendees can informally meet and in which conference registration can take place, and a number (6 or so) tables for registration and information booths.
A room capable of holding computers, to be used as a terminal room. This room must have an internet network connection available to host some 10-20 desktop computes and enough room for some 10-20 people to connect with their own laptops, as well as tables and chairs. The network setup should be secured.
A secure room in which to store supplies, including materials for all the attendees and all necessary equipment.
Catering services. Breakfast, snacks, and a light lunch for three days, plus one evening reception and one sit-down dinner. About 25% of attendees will be vegetarian and 5% vegan; some may require lactose-free or low-carbohydrate meals. While not all meals may be provided, the resources must be available; the amount of catering is influenced by the amount of sponsorship.
Nearby commercial hotels, restaurants, and social venues must be available.
Inexpensive dormitory-style accommodations for approximately half the assembly is desirable. If the facility does not offer accommodation, some nearby inexpensive accommodations, such as hostels and campgrounds, should be identified. Ethernet (wired or wireless) capabilities, and telephones, are desirable but not required, as are linens and towels.
Public address system, data projectors, transparency (overhead) projectors, and both wired and wireless Ethernet. Preferably wireless microphones as well as podium mics.
It must also have a PA system.
At least one Ethernet connection (ideally 100baseTX Fast Ethernet) and sufficient AC power to provide power to a number computers and monitors. Preferably, there would be working networked computers in place, but these may be arranged by the Yet Another Society.
These are not required (DHCP or NAT are both acceptable) but an unfiltered connection to the Internet is required. Wireless access (802.11b) may be present or provided by Yet Another Society.
Nearby access to an Airport, preferably a large one. Parking facilities or arrangements, as appropriate. How to arrive by public transport and taxi from the airport, or other major points.
Kevin A. Lenzo <email@example.com>.
Copyright (C) 2000, 2001 Yet Another Society. Free use and redistribution of this document is encouraged under the same terms as Perl itself. Original venue requirements document by Rich Lafferty.