DebConf16/Bids/Cape Town/Potential Venues
Venue details, working document, for debconf bid Cape Town 2016. The good, the bad and the ugly.
 Transport jottings
 UCT Jammie shuttles
- https://www.uct.ac.za/students/services/jammieshuttle/ Positive response, will schedule meeting after global bid meeting. Contact person at UCT Derick Muller.
 coaches / buses / minibuses hire
Inquiries sent to:
For one semi luxury 60 seater coach subject to final detailed itinerary, Half day R4000, Dinner transfer only R4000, Full day R6 200, Full day plus dinner R6 800
Full day hire from 9am to 6pm for 14 days limited to 100kms per day (R36000 per day) 14 days 7pm to 11pm dinner trips 20kms radius from CTICC (R16000 per day) 300 people including: vehicle, driver & fuel excluding: guide, toll, parking & entrance fees R 728 000,00
- http://www.atlanticcharter.co.za could not assist, directed us to eafricatours.
Need more details in order to quote properly:
If there is shuttles during the day they can use Sprinters instead of the bigger coaches to shuttle in 10 or 15 minute cycles.
13 seater: dinner transfer: R1850.00 per bus. Hire per day: R2350 per bus.
16 seater: dinner transfer: R2250.00 per bus. Hire per day: R3150 per bus.
22 seater: dinner transfer: R2750.00 per bus. Hire per day: R3500 per bus.
60 seater: dinner transfer: R3450.00 per bus. Hire per day: R5600 per bus.
Also included prices to shuttle from airport.
 Venue ranking table
Venue matrix: 0 = not suitable, 1 = suitable or may be suitable, 2 = major attraction, advantage, ? = more info needed. Columns from PriorityList
|0. Venue||1. Affordability||2. Good working spaces||3. Internet||4. Catered Food||5. Nearby Food||6. Accommodation||7. Presentation facilities||8. Travel logistics||9. Accessibility||10. Central (0= summer camp vibe)||11. Scenic||12. Alcohol friendly||13. Access After Hours||14. Site visit yet?|
|UCT Chem Eng, Rondebosch||2||2||2||?||0||2||2 (can't fit pleneries in chem eng)||2||2||1||2||?||2||Y|
|UCT Kramer, Rondebosch||2||2||2||?||1||2||2||2||2||1||2||?||2||Y|
|Baxter, UCT, Rosebank||1||2||2||0||2||2?||2||2||2||1||2||2||0?||Y(ish)|
|UCT Breakwater, V&A waterfront||1||2||2?||2||2||2||1 (no big room, pavilion maybe?)||2||2||2||2||2?||2?||Y|
|African Institute for Mathematical Sciences, Muizenberg||2||0 (too small)||1 (4mbps, but has fibre)||2||1 (not many restuarants, but some)||2 (nearby hostels)||1 (have to take over the computer lab)||1||0||1||2||2||2||Y|
|AIMS, Muizenberg + Pavillion||2||2||1 (LOS to AIMS)||2||1||2 (nearby hostels)||2 (hire everything)||1||2||1||2||2||2||Y|
|Schoenstatt, Constantia||?||1||0?||2||1||0 (not enough. nearby is expensive suburbia)||1.5 (maybe a bit small)||1||0||0||2||?||2||Y|
|Spier||0?||2||2?||2||1 (spier has restaurants)||?||2||1||2||0||2||2||2?||Y|
|River Club, Observatory||2?||?? (under renovation)||2? (within LOS of good connectivity)||2||2 (lower main road + wild fig)||1? (UCT res may be in walking distance)||??||1||0?||1||1||2?||2?||Y(but under renovation)|
|Clocktower (V&A Waterfront)||1?||2 (but only just)||2?||2||2||1 (expensive)||2 (odd shaped and only just big enough)||2||2||2||2||2||0?||Y|
|Protea Hotel, Technopark, Stellenbosch||1?||2||2?||2||0||2||2||0||2||0||2||2||2||Y|
|Cape Town Stadium, Greenpoint||0?||2||2 (fibre)||2 (DIY)||1||0 (only V&A hotels)||2||2||2||1||1||2||0?||Y|
|new entry here|
The good, the bad and the ugly of these venues can be found below.
