All Hands/Toronto2020

What is it? -- Multiple team meetings, happening in the same city, at the same time + some opportunity to get together as one big group as well as with other teams as it makes sense. Then, on the last day, we have a fun social event for all, Mozilla-style!

The information on this wiki primarily applies to Full time and contractor staff. If you are a volunteer contributor or intern, please inquire to your coordinator.

Dates and Location

Monday, June 15, 2020 - Friday, June 19, 2020 (travel days are Monday, June 15 & Saturday, June 20) in Toronto, Canada.

We have guestrooms at two hotels: Sheraton Centre Toronto Hotel and Hilton Toronto. All of our meetings will be in the Sheraton.

*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.

Travel to Toronto

Everyone will book their travel via Egencia. Expect travel to open immediately after we return from Berlin All Hands. The Egencia instructions will be emailed to anyone approved to attend. New hires will have individual deadlines based upon hire/start date. Approved contractors, vendors, seasonal, status employees will be notified with an email from bmark@mozilla.com with specific instructions.

Important Details: Everyone should plan to arrive in Toronto Pearson International Airport (YYZ) on Monday, June 15 and leave on Saturday, June 20. Anyone who plans to arrive ahead of that or to stay longer, regardless of the reason, must follow the "arriving early/departing late guidelines." These guidelines also apply if you want to fly in or out of airports other than your home airport and Toronto Pearson (anything custom). A few notes:

If you are a vendor (paid by a company other than Mozilla or Upwork/Elance), contractor, or seasonal staff, those approved will be sent separate email.
Volunteers will be handled separate from this process.
We work closely with Recruiting to ensure new hires are invited after their start date. No need to let us know about these.
If you would like to invite someone who is a business partner, facilitator or some other category that isn't an employee or volunteer (not a personal guest/family), email bmark@mozilla.com.
Change fees will be covered by Mozilla for business reasons only. Please email bmark@mozilla.com ahead of calling Egencia to make the change. Any changes for personal reasons must be paid by the employee directly to Egencia over the phone.

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, June 15 and leave on Saturday, June 20. Here are some exceptions:

If you are attending the Sunday/Monday CI event (by invite), you can arrive on Sunday, June 14.
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, and expense the manager approved amount (which is coded to your cost center). This policy does not apply to volunteer contributors, any jetlag recovery costs must be self funded.
If you live in a country where work travel is prohibited on weekends, you may travel on Friday, June 12 and Monday, June 22, if you’d prefer (not required). For hotel, you will book and pay on your own, and expense the manager approved amount (which is coded to your cost center). You must have approval from our benefits team in writing (and send to bmark@mozilla.com) prior to booking any travel. Approvals and expenses will not be applied retroactively.
If you live in a country where work travel is prohibited on Sunday, you may travel on Saturday, June 14, if you’d prefer (not required). For hotel, you will book and pay on your own, and expense the manager approved amount (which is coded to your cost center). You must have approval from our benefits team in writing (and send to bmark@mozilla.com) prior to booking any travel. Approvals and expenses will not be applied retroactively.

If you plan to spend some extra personal time in Toronto or nearby (choosing to arrive before Monday, June 15 or depart after Saturday, June 20), you'll need to create a itinerary in Egencia for standard dates/locations within the Egencia Portal and compare to the custom dates/locations you'd like.

Pricing for the standard dates should be Round Trip only. Pricing for custom dates/locations should be for Round trip or Multi city trips only.
Please share the difference via email to bmark@mozilla.com and receive approval ahead of submission in Egencia. 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 YYZ w/ longer dates, and you personally book & cover the rest).
Please note that one way trips are only approved on a case by case basis. Do not book one ways without prior approval. We do not have the ability for employees to reimburse Mozilla for any overage. This scenario also applies for routing through different airports to/from Toronto Pearson than your home airport (ex. a layover elsewhere for a few days, or flying out of something other than YYZ).
Any change fees associated with legs of travel outside standard travel days are to be covered by the individual and not Mozilla.

Booking Family Travel

Whether your family will accompany you on your flight or join us later; and you have two options: direct with the airline (recommended) or through Egencia.

