User:PesachZ/SyncScratch View history

VisualWikitext
m (Copying text of wiki page for coparison with the "Minnesota/Special roads/Main" page)
m (Copying text of wiki page for coparison with the "USA/Mid Atlantic/Meetups/2017" page)
Line 1: Line 1:
<!-- This page is only transcluded into (displayed on) the main page for this state. See more detailed instructions below. --><noinclude>{{:USA/CommonState/ReturnPurge|{{SubPage2}}}}<br/></noinclude><!--
== Special Thanks ==
------ DO NOT MODIFY ABOVE THIS LINE -------- DO NOT MODIFY ABOVE THIS LINE ------>
=== Ramsey County Lettered Roads ===
The Ramsey County lettered roads are a special situation.  They do not get abbreviated with the letter.  For example County J should not be named CR-J or CH-J.


These roads have a long history. They were laid out by Ramsey County on unincorporated land north of St Paul before most of the cities we know today were created. [http://www.historicmapworks.com/Map/US/487761/Index+Map+001/Ramsey+County+1931/Minnesota/ See a historical 1931 map here].  As cities incorporated land, many of them kept these names even though they were no longer county owned and maintained roads. As far as Ramsey County is concerned, if it is a county owned road, it will have a #. For example County J is Ramsey County 1.  All the official blue 5-sided Ramsey county sign's only have the numbered routes.  Nowhere is there a letter on a blue shield sign (in Ramsey County).  So that's why we don't abbreviate them.  CR- should eventually make the white county sign, and CH- should eventually make the blue county sign, The lettered roads never appear on a blue or white sign, so they do not get the CR- or CH- abbreviation.  Also some of these are not even county owned roads so they don't get upgraded to primary street by default either.  For example, [https://www.waze.com/editor/?env=usa&lon=-93.13445&lat=45.03588&layers=5&zoom=9 County D at this link] is a city road maintained by the cities of Roseville and Shoreview who have decided to leave the road named as County Rd D.  It is not a Ramsey County owned or maintained road and has no white or blue county highway signs.  So it is named "County D" to match the street signs and is classed as a street classification.  It is not upgraded to a primary street because it is not a real "County Road."
Shoutout to fbisurveillancevan21, a dedicated Indiana editor who led the hotel search for both 2016 and 2017 Great Lakes Region meetups, and put together notes about what he has learned to look for. His hard work made our job a ''lot'' easier!


One bit of trivia since it is often asked, where are the missing letters?  County A was where Larpenter Ave is today and County G was where Highway 96 is today.
== Representation ==


=== Other drivable roads ===
Make sure to clearly, repeatedly state we were NOT employees of Waze/Google.  Identify as a local volunteer that is initiating contact.  Actual Waze employees will get involved when we get initial quotes secured.  It's the paid employees who will make the decision and handle all payment.


==== Dirt Road / 4X4 Trail[[File:Service road.png|200px|Service road.png]] ====
== Venue Criteria ==


{{mbox
=== Dates ===
| type = important
| text = Minnesota has different interpretations of Dirt Roads than many other locations.  Even veteran editors need to pay attention to this section!
}}


19-20 August 2017 (Saturday + Sunday)


[[File:MNdirtrd.jpg|300px|left]]In the state of {{RootPage2}}, most unpaved roads are considered [[Road_types/USA#Dirt_Road_.2F_4X4_Trail|dirt roads]].  Knowing this will help you create the correct road levels. Undrivable roads should not be mapped, should be restricted, or should be listed as a trail instead and not be connected to any functional roads.  Even though 4x4 is in the title, we will only use dirt roads for standard gravel or dirt roads that most vehicles can drive on.  Keep in mind that because of the way Waze handles dirt roads, we will not use the dirt road class in the city limits of any town.  Any in-town gravel roads will be streets.
=== Overall ===