 Summary of contacts made
|0. Venue||1. Email||2. Contact number||3. Follow up Contacted?||4. Follow-up response (quotes)?||5. Comments||6. Site visit?||7. Still in consideration?||8. Other1||9. Other2|
|1. Breakwater campus (UCT), V&A firstname.lastname@example.org, email@example.com||021 406 01303||yes||acknowledged receipt||yes||yes|
|2. the River Club, Observatoryfirstname.lastname@example.org email@example.com (Smith)||021 448 6117 (direct: 021 448 5687)||yes||yes, on git||golf vibes||yes||yes|
|3. UCT, Rondebosch||Campbell.Lyons@uct.ac.za||021 650 3738||in process||in process||UCT has a million departments to contact separately, venues (how to manual||yes||yes|
|4. Cape Town Stadium, Greenpoint||Shane.Thomas@capetown.gov.za||072 140 1402||yes||Ref: CTS 000 9536||yes||yes, but very posh|
|5. Techno Park Protea Hotelfirstname.lastname@example.org Cynthia Abrahams||021 880 9571||yes||yes, on git||summer camp location, rather posh||yes||yes||image library: proteahotels.com/gallery|
|6. AIMS, Muizenbergemail@example.com||021 787 9320||a squeeze, but doable||yes||yes|
|7. Belmont Square, Rondeboschfirstname.lastname@example.org||021 685 2625||N/A||N/A||PyConZA 2013 was here||No||No|
|8. Lord Charles in Somerset Westemail@example.com||021 855 1040||N/A||basic price list||No||Not really||pdf in folder|
|9. Cape Town Science Centrefirstname.lastname@example.org||021 300 3200||N/A|
|10. Spier||web contact form||N/A||yes||not really|
|11. Schoenstatt, Constantiaemail@example.com Ryan Weber||021 794 3132||not yet, have prices on git to start with||very doable, accommodation a problem||yes||yes||pdf in folder|
|12. Crysalis Academy, Tokai||Neil Roman, Roman@chrysalisacademy.org.za||021 712 1023||yes||acknowledged receipt, site visit with more pics to follow soon||summer camp vibe, military barracks feel||yes||vaguely|
|13. STIAS, Stellenboschfirstname.lastname@example.org||082 850 1465||N/A||too small||Catering Unlimited||No||No|
|14. Blackriver Park email@example.com||T: +27 21 812 2731
M: +27 79 813 8081
|N/A||Not favourable, long term rentals not conf company||Karen also says Blackriver not really suitable.||No||No|
|15. Bandwidth Barn||no email???||021 409 7000||N/A||N/A||No||No|
|16. The Pavilion, Clocktower, V&Afirstname.lastname@example.org||021 419 7661||yes||very posh||yes||yes|
 Summary of facilities
|Venue||Available for 10-14 days?||Capacity: plenary room||Capacity: Smaller room 1||Capacity: Smaller room 2||How many smaller rooms?||Workspaces? (Detail)||Social interaction space||Recreational space||Catering?||On site accommodation?||Comments|
|1A. UCT Upper, ChemEng, Rondebosch||Snape1: 178, might use Jameson Hall, or Leslie||many||many||many||many||many||many||Yes||Yes, Fuller Hall (check for graduation dates)||In contact with Grant Wallis, Peter email@example.com, sent to head of the Vac Accommodation office, Andiswa Miza, will go ahead to book, as back up at least|
|1B. UCT Middle Campus, Rondebosch||Kramer:348 , LS2A:378||LS3A: 144||LS3B: 143||many||many||yes||yes||Yes||Fuller:210||In contact with Grant Wallis, Peter firstname.lastname@example.org, sent to head of the Vac Accommodation office, Andiswa Miza|
|1C. Baxter, Rosebank||???||638/666||172||203||2+||need trestle tables... not so great||yes||yes||yes?||Fuller hall? Rosebank res'es? Are they available for the dates???||In contact with Grant Wallis, Peter email@example.com, sent to head of the Vac Accommodation office, Andiswa Miza|
|2. Breakwater campus (UCT), V&A waterfront||220||120||120||5 more, ranging from 8-120 capacity||Some of the smaller rooms could be used as hacklabs||yes||loads (also the Aquarium nearby)||Yes, hotel restaurant||191 rooms total: 51 standard, 79 business suites, 45 family, 8 deluxe suites, 6 studios, 2 universal business suites (accessible?)|
|3. STIAS, Stellenbosch||300||110||150||3, much smaller||Plenary room is comprised of the two smaller rooms|