Direct (recommended):

First, figure out which flights you want to be on as an employee in Egencia. Hold them in Egencia. Find the flights you want for your family on the airline site and book them. Go back to Egencia and book your flights. Once you have both sets of confirmation numbers, call the airline and ask them to LINK your two reservations. This shows that you are traveling together and shouldn't be moved. When you call, you can also ask the airline agent to assign seats together. By booking your family direct on the airline, it gives them "priority" with the airline over people who book via a third party (expedia, booking.com, kayak, etc). These aren't guarantees, but they do help.

Via Egencia:

We do not recommend booking family through Egencia. If you'd like details about how to do it, please email bmark@mozilla.com

Notes:

We are unable to accommodate volunteer contributor families/guests.

Not Flying

Mozilla will reimburse for mileage and parking (not valet) for those based in the Toronto area; or public transportation. For those outside of the Toronto area who are driving (and not flying), Mozilla will reimburse for mileage up to the equivalent of a benchmark flight. We will not reimburse for mileage if you booked a flight.

Parking options vary by hotel (many don't have lots, or have valet only parking). We will not reimburse for valet parking, rental cars, taxis, Lyft/Uber. If you are choosing to extend your stay on either side, transportation costs are not-reimbursable.

Travel Insurance

Mozilla provides emergency medical accident and illness cover for all global MoCo employees/interns and their dependents. You can view more information on Mana. This coverage begins at the time the you leave home to start your business trip. It also has a provision for a 14 day extension for leisure travel outside of the business travel. If you have additional questions, please email benefits@mozilla.com.

Mozilla does not cover travel insurance for elancers, upworkers, contractors, vendors, or volunteers/community members (unless required for visa application).

Air Travel Fine Print

Change fees will be covered by Mozilla for business reasons only. If the change is all hands related, please contact Brianna Mark for advance approval. If the change is work/role specific and have manager approval, email bmark@mozilla.com prior to requesting the change with Egencia. Once you have approval, call Egencia to make the change at 1-877-255-1090 (note this will not be possible without prior approval so be sure to get that by way of an email from your manager to Brianna Mark). Change fees for all hands related will be covered centrally. Change fees for cost center/role specific will need to paid by the individual and submitted for reimbursement. If you are changing for personal reasons, the change in airfare, change fee and Egencia fee is your responsibility.
Mozilla will not reimburse for Business/First class upgrades, tickets or seat reservations.
Mozilla will reimburse for one checked bag each way.
Mozilla Frequent Flyer perks do not apply for All Hands.
Flights booked outside of Egencia will not be an approved expense unless email approval by Brianna is obtained prior to booking.
Any submitted expenses needs to have an itinerary attached to ensure it is employee expenses only and within policy.

Ground Transportation

We will utilize the UP Express to get from Toronto Pearson International Airport and Union Station in downtown Toronto. UP Express departs from both Union Station and Toronto Pearson International Airport every 15 minutes. Your journey takes just 25 minutes; it's the swiftest and most reliable way to travel. Upon arrival at Union Station, you'll walk to our hotels (~5 blocks) either by the PATH (Toronto's underground walkway) or surface streets.

We will not be providing shuttle services (we will reach out to individuals who need assistance in getting from Union Station to the hotels). We will have an online booking tool for you to get your UP express ticket in February/March 2020 (we will not reimburse for tickets purchased directly or outside this link). We will have discount codes available for 25% off for guests.

Arrival

UP Express runs daily from Toronto Pearson Airport to Union Station. Please ensure your flight arrives within the window that allows you to take UP Express. Train Hours

First Train 05:27
Last Train 00:57

Station Hours

Mon to Sun
05:00 - 00:57

Upon arrival at Union Station, you'll walk to our hotels (~5 blocks) either by the PATH (Toronto's underground walkway) or surface streets.

Departure

Train Hours

First Train 04:55
Last Train 01:00
The third train in the morning leaves 20 minutes after the second train. All other trains run 15 minutes apart.