Because most likely people in {{RootPage2}} feel a gravel road is a dirt road, we will use Dirt Road for both examples.  Please be aware of any of these dirt roads that are minimum maintenance roads as these roads should have [[Scheduled_restrictions#Segments|restrictions]] in place for winter months.
* MUST be certified four-star hotel
* Ask what year the hotel was built, and what year it was most recently remodeled
* Location: how far from metro station(s)


[[File:Dirtroad.PNG|300px|right]]
=== Hotel Parking ===


The reason the dirt roads classification is important is because a user can decide to not be sent on dirt roads or to only be sent on dirt roads for short distances in the settings of the Waze App. 
* Find out what time editors need to be out Sunday to not get billed an extra day of parking
* Find out costs for self-park (if available) and valet
** Even if reimbursed, editors need to know up-front cost of valet
* See if staff is willing to let parking be charged to the master account at the hotel
** Editors may need to collect receipt and expense along with gas


Keep in mind that if the person does allow for dirt roads, Waze will treat the road as a Primary Street so do not try to make an exception to well maintained dirt roads as a street or you will cause the driver to be directed on undesirable roads. Yes, that's right, a dirt road can be seen as a higher priority than a street! This is very important in rural areas where the Street Category should only be used on very short road segments that are paved.  In towns, the Dirt Road Category should be rarely used and an unpaved road should be considered a street or a private road.
=== Hotel Rooms ===


==== Parking Lot Road[[File:Service road.png|200px|Service road.png]] ====
* 40 "standard" hotel rooms for SATURDAY, Aug 20
* Note that room charges/incidentals will NOT be charged to the master account; guests are responsible for any guest room charges
* '''MUST''' include complimentary ''wireless'' internet for all rooms in our block!
* Do rooms have a refrigerator?
* Is there room service/in-room dining available?
** What hours?
* Want a ''separate'' block of 25-30 rooms on Friday at the group rate set aside for editors paying out of pocket. This '''MUST NOT''' be included in the quote.  
* Discuss any 'hidden fees'
** Attrition rate fees on hotel rooms (if we don't book all 40 rooms)
** Housekeeping "gratuities" that are built into cost of room
** Bag drop fees?
* Discuss logistics of Saturday morning
** Can we get early checkin blanket approved for our 40 rooms? If so, what's "early" defined as?
** Can we drop bags at front desk to be held, assuming rooms aren't ready by time meeting starts on Sat
** How will guests be notified when rooms are available (email? Text msg?)
* Sunday checkout
** Can we check out via the TV in the room?
** Standard checkout time?
** Late checkout time (if requested and approved)?
* When is final rooming list due to the hotel?


[[File:Parklotrhmmn.png|right|300px]]
=== Conference Venue ===
Parking lots roads are essential to navigating users to the proper destinations.  It also helps to properly exit a parking lot.  Follow these examples to creating parking lots correctly. Click the image to the right to see a well-designed parking lot section.


* Simple is best. Do not map every lane
* Registration table setup immediately outside our space from 9-10am Saturday, with large tables for editors to pick up name tags
* Map the main entrances from the roads outside the parking lot
* Capacity: 50 people
* Map lanes that run along storefronts
** Want room for ~10 plus-ones who want to watch the presentations
* Map lanes that run along main roads outside the parking area
*** Just need chairs along a wall -- won't need a table or power plugs
* Map primary lanes that serve to get people from one area of the lot to another
** Ask what the dimensions of the room are
** We want round tables, 8-10 people minimum
*** Ask diameter of the tables
*** Power strips integrated into table or on TOP of table
**** One plug per seat
* Hours
** Saturday: 9am-7pm
** Sunday: 9am-2pm
* A/V
** Projector
*** Need ability to be able to hook up HDMI or VGA
*** Projector screen
** Podium with microphone hooked to room sound system
* Wireless internet
** Wireless internet for 50 people (~10-15 Mbps sustained is a ''target'', not hard requirement)


For for information about mapping parking lots, follow this [[Best_map_editing_practice#Parking_Lots|article]]
=== Catering ===


