West 2018 Attendee FAQ and Guidelines

Registration & Conference App

Download  the Conference App to
– View Full Schedule
– Create personalized Schedule
– See full Talk and Speaker details

 

Download at Google Play Store or iOS App Store or Scan QR Code

 

  • VIP, Accelerated AI (Business 2 day), Training, Platinum, Business 4 day passes

 

You may pick up your badge early on October 30th at the Hyatt Regency San Francisco Airport 6-8pm.  Badge pick up will be at the Registration Desk, The Grove 1st Floor Lobby.

 

 

  • Gold Passes

 

You may pick up your badge early on October 31st at the Hyatt Regency San Francisco Airport 4-7pm. Badge pick up will be at the Registration Desk, The Grove 1st Floor Lobby.

 

 

  • Silver Passes

 

You may pick up your badge early on November 1st at the Hyatt Regency San Francisco Airport 4-7pm. Badge pick up will be at the Registration Desk, The Grove 1st Floor Lobby.

  • Registration begins at 7.30 AM Oct 31st. Nov 1st and Nov 2nd.
  • Registration begins at 8.00 AM Nov 3rd.
  • Please keep your badge on you at all times during the conference. While you do not need to recheck in each day you will NOT be allowed access to the event if you are not wearing your conference lanyard and badge.
  • Replacement badges will be available and will be $10.
  • The Open Data Science Conference is dedicated to providing a harassment-free experience for everyone. We reserve the right to refuse entry or remove anyone in breach of this code without refund.
  • Our code of conduct can be reviewed here.
  • Please do not conduct any personal recordings. Once we have a speaker’s permission and the presentation is edited, we will then release content to our conference website. You will be removed from the event if you are recording.
  • Mute cell phones during all events.
  • No recruitment or solicitation unless you are with a sanctioned sponsor.
  • In consideration of fellow attendees, no food is allowed in the meeting rooms.
  • Wifi is available but not for streaming or heavy DL. Respect others.No multiple device connections please.

Getting There

Yes, there is a coat check at the Hotel.

At this time, conference rates hotel rooms have sold out.

Parking Validator Instructions for Daily Parking Discount :

  • When entering the car park, pick up a ticket at the entry barrier.
  • During the conference, at any time, make your way to the pay machines located at the side entrance by the elevator bank on the lobby level or on the Atrium level by the doors to the sky bridge to the parking garage.
  • Insert ticket and follow instructions. Your ticket will be validated for a reduced rate for self-parking of $15 per day.
  • The pay stations are at both hotel exits on the way to the garage. Guests should pay on their way out to their cars.
  • When exiting garage insert validated/paid ticket into the machine the gates will open

Parking Instructions if the guest is staying overnight, the parking charges will be placed on their room. At check-out, they will be charged for the number of cars they parked and with the discount!

 

There are several ways you can use to arrive at the venue on time:

  • Flying:  San Francisco International Airport (SFO)
  • Train:  Broadway CalTrain Station
  • By Car:  Uber, Lyft
  • Public Transportation: There is a complimentary shuttle to and from the airport provided by the Hotel.

Laptops are not required to participate but many sessions will include work along portions from which attendees will get the most if they have a laptop. Please make sure they are fully charged.


Networking, Lunch, and Coffee Breaks

  • The networking reception sponsored by DataRobot will take place in the Grove on Friday, November 2nd  from 5.45 PM-8:00 PM. Drinks and hors-d’oeuvres will be provided.

Lunch is for purchase at the venue, during the allocated lunch breaks for all attendees.

  • Lunch will be available in The Grove and Poolside Pavilion during each full day of the event.
  • Lunch options are: Hot Dish of the Day $12.00+, Salad, and Sandwiches $11.00++. Vegetarian options available.
  • Oct 31st, Nov 1st  – 1.00-2:00pm.
  • Nov 2nd, Nov 3rd, – 12.30-2:00pm.
  • Coffee breaks will be available in the Grand Peninsula foyer.
  • Coffee and snacks will be provided at 10.30am and 3:30 pm Wednesday-Saturday

Conference Passes

  • Unfortunately, there are no refunds provided 30 days before the conference. There are no exceptions to this policy.
  • Yes, you can transfer your pass to a colleague up to 7 days before the conference.

Volunteer applications are now open at odsc.com/california/volunteer.

  • Scholarship passes are not interchangeable and cannot be upgraded.
  • Business 2 day Pass (Accelerate AI): All sessions on Days 1 & 2 (October 31st- November 1st) excluding any training sessions
  • Business 4 day Pass: All sessions across all 4 days (October 31st- November 3rd) excluding training sessions which will be held on Days 1 & 2
  • Training only Pass: All sessions on Days 1 & 2 (October 31th- November 1st)
  • Silver Pass: All sessions and events on Days 3 & 4 (November 2nd- November 3rd)
  • Gold Pass: All sessions and events across Days 2, 3 & 4 (November 1st – November 3rd). Gold passes do not have access to sessions on Day 1.
  • Platinum Pass:  All sessions across all 4 days (October 31st – November 3rd)
  • VIP Pass: All sessions across all 4 days (October 31st – November 3rd)
  • Generally, sponsor passes are equivalent to gold passes which provide access to the training sessions on November 1st and all sessions November 2-3rd.
  • At this point, there are no upgrades provided. If you would like to attend more sessions than your pass allows, please inquire at the resolution desk at registration on the days of the conference.