Station Hours

Mon to Sun
04:30 - 01:00

Immigration

It is important to look into your entry requirements early as some may need to schedule an in-person biometrics appointment. You can check here to see whether you require only a valid passport, an eTA, or a visa to enter Canada: http://www.cic.gc.ca/english/visit/visas.asp. You should also research whether you need a transit visa if you have a layover or change planes in a country that requires it.

If you do need a visa you can request a visa invitation letter during registration.

Those who have committed certain legal infractions are not allowed to enter Canada (known as “inadmissible” under Canada’s immigration law). Check here to see if you might be "inadmissible" (you could be turned away at the border if you are inadmissible, so best to know ahead of time!): http://www.cic.gc.ca/english/information/inadmissibility/index.asp and http://www.ezbordercrossing.com/the-inspection-experience/prior-criminal-offenses/crossing-canadian-border-with-a-dui/#.VThVDRfnfVp

If you have concerns about being inadmissible while traveling to Canada for All Hands, please reach out to Casey McGill on the immigration team at cmcgill@mozilla.com as soon as possible.

Week at a Glance

Scheduled recordings/AirMo streams will be posted here.

Monday

Monday is travel/arrival day
Registration
Welcome Reception from 6:00 pm - 9:00 pm

Tuesday

Breakfast
Plenary 9:00 - 10:00
Lunch
Dinner on own

Wednesday

Breakfast
Plenary 9:00 - 10:00
Lunch
Dinner on own

Thursday

Breakfast
Plenary 9:00 - 10:00
Lunch
Demos
Dinner on own

Friday

Breakfast
Plenary 9:00 - 10:00
Lunch
Dinner on own
Closing event at Assembly Chef's Hall

Saturday

Breakfast
Departure day only. No scheduled activities.

Toronto All Hands Event Calendar

Link coming soon.

Don't see stuff for your org yet? Don't fret! The schedule changes regularly as meetings and events are confirmed. Keep checking back. Team specific events are managed by team EAs.

Create an account

We don’t recommend using the same email & password as anything like bank accounts, etc. We care about your security! If you already have a Sched account from past All Hands, it still works, log in with that.

Add items to your calendar

Select the circle on any agenda item to add it to your calendar (you do need to have an account & be logged in to do this)

You can also share a link to meetings to invite others. Go into the meeting and copy the short link. You can email that out to anyone and they can quickly add it to their calendar.

Subscribe to GCal Calendar Link

Click on the mobile phone on the right hand side of the screen. All the calendar options are available here. You have the option to choose ALL meetings or YOUR meetings. Unless you have 400 items on your calendar, just select your calendar. It will add anything on your calendar to your GCal (also an option for Outlook and iCal). It syncs once per day.

The "only syncs once per day" only applies to Google Calendar. With almost all other clients (like Apple Calendar, Outlook, or the calendar app on your phone) you can set the refresh interval, and Sched's instructions recommend 1 hour. Note - the gcal function has been buggy for some users in the past. If it doesn't update with new items, delete the calendar and download again.

Warning: This is a link that utilizes your username for the .ics file.

From Mobile

Visit from any mobile device - bookmark or add to your homescreen for quick access. There is a bonus icon you get by doing this. It caches the last time you opened the page offline and refreshes anytime you are connected.

Filters

Filters

We have filtering functionality. You can filter by: Departments (ex: People) AND Functional Teams (ex: People & Capabilities)

Search by Room, Speaker/Leader

Further Filtering

Audience - who should be there (ex: Team only or Invite)
Homerooms (you can quickly see what is happening in homerooms, by team) - why do you care? If you have a cross team meeting in their room, its a quick way to search
Views - Lots of view options. It defaults to the simple view, but there are quite a few options.

Have a tip? Feel free to add it!

Food, Drink & Events

Breakfast, lunch & snacks will be provided at Sheraton Centre Toronto Hotel and paid for centrally for attendees.

Breakfast is provided at the Tuesday - Saturday.
Lunch is provided Tuesday - Friday.

Allergies/preferences: We have done our best to ensure that all food/environmental allergies are taken into consideration and will always have gluten-free and vegan options. If you have severe allergies that we need to know about; you can indicate in registration. Our menus are nut free unless explicitly listed, however the hotel kitchens are not 100% nut free.