==== Private Road[[File:Service road.png|200px|Service road.png]] ====
* Ask if they have a food & beverage minimum
** Ask if F&B minimum entitles the group to free meeting space
* Ask detailed logistics about ''where'' lunch will be set up
** Best is having buffet just outside the room, and then people bring plates back to their tables
* Ask how long each meal/break is so that we can factor it into the schedule
* When is final catering head count due?
* Meals they need to provide:
** Saturday
*** Buffet breakfast
*** Buffet lunch
*** Sodas/snacks/tea/coffee all day
** Sunday
*** Buffet breakfast
*** Sodas/snacks/tea/coffee all day


[[File:Pi gated-community1.jpg|right|300px|Pi gated-community1.jpg]]
As a data point, Waze agreed to a $4,500 catering minimum (before service charge and tax) for GLR meetup in Indianapolis. Suspect the catering costs will be (much) higher in DC which is fine.


Private Roads should follow the Wiki Example on [[Private_road#Private_Road|Private Roads]].  Please be very limited on using this for [[Driveways|driveways]] as, for the most part, these should not be mapped at all. 
=== Possible Leverage/Negotiation Points ===


Keep in mind that on the Waze App, a private road will look like a street. Nothing looks more off than a bunch of streets connected to a dirt road. 
* Upgraded rooms at normal room price
** See if you can't get the Hotel Coordinator and/or RC a free room upgrade
* One free room for every N booked
* If we agree to schedule an optional out-of-pocket meal for the group in the hotel, what do we get? Can we get group discount, or leverage that extra spend to get reductions elsewhere?


If you are adding a private road for a private housing section, make sure house numbering is correct or there is a place point or area within a private road section. This area will still be able to be navigated to the correct destination as long as it has a proper address to navigate to. Pay attention to [[Private_Installations#Problem_Definition|this article]] for more information.
=== Amenities ===


In the case of very long driveways, it may helpful to a driver to see the driveway mapped on the client app or even necessary for Waze to determine how to reach the destination. In those cases it may be prudent to add a road. See the article on [[Driveways]] for more information.
Discuss what amenities are available onsite, as well as nearby


==== Alleyways[[File:Service road.png|200px|Service road.png]] ====
* Closest grocery store
* Closest pharmacy
* Gyms
* Sauna
* Spa/Massage
* Bars
* Restaurants
* Coffee
* Local attractions
* Golf
* Tennis


Avoid drawing alleyways unless it is considered a street by the general public.  Most alleyways should not be used to direct traffic and will cause unneeded [[Node_penalties#Junction_penalties|nodes]] in the road that can cause roads connected to the alleyways to be less desirable. Most alleyways that would be mapped will use the Private Road classification.
== Event Summary/Agenda ==


[[File:Pizzalola.png|300px|left]]
I've been sending the following list to our event contacts and they've said it's been very useful in confirming the proposals are complete.


This is a good example of where alleyways will be mapped.  This is in South Minneapolis at the corner of Xerxes Ave S and W 56th St.  It is also the location of Pizzeria Lola.  The parking at this location is on the side of the Cavé Vin building.  It is a one-directional section and the only way to leave is through an alleyway. In this case, you would create the section as a Private Road and you only map out what is needed to enter the parking lot and exit; however, you would not need to map any other section of that alleyway.
'''Friday'''
* If possible/availability permitting: Up to 25 "standard" hotel rooms at the group rate
** MUST NOT!!! be listed in the proposal! If any mention is made of these rooms in the contract it will confuse Waze staff and slow down the entire effort
** These are just a nice-to-have/convenience for people to be in the hotel the night before the meeting starts on their own dime
** We can absolutely tell people to book their own rooms elsewhere, but it's easy extra income for the hotel if we can arrange it and increases the attractiveness of the overall proposal dramatically
* Nice-to-have (not must-have!): reserved bar space Friday night
** Reserved space inside the bar for ~20 people on Friday night with dedicated wait staff for a group that size


