DebConf10/NewYork/Venues

Other Options and notes:

• Universities are a good bet for an economical option in an expensive city
• We have contacts in NYU, Columbia University, and Polytechnic University
• Some of these are quite cheap for conference hosting
• Brooklyn College hosted GNOME Summit 2003
• Many more options - around 50 colleges and universities in NYC, and many churches and nonprofits
• Corporate training facilities are another possibility
• NYC is a major Internet hub - fast bandwidth available, including Internet2 at university venues (eg. 100Mbit at Polytechnic University)
• More notes at DebConf10/NewYork/Venues

Lodging

• Hosteling International NY, http://www.hinewyork.org/ : Amst@103rd, 624 beds, includes possible meeting rooms, possible could host all of us, base rate $29/night dorm, sales@hinewyork.org, best choice
  • To discuss
    • 2 largish rooms - Find out sq footage
      • Chapel 1900 sq ft. capacity 150 (possibly 200 if setup in chairs)
        • Accessible
      • Down Under room 1450 sq ft capacity 75-100 (100-125 if setup chairs)
        • Need to investigate accessibility
    • 2 smaller rooms
      • Board room 780 sq ft. capacity 50-75
      • Conference room (about half the size of boardroom) (Like a large classroom 30-40 people estimate)
    • A number of smaller loungey rooms (common areas - non reservable)
    • Courtyard - For use informal gatherings or formal dinner (Outdoor space)
    • Everything except downunder room is accessible. (Need to see id DU room is accessible)
    • $32-34 per person/night (lowest they could do)
    • Need quotes for conference rooms. Need to speak with group reservations manager.
    • Allow us to bring in our own networking gear and lines
    • Huge 32 burner kitchen (Many separate cooking areas)
    • Lockers for everyone.. Lockers in rooms, plus extra locker room
    • No age restrictions (Can be under 18 as part of group - so can bring family or accommodate young devs)
    • Calculations
      • Housing
      • Debconf week
        • $34/night * 1 week * 250 bodies = $60,000 (For housing for debconf)
      • Debcamp week
        • $34/night * 1 week * 75 = $17,850
      • Food
        • Debconf (7.50+10.50) * 7 days * 250 = $30,000
        • Debcamp (7.50+10.50) * 7 days * 75 = $9,450
    • Venues
      • Debconf (600+1200+1600+[400]) * 7 = $22,000
      • Debconf (600+[400]) * 7 = $7,000
    • Unnegotiated total (Not including registration fees - Similar to DebCon8)
      • $146,300 (not including network access)

• Morningside Inn, http://www.morningsideinn-ny.com/rates.php : 107@bway, ~100 rooms, base rate ~$80/room (?) few other facilities, info@morningsideinn-ny.com

• Broadway Hostel and Hotel: http://broadwayhotelnyc.com, 101@bway, ~550 beds, base rate $30/night dorm, groupsales@broadwayhotelnyc.com
  • Lodging
    • $27/night - June
    • $32/night - July/August
  • Food
    • Breakfast $4-6
  • No real public meeting space

• NYC Hostels (Meeting 1/15/09 quoted rate ~
  • Since it's a big group, we will give you a flat rate for the month of July and August.
    • 4bed dorm w/shared bath: 23 plus tax per night per person
    • 6bed dorm w/ shared bath: 21 plus tax per night per person
    • Single w/ shared bath: 54 plus tax per night per room
    • Single w/ private bath: 74 plus tax per night per room
    • Twin (one bunk bed) w/ shared bath: 64 plus tax per night per room
    • Tax is 14.25% state tax and $3.50 Occ. Tax. 30 days cancellation policy and 50 % must be paid 60 days prior to group check in and the rest 50% before the group checks in. If failed to do so, the reservation will be cancelled automatically. Linen/bedding is all provided free of charge.
    • Breakfast is $8 per person and we also offer transportation to and from depending on the size of group per van. If you are interested in either or both. Let me know.
    • As far as the lounge/conference room, we have a huge game room where we can let you set up for which we will not be responsible for. We can closed down the lounge/game room for certain hours for you but it cannot be closed your entire stay.
    • If you want to see the properties and talk more about the group, feel free to contact me.

• • West Side Inn : http://nychostels.com/, 107@bway, ~80 rooms, right next to Morningside Inn, base rate $32/person dorm, sales@nychostels.com
  • West End Studio and Hostel: http://nychostels.com/, westend@102, ~140 beds, base rate $30/person dorm, sales@nychostels.com (part of West Side Inn above)

• CU dorms: http://www.columbia.edu/cu/housing/docs/residence-halls/all-virtual-tours.html -- too expensive most likely, base rate $50/person/night

• There is a list of nearby youth hostels on the Columbia website, search the term "alternative accommodations": http://www.columbia.edu/cu/housing/docs/conference-guest-housing/alternative_accommodations.html

Meeting Locations

• HI NY rooms: rooms for 50-75, 75-100, and 150 people. $600-1600 base rate per day. co-best choice

• Contact Columbia SEAS: http://ipa.seas.columbia.edu/ -- we can possible get academic buildings at low cost if we get co-sponsoring. co-best choice

• CU conference hosting: lerner hall: http://www.columbia.edu/cu/lernerhall/ -- most likely too expensive, base rate ~$200-400/hour per room

Other

• SFLC http://moglen.law.columbia.edu/