Attending Training, Workshops, and Talk Sessions

Yes, there will be live streaming for ODSC West. You can register for it here:   http://bit.ly/2NKQuh1

  • The speaker will have a hard-stop at five minutes prior to the start of the next session.  They may or may not allocate time for Q&A during their session.
  • When a given session is over, we need to turn the room over for the next session. We will have staff escort the speaker away from the front of the room to an area conducive for personal conversation without impacting the start of the next session. Please feel free to follow the staff and speaker to this area, but do not congregate in the front of the room to ask questions.
  • Once you have registered, no further action is required to register for specific sessions. All sessions will fill up on a first come-first served basis. However, you can take steps in order to ensure that you are on time and in the right place. These steps include picking up your badge earlier during pre-registration, to avoid time at registration. Downloading the ODSC App, will enable you to view all sessions timings and room allocations.
  • Please note the training session will start on time and late attendees may not be able to enter the room once the session is in progress. Please arrive early to ensure you can attend. Entering a session after it has begun may be forbidden at the discretion of the instructors. The morning sessions start at 9:00 AM and the afternoon sessions at 2:00 PM.
  • There is a first come, first serve basis policy in each room, unless you have a Diamond event pass. There will be eight Diamond reserved seats in each training session. Training sessions materials will be sent directly to training session ticket holders. It is imperative that attendees attending these sessions look up and/or download the materials provided.

IMPORTANT: Please check here for the latest prerequisites and downloads. Please note, check the App for last minute changes.

  • All sessions are first come, first served basis. Plan your attendance accordingly. We apologize in advance if space is not available at your event of choice.
  • Registering for a session in the “my schedule” portion of the app is for personal planning, it does NOT guarantee a seat in any room. Be advised that it is strongly recommended you arrive early to sessions in order to get a seat.
  • Bring fully-charged laptops. We will have charge points available, including phone chargers, but they may not be accessible at all seats.

IMPORTANT: Please check here for the latest prerequisites and downloads. Please note, check the App for last minute changes.

  • We encourage you to explore the speakers, topics, and schedule prior to arriving to plan out your day and get excited about your time at ODSC West here.

Laptops are not required to participate but many sessions will include work along portions from which attendees will get the most if they have a laptop. Please make sure they are fully charged.

  • When connecting to wifi at Hyatt select ODSC-West
  • Password: odscwest2018

Slides and Recording

  • In general, we will NOT record training sessions. However, We try to record most of the sessions.
    Please check the TVs at the conference venue to see which sessions will be recorded.
  • Over 60 Talk and Workshop sessions will be recorded during the event. If your pass includes access to some / all of the recordings, you will receive instructions for accessing them via email following the conference.
  • Please allow 4 weeks for preparation and production.
  • Please note: Training sessions will not be recorded.
  • We have asked each speaker to share their presentations with us, so that we may share them with you. Most will, but some will not.  Slides will be available within 2 weeks following the conclusion of the event.
  • We understand that knowing whether the slides will be available affects your decision to take notes and pictures during a session. At the start of each session, there will be a notice about whether the slides will be available for sharing. Therefore, please do not take up valuable Q&A time or swarm the speaker afterwards to ask about slide sharing.
  • Most sessions will be recorded and published. Please refrain from personal recording as speakers may want to edit the recording before release.

General Questions

  • ODSC staff will be wearing recognizable lanyards, if you need immediate assistance there will always be a staff member at the registration table. Event volunteers will be wearing yellow t-shirts. Please go to them with any questions.
  • There is no official dress code. Shirts and shoes are required at all times.
  • It is highly recommended to dress professionally if you are planning to attend our Accelerate Ai Summit or the Job Fair.
  • If you are interested in hiring at ODSC West, please contact saman@odsc.com.
  • If you would like to inquire about guest postings on the opendatascience.com, please contact alex.l@odsc.com.
  • If you have applied as a speaker for this event more than 2 weeks ago, and do not know the status of your application, please contact “kevin@odsc.com”
  • Yes, there is a discount for Alumni. Please e-mail info@odsc.com for your dedicated discount.
  • The Career Fair will take place November 2nd, 10:30am – 6:00pm  – November 3rd, 10:30am – 4:30pm at Regency AB

There will be both Sponsor and Community Tables outside the meeting rooms to ensure plenty of time to interact and learn more about these organizations.

Open Data Science Conference