==== Roundabouts [[Image:Round.png |50px]] ====
'''Saturday'''
* 40 "standard" hotel rooms for Saturday night
** Wireless internet for hotel guests needs to be included in room cost (preferably comped)
* Conf space for 50 people (~8am-7pm)
** Registration: need one, preferably two, large rectangular tables set up immediately outside our space for registration/badging (7am-10am)
** Sq ft: minimum 1,100-1,200; vastly preferable to get ~1,500
** Setup
*** Round tables, largest possible (10-12 ideal, 8 minimum)
*** We've found that we can't staff round tables at full capacity comfortably, so we'd need to plan for
**** 6 people at 8-person tables, qty 7 tables
**** 7 people at 10-person tables, qty 6 tables
**** 8 people at 12-person tables, qty 5 tables
*** If possible, we'd like to get ~10 chairs along a wall for "extras" (usually significant others who want to attend the presentations)
**** A table in front of them would be a plus, but again, must not cramp the room or cost extra
** A/V needs: projector, sound system, ability to drive sound system with microphone and computer
** Wireless internet: Please quote the ''cheapest'' option possible to get very basic wifi for 50 people
** Power needs: must have power strips run to TOP of tables, with at least one plug per seat
* Catering (40 people)
** Full breakfast (8-9am)
** Full lunch (1-2pm)
** Snacks/coffee/tea/soda all day
* Nice-to-have (not must-have!): reserved bar space Saturday night
** Reserved space inside the bar for ~50 people on Friday night with dedicated wait staff for a group of that size


{{RootPage2}} has been adding [[Road_types/USA#Roundabouts|roundabouts]] in many locations throughout the state. It is important to note that most roundabouts should only have three to four connections or it will sound confusing to a driver.  Following this [https://www.waze.com/editor/?env=usa&lon=-93.94724&lat=44.16858&layers=2981&zoom=4 Example] will give proper turn information and roundabout icons on the screen.  If you would use multiple-point access, it instead will say the exit number such as, "At the Roundabout, take the 3rd exit".
'''Sunday'''
[[File:Roundabouts.png|400px|right]]
* Same conf space as the previous day (~9am-3pm)
This is an indication of what a user of Waze should see on an upcoming Roundabout.  It is clear at showing the direction of the turn.  It also will verbally say what is referenced on the signage such as "At the Roundabout, Continue Straight" or "turn left". This is the {{RootPage2}} Standard for creating and editing Roundabouts.
** No change to table setup
** No A/V needed!
** Power and internet needs are unchanged
* Catering (40 people)
** Full breakfast (9:30-10:30am)
** Snacks/coffee/tea/soda all day
** NO lunch provided!


'''Expected Timeline'''
* Local Volunteers
** '''Tour venues, adjust proposals''': now through mid-February
** '''Select three top proposals, submit to Waze''': end of February
* Waze Employees
** '''Final negotiations''': March
** '''Select winning bid, sign contract, pay first down-payment''': end of March/early April


== BOTG Survey ==


[[File:Roundboutmn2.png|400px|left]]
For each hotel, put eyes-on and make detailed notes about:


This is how it looks when more than four exit points occur. It does not give clear guidance to the driver on what way to go aside from the highlighted road ahead. This should be avoided, Only add multiple connections per side if the signs clearly mark Exit numbers (Commonly seen on signs showing 5 or more exit points).
* Confirm date of last major renovation/remodel
* Location/ease of access
* Ambiance
* Standard rooms
** Size
** View
** Bathroom size, anything noteworthy (e.g., huge shower with rainfall head in ceiling)
* Conference space
** Size (X by Y feet)
** Lighting options
*** See full lit
*** See lighting that would be used during projection (check glare)
** Double check radius/number of seats per table
** Ask again about power setup at table
*** Want to hear that there will be one power plug per seat on TOP of table!
** Confirm how catering will be handled
*** Have them show you EXACTLY where buffet will be set up
*** Check flow to make sure there's an easy, natural flow for people
**** Out one door of conference space
**** Get in buffet line
**** Enter conference space by a SEPARATE door!
* Tour key places group is likely to spend time
** Bars
** Restaurants
* Staff responsiveness/attentiveness (THIS IS KEY!)
** Note point of contact separately from other staff encountered
* Do an overall ten-scale rating
** Include "intangibles" -- trust your gut read!
** If you came away impressed but can't put your finger on it, odds are others will have the same impression


