All Hands/2016 Hawaii

Dates, Location and Weather

Monday, December 5 - Friday, December 9, 2016 (travel days are Monday the 5th & Saturday the 10th*) in Waikoloa, Hawaii.

We are staying at Hilton Waikoloa Village. It is a large 64 acre resort. Here is a map.

*For those countries where rest time is required on weekends (vs. work travel), Mozilla will cover a return on the next available work day, if you choose. This needs to pre-approved and pre-arranged.

Schedule at a Glance

Schedule.*subject to change*

Weather

Average temperatures range from lows of 61 to highs of 78 Fahrenheit (16 to 25 degrees Celsius).

Culture

To learn more about the Hawaiian Culture before we go, here are a few sites that may be of interest: (feel free to add some if you find more)

• http://www.polynesia.com/polynesian_culture/hawaii/#.V3V5WY6hnr4
• http://www.urbandictionary.com/define.php?term=Hawaiian%20Time
• https://en.wikipedia.org/wiki/Customs_and_etiquette_in_Hawaii

Registration

This is an invite-only event.

New Hires

We have a process to identify new hires each Monday and will invite them to book travel. No action necessary from managers other than to let them know about the event. Due to hotel booking requirements the final day to ask for a new hire to attend is November 1, pending availability. Please work closely with your recruiting manager as they are aware of all deadlines.

Participation of Volunteers

The process for nominating volunteers is outlined here: All Hands/2016 Hawaii/Volunteer nominations

Travel

Please do not book any travel to Hawaii until you receive an announcement via email. Personal expenses may not be approved.

Arriving Early/Departing Late Guidelines

Our standard travel guidelines apply (pre-populated in Egencia) when booking with a few additional budget constraints. Anything booked outside of them will require approval. Most people will arrive on Monday, December 5th and leave on Saturday, December 10th. Here are some exceptions:

• If you live in a country where work travel is prohibited on weekends, you may travel on Friday, December 2nd and Monday, December 12th, if you’d prefer (not required). For hotel, you will book and pay on your own (per hotel instructions below), and expense the manager approved amount (which is coded to your cost center).
• If you plan to spend some extra personal time in Hawaii (choosing to arrive before Monday, December 5th or depart after Saturday, December 10th), you'll need to create an itinerary in Egencia for standard dates/locations within the Hawaii Portal and compare to the custom dates you'd like. Please share the difference via email or through the approval comment box when you submit the flight. You can sway up to +$100 over and Mozilla will cover it. Otherwise you'll need to come with an alternate itinerary that fits within the pricing (like a round trip in and out of KOA w/ longer dates, and you personally book & cover the rest). We do not have the ability for employees to reimburse Mozilla for any overage.
• If you are attending the Monday Core Influencer's event (by invite).
• If you would like to arrive early to recover from jetlag, you will need manager approval for any additional costs associated with the extension. There is no unilateral "All Hands" approval based upon timezone to arrive early. For hotel, you will book and pay on your own (per hotel instructions below), and expense the manager approved amount (which is coded to your cost center).

Hotel

We are all staying at the Hilton Waikoloa Village. "Every employee has one room. If you are bringing family members, each room can fit up to 4 people with an extra charge of $50 per extra adult guest (for the 3rd and 4th adult guests). Unfortunately the hotel is sold out and we do not have any extra rooms for additional family members beyond that during the week. There are other hotels in the area, see below under family for some options.

Payment on Check-in

Everyone will be required to present a form of payment on check-in for incidentals at $50 per day. This is a US resort standard and we aren't able to waive it (we tried).

We recommend providing a credit card. You can provide a debit card, but they do put a hold of funds on your card and has been problematic for some international travelers in the past. If you are not able to provide a credit or debit card, you can provide $150 USD cash.

Pre/post

A link is available to book hotel 3 days pre and 3 days post at our negotiated rate (included in the registration email, or email bmark@ for the link) - keep in mind those will be subject to availability. The pre/post reservations will require the use of an LDAP email* so we can link them to your All Hands reservation. Please note that by selecting a specific room type now, may mean a room move once rooms are assigned for the week. We'll do our absolute best to keep you in the same room type all week.

Three room type options:

• Resort View $195 + tax
• Partial Ocean View $215 + tax
• Ocean View $235 + tax

Theses rates are based on single/double occupancy. There is an extra person charge of $50 per a 3rd and 4th adult to share the same room. They do not charge for children 18 years and younger to share the same room using existing bedding. Standard rooms maximum occupancy is 4.

Make sure to book the same room type pre & post (it will be two reservations).

A Daily resort charges plus tax per night will be added to the room rate and includes: High Speed Internet Access / Wifi Access; Play station 3 access with unlimited movies & games; Hawaiian Cultural activities; 20% discount on lagoon beach toys, and 10% discount on Ocean sports cruises.

They require a credit card to confirm the reservation and cancellation will be 14 days prior to arrival to avoid a one night penalty charge.

A few links of interest

• Amenities
• Dolphin Quest Book online using promo code: GH339345MOZI16 and you will 10% off, or call and mention you are with Mozilla.
• Resort Map

The Basics

• Hotel Check-in: 3:00 pm
• Hotel Check-out: 12:00 pm
• The entire hotel is Non-Smoking. Smoking is only allowed in designated smoking areas.

