Difference between revisions of "2013 Hackathon Logistics"

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== AOCR - BRIT Hackathon Logistics Feb 13th - 14th, 2013 ==
== AOCR - BRIT Hackathon & iConference2013 Logistics Feb 13th - 14th, 2013 ==

Revision as of 17:38, 7 February 2013

AOCR - BRIT Hackathon & iConference2013 Logistics Feb 13th - 14th, 2013

Hackathon Hosts

  • Hosts: The Botanical Research Institute of Texas (BRIT) and the iDigBio Augmenting OCR Working Group, supported by iDigBio, the National Resource (Home Uniting Biocollections, or HUB, at the University of Florida and Florida State University) for Advancing Digitization of Biodiversity Collections (ADBC)

Hackathon Agenda

iConference 2013 - Concurrent Events

IConference 2013 iDigBio AOCR WG Wiki

Remote Participation

iDigBio uses AdobeConnect software for virtual meetings and web conferencing.

Contact for Questions or Problems

If you encounter logistical issues prior to or upon your arrival in Fort Worth and require assistance, we encourage you to contact:

  • Deborah Paul at dpaul@fsu.edu (or by cell phone provided to you in earlier correspondence),
  • Jason Best at 817-332-4441, ext. 230,
  • Amanda Neill at 817-332-4441, ext. 217
  • Sean Murphy at 817-332-4441,
  • iDigBio Project Assistant Cathy Bester at 352-294-1949,
  • iDigBio Project Manager David Jennings at 352-273-1906, or
  • iDigBio IT Expert Kevin Love at 352-294-1924.

Travel to Fort Worth, TX

Your travel arrangements have been coordinated and finalized by Cathy Bester; you should have already received all travel details in a separate email. If you have any remaining travel questions, please contact Cathy at cbester@flmnh.ufl.edu If you experience any travel snafus, please notify Cathy as soon as possible at 352-294-1949 or via email.

Shuttle from DFW Airport to the Hotel

  • Stay tuned. Once everyone's travel arrangements are made, plans are in place to arrange shuttle service from DFW to the hotel: Hilton Garden Inn Fort Worth Medical Center 912 Northton Street Fort Worth, TX 76104, Phone: (817) 744-8515 Fax: (817) 921-0799
  • If you are arriving at a time when there is no shuttle arranged, suggestions will be provided here for what transportation services to use. Travel time from DFW to the hotel is 30 minutes in no traffic. For any other transportation utilized (not arranged by us), please be sure to save your receipts if you are being reimbursed for travel expenses.

Hotel and Hackathon Locations

  • Hotel Address: Hilton Garden Inn Fort Worth Medical Center 912 Northton Street Fort Worth, TX 76104
    • Hotel Phone: 817-744-8515
  • Hackathon Location & Host: Botanical Research Institute of Texas (BRIT) 1700 University Drive Fort Worth, Texas 76107-3400
    • The distance is 1.3 miles from the Hotel to BRIT. Google Map
  • Walk between BRIT and Hilton, see map: http://goo.gl/maps/hrCIj
    • The Fort Worth Trinity Trails system running along the banks of the Trinity River is near the Hilton. There are several ways to cross the river (some available only at low tide) and a new pedestrian foot bridge (available all the time). If this sounds good to you see the map here for ideas: http://goo.gl/maps/hrCIj
    • Google says this route takes 20 minutes.
    • Looks as if alternative foot bridges to cross would shorten this time considerably to less than 15 minutes.

Hotel Check-in

  • A block of rooms have been reserved for Workshop participants, and participant names have been provided to the hotel. Please notify the hotel that you are part of the iDigBio OCR Hackathon upon check-in to verify that you are receiving a room from this block.
  • Hotel website: Hilton Garden Inn Ft Worth Med Ctr
  • Hotel phone: 817-921-0788

Hackathon Check-in

Hackathon materials will be (including a printed agenda, name tag, and wireless Id) distributed as participants arrive at the hackathon location on February 13th. Power for laptops, wired access for laptops and wireless access will be provided for all participants. Please plan to arrive by 8:45 am on Wednesday for check-in to enable a prompt start time at 9:00 am.

Meals and Other Activities

  • An impromptu dinner will be arranged for those arriving in time on Tuesday evening before the hackathon. Looking forward to meeting all of you! If your flights / schedules cooperate -- see you there.
    • Time: 7 PM - 9? PM
    • Place: Pappasito’s Cantina (Tex-Mex) 2704 W Freeway I-30, Fort Worth TX 76102
    • Transportation from hotel to restaurant & back again: use hotel shuttle.
    • Map: http://goo.gl/maps/bDhET
    • Group Reservation Name: Hackathon
  • Breakfast is on your own in the hotel, or at a place near by.
    • iHop University Drive 1664 South University Drive #1928 Fort Worth (817) 336-4191
    • Ol South Pancake House 1509 South University Drive Fort Worth, TX 76107 (817) 336-0311
  • A light breakfast snack, lunch and afternoon snack will be provided at BRIT on both Wednesday and Thursday by Jason's Deli. Vegetarian options will be available.
  • Group Dinner on Wednesday night at Riscky's in the Stockyard District in Fort Worth.
    • Transportation will be provided, probably a shuttle from the hotel (to be arranged).
  • Dinner is on your own on Thursday night.

For those receiving a per diem for meals, it will be paid for all meals not included as workshop functions; there is no need to retain receipts for these per diem meals.

Shuttle at Hotel

The Hilton Garden Inn Fort Worth Medical Center 912 Northton Street Fort Worth provides shuttle service every 30 minutes at no charge to guests to locations within 5 miles of the hotel. Make arrangements with the front desk.

Reimbursement Procedures

Any meals not provided as workshop functions will be reimbursed at the State of Florida per diem rate (Breakfast $6, Lunch $11, Dinner $19), no receipts are needed. Taxi fares, parking fees, and baggage fees may qualify for reimbursement – please retain your original receipts. Project Assistant Cathy Bester will send out an email to workshop participants with details on reimbursement procedures during the week following the workshop. If you have any questions, please contact Cathy at 352-294-1949.

Shuttle to / from the DFW Airport

Once all travel arrangements have been made, shuttles may be arranged for groups to go to / from DFW together. Other options will be offered and ride-sharing is encouraged.