== Hotel Search ==


Divided up by metro line the hotels are closest to.


Roundabouts will use the same functional class of the main route traveling through the roundabout.  Follow [[Creating_and_Editing_a_roundabout#Road_type|This Article]] for more information.
'''NOTE''': Blue and Yellow lines are preferred as they are direct from DCA, no need for a metro transfer, which can be confusing to people who haven't done it before.


If at all possible, drive through a roundabout after it has been created or updated.  Verify that it seems to give correct information.
=== Dave ===


==== HOT & Hov Roads/Lanes ====
==== Blue ====
[[Image:Hovmn.png|right]]
===== The Watergate Hotel  =====
High Occupancy Toll or High-occupancy Vehicle roads are not yet handled 100% by Waze as of yet, but we will still map these out to prepare for that time.


These roadways have the following features:
1401 Pennsylvania Ave NW, Washington, DC 20001
* These lanes/roads allow both toll traffic and HOV traffic to traverse the same lanes.
* There are no toll plazas or booths for paying by cash. All tolls are paid electronically to maintain traffic speed.
* Entrances and exits to the HOT lanes are limited to help maintain high speeds.
* There are no entrance/exit combinations where the toll fare rules don't apply.
* Tolls are discounted or waived for users that meet High Occupancy Vehicle (HOV) requirements. These requirements may change based on time of day.


To avoid traffic from entering this section, all entrance ramps will be will be restricted as in [[Carpool,_HOV,_Transit_lanes#Example_configurations|this article]]. From there, nothing will be restricted so if a user decides to take this route, he or she will be directed correctly.
(202) 628-9100


This will all be changing shortly as we find a better way to develop these roads.
In Foggy Bottom near the Kennedy Center


==== Bus or Cab Only Lanes[[File:Service road.png|200px|Service road.png]] ====
===== Intercontinental The Willard  =====


When a road or lane is designated for bus or cab use only, mark that road segment(s) as a '''Private Road''' to prevent the Waze router from using that segment(s) for general traffic, since the majority of the users will not be able to use that lane. It is also advisable to set the turn restrictions to prevent turns into that segment(s), but permit turns exiting the segment.
2650 Virginia Ave NW, Washington, DC 20004


If a road is one-way but allows bus or cab traffic to flow the other direction, leave the road as one-way with the normal flow of traffic. There is no need to create a second road traveling the opposite direction for the bus and cab-only traffic.
(202) 827-1600


==== Emergency Vehicle and DOT Service Roads [[File:Service road.png|200px|Service road.png]] ====
Near the White House / Downtown


[[File:Emergency.jpg|right|300px|Emergency.jpg]] "Emergency and Authorized Vehicles Only" and DOT Service Roads are to be treated as Non-drivable roads. These are found primarily through the median of divided highways to connect opposite direction lanes. In most cases, these should not be mapped at all. If mapped, they should not be connected to any drivable road, with properties set to road type Private Road, and lock the segment at as high a rank as possible, up to rank 5. {{clear}}
==== Yellow ====
===== Ritz-Carlton, Pentagon City =====


=== Non-drivable roads ===
1250 S Hayes St, Arlington, VA 22202


==== Railroad [[File:Service road.png|200px|Service road.png]] ====
(703) 415-5000


[[File:RailroadTracksVanishingPoint.jpg|right|300px|RoadPicN11.jpg]]
Near the Pentagon City Mall