Family

Each employee has one room at the Hilton Waikoloa. If you are bringing family members, each room can fit up to 4 people . Here are other hotels in the area that might work for you:

1. Aston Waikoloa Colony Villas
2. Aston Shores at Waikoloa
3. Vista Waikoloa
4. The Fairmont Orchid

Booking Family Travel

To book travel for family, whether they will accompany you on your flight or join us later, please call or email Egencia (vs. booking via the link above). You can pay for your family directly (including the Egencia booking fees) and coordinate with your own travel (which can be billed to Mozilla).

• Call: +1 (877) 264-1622 or +1 (417) 521-0273; Monday - Friday 9 am - 6 pm EST. If you call outside these hours, you will get an after hours agent, who may not be as helpful.
• Email: egegrp@expedia.com. The email is monitored Monday - Friday 9 am - 6 pm EST. If you email, you will eventually need to call with a credit card (for fares & fees for family) and personal details of travelers, but the email can get the flights set-up. The agents will need to following information in the initial email to search for flights: Departure City (hometown) & Arrival City (should be KOA), Travel dates & Number of people traveling together + legal names

Ground Transportation

We will be providing ground transportation from Kailua Kona Airport (KOA) on Sunday, December 4th and Monday, December 5th. Returns to the airport will be provided on Saturday, December 10th.

Options for transportation outside of those dates can be found on the hotel website: http://www.hiltonwaikoloavillage.com/about-the-resort/transportation

Food & Drink

All Meals will be provided and paid for centrally for attendees.

Any other food or drink expenses (including room service and in-room minibar charges) will be the responsibility of the attendee. Overview of the resort dining options can be found here, including gluten free dining information.

Family Meals

Monday Night Welcome Reception
Family members who are registered for the event and registered with the hotel are invited to join us for our welcome reception on Monday night at the Kohala Pool.

Breakfast
Family members who are registered for the event and registered with the hotel are invited to join us for breakfast each morning. Breakfast will be provided on the Lagoon Lanai Tuesday, December 6th - Saturday, December 10th.

Lunch & Dinner
Family will be on their own for lunch daily and dinner on Tuesday, Wednesday & Thursday. There are many options at the resort as well as in the King's and Queen's marketplace shops - a short walk or shuttle ride away.

Friday Night Event
Family members who are registered for the event and registered with the hotel, are invited to join us for our Friday night event at the hotel.

Immigration

Any questions on immigration should be sent to immigration@mozilla.com.

If you are from a country that requires a B-1/B-2 business visitor visa to enter the US, please plan for it early as government processing time constantly change.

Please visit the following website to learn more about the visa application process and timing for your country: http://travel.state.gov/content/visas/english/visit/visitor.html#overview. Current Processing times at the US Embassies and Consulates abroad can be found at: https://travel.state.gov/content/visas/en/general/wait-times.html/

Some travelers may be eligible to travel to the United States without first applying for a B-1/B-2 visa, if they are eligible for the Visa Waiver Program (VWP or "ESTA"). You are eligible to apply for admission under the Visa Waiver Program (VWP) if you:

• Intend to enter the United States for 90 days or less for business, pleasure or transit
• Have a valid passport lawfully issued to you by a Visa Waiver Program country: http://www.esta.us/visa_waiver_countries.html
• Have authorization to travel via the Electronic System for Travel Authorization: http://www.esta.us/index.html
• Arrive via a Visa Waiver Program signatory carrier (all commercial airlines meet this requirement)
• Have a return or onward ticket
• Travel may not terminate in contiguous territory or adjacent islands unless the traveler is a resident of one of those areas

Pocket Letter

A pocket letter is recommended to keep on hand for those who are entering the United States. It should accompany you whether or not you are required to have a visa to enter. You may request a copy of that letter when you register online. Please contact immigration@mozilla.com if you require a specific letter for your visa application or if you have any questions regarding your citizenship, visa capabilities or travel related questions.

ESTA Point of Contact

In the ESTA application you need to give a "U.S. Point of Contact Information".

Please list Heather Durham as your US Point of Contact. Address: 331 East Evelyn Avenue, Mountain View, CA 94041 Phone: 408.505.3028

Health & Safety

As we get ready for Hawaii, we recognize that some of you may have concerns about certain health issues such as the Zika virus and a recent occurrence of Hepatitis A on Oahu and Kauai.

We encourage you to talk to you manager and HRBP if you have concerns about traveling to Hawaii.

The Hawaii Department of Health (HDOH) reports that Zika is not currently circulating in Hawaii. For more information you can visit the Health Department’s website here. [Scroll down to the Risk in Hawaii section.] You may also visit the Centers for Disease Control and Prevention (CDC) website here for additional Zika Travel Information.

Additionally, the HDOH website has information about a cluster of Hepatitis A infections that occurred primarily on Oahu and Kauai in August 2016. You can read more here.

Extracurricular Activities

Costs for these activities are self-funded and can not be expensed. Feel free to add activities and invite others.

Dolphin Quest Book online using promo code: GH339345MOZI16 and you will 10% off, or call and mention you are with Mozilla.

Hiking!