|4. Chrysalis Academy, Tokai||300||100||Dormitories can accommodate a total of 100.||There is also a bush camp onsite, a little further away from the main venue, which can accommodate 50.|
|5. AIMS, Muizenberg||400? Muizenberg pavillion|
|6. Mark Ter Morshuizen's farm|
|7. Schoenstatt, Constantia||200-250, divisible into 3||Garden room 30-35, library, meeting room||yes||yes (a bit religioussy though)||yes - plenty grass, undercover patio||Yes, provided onsite||60 total, in various bits throughout the venue, other will be tricky|
|8. Bandwidth Barn|
|9. Blackriver Park green|
|10. Cape Town Sciencentre||50||I think this will be too small, unfortunately|
|11. Spier||400||100||3 in the conference centre which can be combined, holding 30 each or 90 combined||Yes, numbers unclear so far||There are other buildings on the premises with smaller capacities which can also be hired.|
|12. Techno Park Protea Hotel||350 (can be didived into 3 rooms of 100, 80, 100)||200||150||6||many||yes||yes||yes||180 bedrooms|
|13. Lord Charles in Somerset West 021 855 1040||500 (Grand Ballroom) or 600 (three smaller rooms combined)||125||125||7 smaller rooms, holding between 8 and 30 people in square setup, more in theatre-style setup||Some of the smaller rooms could be used as hacklabs||10 luxury suites, 32 superior bedrooms, 154 standard bedrooms, 2 disabled access bedrooms|
|14. the River Club , Observatory||2 rooms||2 breakaway rooms only||yes||yes||"There is a hotel about 800 metres from us, which is apparently opening soon. "|
|15. Cape Town Stadium , Greenpoint||Two plenary rooms capable of holding 300 each. Both are divisible into 3.||100||100
7 rooms capable of holding up to 50-100 people each
|Yes||Yes||Yes||No||No||Great dinner/cocktail type venue, loads of bureaucracy|
|The pavilion, Clocktower, V&A||350, odd shape||yes||No|
|Belmont Square, Rondebosch||220||15|
|new entry here|
 More details on venues
 UCT accommodation
- group vac bookings 2014 prices approx R235pp, excluding catering
- All Africa House (Need to check capacity, availability)
- list of UCT residences
 Technopark Protea Hotel Stellenbosch
- Current legislation only allow us to serve alcoholic beverages until 2 am in the morning and for this we need to book extra STAFF.
- Our Restaurant and room service STAFF works until 23h30, and the kitchen close at 22h30. Should you wish to have STAFF available, we charge extra, depending on requirements.
- Security, we do have 24 hour security on site and around the hotel.
- The attached quoted rates are normal 8 hour conference rates, should you wish to work later an additional venue hire will apply.
 Riverclub, Observatory
- They have their own caterers, as well as a pub/restaurant called the Slug and Lettuce which is also open to the public. There is also a large 600 sq metre deck with an aesthetic pool, with the most amazing patio/cocktail furniture.
- They have good wifi, but not fibre, at this stage.
- They have a hotel undergoing refurbishment nearby, and it could potentially be possible to use UCT residences as well, which is a bit of a walk away (these may not be cleared during vac though)
- "As far as staying open till 4 am is concerned, im sure we can arrange that. Obviously staff will stay for you at an extra cost."
- "We do not allow outside alcohol to be brought in."
- "We do have security ( sometimes 1 sometimes 2 patrolling and at the gate. If you want extra , we can hire in."
- We do not have wheelchair access to the upstairs venue, but we might have in the pipeline.
- We do have an outside play area/supervised (im sure you saw it over the weekend) there is a fee for this though, charged per child.
- We are a 5 minute walk from the Observatory station.
 Random other ideas:
- schools like SACS, Bishops...
- Protea hotels conference guides (sortof lacks the open source feel though...)