===== Renaissance Arlington Capital View Hotel =====


Railroads are not yet added to the map, but these can be added to prepare the maps for when it is.  Mapping the tracks allows Waze to recognize spurious speed data from people Wazing on the train and prevent it from corrupting speed data for the adjacent road.
2800 S Potomac Ave, Arlington, VA 22202


(703) 413-1300


Near DCA


===== Courtyard by Marriott Washington Convention Center =====


{{mbox
900 F St NW, Washington, DC 20004
| type = important
| text = Please notice that railroads have changed from previous interpretations of railroad mapping.  Even veteran editors need to pay attention to this section!
}}


(202) 638-4600


* Elevation will be set to the same elevation standards as a drivable road. When tracks junction a road on the ground, the Elevation should be set to Ground.
Near the Convention Center / Chinatown
* If the railroad crosses a segment of road, it should be connected to the road to so the historical data for the rail crossing will be more accurate.
* Always select "None" for the city name. This avoids [[Smudged_city#Overview|city smudging]].
* Set railroad to 2-way directionality and Restrict turns ''to'' and ''from'' the railroad segments.
* Follow the [http://fragis.fra.dot.gov/Apps/GISFRASafety/ Federal DOT Railroad GIS] to verify the owner of the rail line to help on naming of the segment. Use the acronyms under RROWNER1 to help on naming.
* Name each segment using the rail owner name acronyms or abbreviations railroad.  For example, Twin Cities & Western Railroad uses TCWR. We would name this section TCW Railroad.  We leave off the R in the acronym because it would be redundant to say, Twin Cities & Western Railroad Railroad.
* Canadian Pacific uses the acronym CPRS, but it is more know as CP, so it will be called CP Railroad
*Do not map every piece of parallel track, such as in sidings or yards, or industrial spurs that don't cross any roads. Your work may otherwise be seen as clutter, much like mapping every parking lot row.
* Lock all railroads to a Level 2
* Keep segment lengths under 10,000 meters (32,808 Ft) – the longer the segment length, the more sluggish the editor is to respond to changes.
* Read [[Road_types/USA#Railroad|this section]] for more information about railroads.


==== Runway/Taxiway[[File:Service road.png|200px|Service road.png]] ====
===== Marriott Marquis Washington, DC  =====
[[File:Aelrwmn.png|right|250px]]
We will map all airports runways such:


* These roads will not connect to any drivable sections
901 Massachusetts Ave NW, Washington, DC 20001
* The runways will not be connected to each other
* Always select "None" for the city name. This avoids [[Smudged_city#Overview|city smudging]].
* Using [http://en.wikipedia.org/wiki/List_of_airports_in_Minnesota this article] we will find the airport code.  We will use the [http://en.wikipedia.org/wiki/International_Air_Transport_Association IATA] code unless the airport does not have one, then we will revert to the [http://en.wikipedia.org/wiki/International_Civil_Aviation_Organization ICAO] code.
* After finding the code, we will use [http://www.airnav.com/airports/ this] to find the runway numbers for the airport.
* Most of the time, you will see the number of the runway at the beginning and end of each runway from the aerial views.
* Name each runway as such: [Airport Code] Runway [x-x] ... for example, in the image to the right, you will see the runways for Albert Lea Municipal Airport.  The IATA code for this airport is AEL and it has two runways including Runway 5/23 & Runway 17/35 so one will be named "AEL Runway 5-23" and the other AEL Runway 17-35".


