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Logistics Guide

Your survival guide of important Codathon information, in semi-order of appearance

Update this page with content relevant to your event.

Preparation

📱

To ensure we are fully present, and in communication with one another...

Clear your calendars for Monday, Tuesday & Wednesday and put up a vacation responder on your email.

Download Slack on your phone and join

#z-codathon-2024

⁠

, as we’ll be making daily announcements on that channel

Packing

💼

The

Codathon 2024

⁠

dress code is casual! We want you to be comfortable. If it helps to plan, San Antonio tends to be hot hot hot and sunny this time of year. The Hyatt will be air conditioned. For our offsite dinner on Tuesday, we will head to a restaurant and bar in San Antonio with a dedicated outdoor space for us, and misters to keep us cool!

Some things you will definitely want to pack...

Clothes to be comfy in both outdoor heat and air conditioned conference rooms

Laptop just in case... though we won’t be touching them too much

Reusable water bottle

Clothes/equipment for your Codans About Town activity

Mobile device with Slack downloaded on it

Chargers for your electronics

A positive attitude!

Arrival

🛬

All attendees should have already booked their flights either San Antonio or Austin airports.

We will have airport shuttles running to the Hyatt with the following availability. You do not need to reserve a spot on the shuttle. There will be messaging to come with more details.

Austin shuttles will leave at specific times:

2pm

3pm

4pm

5:30pm

7:30pm

10pm

When you are exiting the airport, go downstairs via either of the 2 escalators near baggage claim and exit the airport. The shuttles will be waiting on the far right, at the pillar marked with an M.

San Antonio shuttles will run loops between the airport and the Hyatt:

Sunday, 11:30am-11:30pm - every hour, on the half hour

11:30am, 12:30pm, 1:30pm, 2:30pm, etc, etc until 11:30pm

When you are exiting the airport, go downstairs and exit the airport. The shuttles will be waiting at the outer curb opposite of Terminal B.

If you arrive after shuttles stop running, please take an Uber/Lyft.

Pick the shuttle that works best with your arrival.

Hotel

🛏

We will all be located at the

Hyatt Regency San Antonio Riverwalk⁠

. The address is 123 Losoya St, San Antonio, Texas, 78205

We have rooms booked for everyone who RSVPed! Your specific rooms will be assigned at check-in. You will be asked to put down a credit card for incidentals - Coda will not cover these items.

All Codathon programming will take place at the Hyatt, except for Codans About Town activities, and our celebratory dinner on Tuesday.

Registration

✅

With Codans arriving from all over the country at different times, we’d like to give you a proper welcome. Here is what you can expect when you arrive:

Check into your room at the front desk. If you are in the area before 6pm, feel free to relax in your room or check out the neighborhood.

Starting at 5:30pm, head to the Garden Terrace (we’ll have wayfinding signs) to grab your swag & snack bag, have dinner and drinks, and start settling into

Codathon 2024

⁠

! Programming will be kept intentionally light so folks can adjust to the time zone and recover from travel.

We’ll be in Garden Terrace until 9pm. If you arrive after 9pm, we’ll have a tab open at the hotel restaurant so you can grab a bite to eat.

Late arrivers will be able to collect their swag bags on Monday morning.

Health & Safety

😷

Covid

As a reminder, we have

sunset our Covid policy⁠

. If you are feeling sick, we ask that you stay home to take care of yourself and keep your colleagues safe!

Masks will be made available to anyone who wishes to wear one.

Should you test positive, please:

Notify HR POC —

Lucy Yip⁠

Give notice to those you’ve been in

close contact⁠

with (less than 6ft away and 15+ min in proximity). If you prefer not to personally disclose your results, please notify your POC and provide a list of individuals you were in close contact with.

We ask that you remain off-site and isolate within your accommodations for 5 full days and until symptoms have improved. Hotel room coverage will be allowed up to 5 nights stay during isolation and will only be reimbursed in connection with a positive test result. Meals will be allowed up to $25 per meal for breakfast, lunch, dinner.

If you were directly exposed to Covid a few days prior to your travels, we recommend monitoring of your symptoms. If you’d like extra assurance, we’ll have tests available onsite. If at any point tests return positive, please follow steps above.

If you develop symptoms during the event, we will have tests available. If you test positive, please follow steps above.

Emergency Preparedness

We are expecting a smooth & clear Codathon, and just in case, we do have

an emergency plan⁠

. If it soothes you to know more, check it out. If you’d rather not think about it unless you have to, that’s fine, too!

Food & Drink

🌮

We’ll be providing all food and drink during your time at

Codathon 2024

⁠

, and taking care to ensure that all dietary restrictions are accommodated.

If there is ever something you need, please reach out to Claire!

Consent

🤝

Everyone will be coming into this experience with different levels of comfort being in large, in-person groups. Ask and get a clear “yes” before going in for a hug, hand-shake, or a high-five.

Schedule

⏱

Take a look at the

Agenda Preview⁠

to understand how our time will be spent and where we will be for each portion. In addition to scheduled programming, we will have a few activation spaces in the event foyer for folks to connect and play.

Purpose & Participation

⭐

Why are we doing this again? To connect with each other and strengthen our relationships with one another, our product and our mission! To make that happen, we need each Codan attendee to show up fully and participate. Make a new friend. Stretch to the edge of your comfort zone. You won’t regret it!