Hosted Evening Events

We have evening events on the Monday and Friday nights.

Monday Night Reception

6:00 pm - 9:00 pm, Sheraton Centre Toronto Hotel

Friday Night

6:00 pm - 11:00 pm, Assembly Chef's Hall

Our closing party for the Toronto All Hands is at Assembly Chef's Hall, right across the street from the Sheraton Centre Toronto Hotel. 17 of Toronto’s top chefs, restauranteurs and baristas have come together under one roof, in Canada’s first chef-driven community market. We'll experience a variety of cuisines, directly from their kitchens. Expect to experience some of the city’s very best, including global cuisines from a variety of local chefs.

Getting to/from the event

It's across the street from the Sheraton (literally). So you'll walk, but please don't jaywalk.

What to wear

Your badge, and whatever you want (within reason).

Guests

Pre-registered guests will require a guest badge, and the badges must be picked up by the employee (not the guest) at the Sheraton by 15:00. We will not have badges available at the event.

Tuesday, Wednesday & Thursday Night Dinners

You'll be on your own for Tuesday, Wednesday & Thursday and will have a similar expense policy from past all hands. This is a maximum reimbursement amount, not a per diem and receipts are required for reimbursement. (40CAD/night - 120 CAD total to include food, beverage, transportation, exchange fees, etc).

Here is how this will work:

For all evenings, once your meetings have concluded, you and your team, friends, new acquaintances, are free to explore and to find somewhere great to eat that suits you. Each of you can expense a total of 120 CAD (with receipts) over the three days (or approximately 40EUR/night). It is okay to spend more one night, and less another night, as long as the three nights do not exceed 120CAD.

This amount includes:

Meal cost, including tax & gratuity
Any beverages
Transportation to/from the restaurant
Conversion fees (for credit cards) or cash withdrawal fees

The Toronto PATH is a great place to explore for restaurants. You might be tempted to try Assembly Hall (right across the street) but we'll be there for our Friday event, so might want to consider saving yourself. There are a lot of opinions about what makes Toronto's food scene great, here are a few to get you started:

Anything over the 120CAD for the three evenings will be your own expense. The fine print:

If your team is hosting an evening event 1 of the nights and the payment is coordinated (meaning, you don’t have to open your wallet and pay), you can expense the different remaining. So if you team event is 50CAD, you have 60 CAD for the remaining nights. We try to keep team events/dinners at 40CAD, but it is not always possible. Check with your team before submitting expenses.
You will be asked (later) to submit a Toronto All Hands only expense report. You can submit ONE report for Toronto only and must be submitted no later than July 31, 2020.
No expenses over 120CAD will be approved.
In no case should employees expense or use MoCo corporate cards to cover purchases of alcohol outside of team dinners or the individual expense allowance.

Volunteer Contributors will have a separate process that will be communicated directly.

Groups, Restaurants & Reservations

Group dinners - All large (eight or more people) reservations must go through Lisa Carlson (email lcarlson@mozilla.com) and dinners should stay within the allowable expense (40 CAD pp including, food, beverage, tax, gratuity and transportation), and employees attending must not also expense costs for that night. If group events exceed 40CAD pp, please ensure team members know and adjust their expense amount accordingly.

In no case should employees expense or use MoCo corporate cards to cover purchases of alcohol outside of team dinners or the individual expense allowance.

Team dinners should be thoughtful about the potential exclusionary nature of alcohol when planning.

Families/Guests

Of course our focus, for the majority of the week, will be on Mozilla. Everyone is expected to be present and engaged each day, during work hours (as your schedule dictates). Please do what you can to make sure your loved ones understand the kind of commitment you’ve made. Please note that what are able to do for families varies by each location. We are unable to accommodate volunteer contributor or intern families/guests at our All Hands.

Quick summary logistics

Air Travel: Employees do need to book via Egencia regardless of how families are booked.
Hotel: Family/friends are welcome to stay with you. All room rates are based upon single occupancy. Guests must be added to reservations in advance and any additional room expenses will be yours to cover.
Lunch & Dinner: Family will be on their own for lunch daily and dinner on Tuesday, Wednesday & Thursday.
Monday & Friday Night Events: Family members who are registered for the event and registered with the hotel, are invited to join us for our evening events.
Childcare Services: We will not provide centralized childcare services. We have found that every family has different needs and centralized childcare does not deliver on those needs. If you are in need of help finding options for your family, we are happy to connect you with staff whose families who are coming (#allhands-childcare and #parents are great places to start), as well we are happy to help support finding of resources (although you are likely better at it than us). Given every circumstance is unique, we defer to your manager to determine what Mozilla can support you with financially.

Safety & Security

Alcohol at Events

To better support and sustain an environment (and workplace culture) where people feel safe and included, we have made a set of changes regarding alcohol at our events. In all cases, our approach aligns with our Community Participation Guidelines (“CPG”).

All participants are required to read and acknowledge our new Community Participation Guidelines as a condition of participation.
We will limit bar-servings to beer and wine and ensure an equal number and quality (i.e. not just Coke) of non-alcoholic drink options are available and displayed.
Team dinners should be thoughtful about the potential exclusionary nature of alcohol when planning.
Clearly outlined, communicated (to event teams, HR and managers) and understood escalation process for behavior that might be deemed counter to the spirit of our CPG.
In no case should employees expense or use MoCo corporate cards to cover purchases of alcohol outside of team dinners. (individuals can purchase alcohol for themselves as expense as part of the 40 euro per night policy)

Device Security

If you are traveling to the All Hands with a device that has Mozilla data (laptop, personal cell phone/tablet with @mozilla gmail, etc) on it and your device has been retained for further inspection by border agents, or if your device has been inspected outside your immediate presence - and you believe your credentials have been compromised - you must notify the Enterprise Information Security team as soon as possible at infosec@mozilla.com or by calling Mozilla End User Services at +1 650-963-8811. (This number will be staffed 24x7)

We will work with you to reset your credentials and help you get your device back to a known good state either by getting you a new one (if it’s been taken), or by resetting it back to a verifiable Mozilla-approved installation.

Physical Security

Badges are required to access all meeting spaces and evening events.

Health and Wellness

If you feel sick, please stay in your room until you feel better. Please do not expose others to anything you may have. We will have plenty of hand sanitizer available and encourage you to wash your hands often. Some sessions will be available to view live on AirMo. Please refer to the schedule at a glance, linked above.

Health Insurance

UnitedHealthcare Global (UHCG) offers worldwide travel emergency medical cover (includes out-of-country medical cover) and assistance services to Mozilla full-time employees, their eligible dependents (spouses/domestic partners and dependent children), and interns under its global accident and sickness insurance plans. This coverage is extended to: Mozilla Corporation and Mozilla Foundation. Upworkers (ELancers), volunteers, community members, contractors, and vendors are not eligible for this cover. Information can be found on the mana: https://mana.mozilla.org/wiki/pages/viewpage.action?spaceKey=PR&title=Travel+insurance%3A+Business.

Accessibility

Evenings

Monday Night reception is at the Sheraton Centre Toronto Hotel. Space is accessible via elevators and escalators.

Meeting spaces

All meeting space levels are accessible by guestroom elevators.

Listen Systems

We will have Listen Systems available for any meeting in the main plenary space. Visit the AV booth to pick one up.

Bathrooms

To be announced.

Breastfeeding/pumping stations

Milk Stork Services are reimbursable - please contact benefits@mozilla.com for more information. Pumping/breastfeeding specific rooms are not available. Please use your guestroom.

Visiting the Toronto Office

Planning on visiting the Toronto office before/after All Hands? Here’s what you need to know:

The office will be closed June 15-19 (no meetings or events in office).
We have a limited number of hot desks but guests can squat in the lobby and kitchen areas.
If you are planning to attend office lunch, please contact rgorospe@mozilla.com to sign up.
AND don’t forget your badge

Things to do in Toronto (before or after all hands)

Just waiting for the Toronto Office to add here. :)

Activities

Waterfront Festival

There will be a large inflatable giant duck at the Waterfront Festival which coincides with the Friday evening and weekend following the All Hands if you're still in town: https://towaterfrontfest.com/.