Please follow this Wiki article on [[Runway#Runway.2FTaxiway|Runways]] for information about how to set runways correctly.  These roads should be locked to the same standard as Airport Area itself.
(202) 824-9200


==== Ferry [[File:Service road.png|200px|Service road.png]] ====
Near the Convention Center / Chinatown


{{mbox
=== Terry ===
| type = warning
| text = The Ferry Road type is not to be used at this time. '''Do not use the Ferry Road type for any purpose.''' See [[ferries]] page for more information on how to map ferries.
}}


==== Walking Trails [[File:Service road.png|200px|Service road.png]] ====
==== Silver ====


[[File:RoadPicN9.jpg|right|300px|RoadPicN9.jpg]]
===== Embassy Suites Tysons (Alan) =====


Because Waze currently only supports navigation for drivers and not walkers or bikers at all, we will not be drawing any of these types of roads.  Please delete any of these types of roads that you find.  If you find automatically set URs claiming a road is indicated to be be present, Please fill out the form located [//docs.google.com/forms/d/e/1FAIpQLSekzNg6aMKuxgz2fASws5Cjzadho9BLVKpHsZluWJgL446EyQ/viewform?c=0&w=1&usp=send_form Here] and choose Second Set of Eyes so a high level editor can check out the situation.
===== Crowne Plaza Tysons Corner =====


==== Pedestrian Boardwalks [[File:Service road.png|200px|Service road.png]] ====
'''NOTE''': out of the running. Contact pointed us to AV person and said "deal with them."  Indicative of a lack of level of service that we want.  Everyone else rounded up those quotes and dealt with the issues.


Because Waze currently only supports navigation for drivers and not walkers or bikers at all, we will not be drawing any of these types of roads.  Please delete any of these types of roads that you find.  If you find automatically set URs claiming a road is indicated to be be present, Please fill out the form located [//docs.google.com/forms/d/e/1FAIpQLSekzNg6aMKuxgz2fASws5Cjzadho9BLVKpHsZluWJgL446EyQ/viewform?c=0&w=1 Here] and choose Second Set of Eyes so a high level editor can check out the situation.
1960 Chain Bridge Rd, McLean, VA 22102


==== Stairway [[File:Service road.png|200px|Service road.png]] ====
703-790-0207


Stairways will not be added to Waze maps in Minnesota at all. Please delete any of these sections that you find added to the map
''' Hotel Contact'''<br />
Shelby Pendergrass<br />
Area Sales Manager - Courtyard by Marriott, Crowne Plaza Tysons Corner<br />
Direct Line: 703.738.3125<br />
Fax: 703.893.2062<br />
Email: Shelby.Pendergrass@bfsaul.com


'''Contact History'''
* 2017-01-18: requested quote.  Event tracking number: '''M00000004311837'''
* 2017-01-19: received quote.
** Little bit sketched out
** Originally trying to get the Courtyard at Marriott
** Courtyard Marriott conf space is booked, Shelby said that the Crowne Plaza they share a parking lot with was available
** Quoted us hotel rooms and conf space at Crowne Plaza
** The hotel room price at $109, esp in that part of Tysons, is low enough to make me worried we're at a two- or three-star facility now
* 2017-01-20: received quote
** Quite a few crucial details missing
* 2017-01-22: asked for expanded details for proposal
** Hotel: tax/fee breakdown per room, free room concessions (''including'' Friday night bookings), cancellation policy/%
** Catering: need sample menus for breakfast/lunch buffets with prices, need cost breakdown of all-day snack/drink service, and breakout of taxes/fees
** Conference space: they're comping the conference wireless, asked what speed they can guarantee with free.  If no guarantee, asked for quotes for dedicated
** Power: no power costs listed for 8-12 power plugs per table
** A/V no projector/screen/mic costs listed


== Speed Limits ==
* 2017-01-26: tour of facility scheduled @ 0730


Minnesota primarily follows the USA Speed Limits wiki: [[Speed_limits/USA | USA Speed Limits Wiki]] with some clarifications
===== Ritz-Carlton, Tysons Corner =====


=== Ramp Speed Limits ===
1700 Tysons Blvd, McLean, VA 22102
For ramps that are for accelerating to a road with a higher speed limit, use the higher speed limit of the destination road that the ramp goes to.


For ramps that go from a higher speed limit to a lower speed limit such as a freeway off ramp, do not place any speed limit on the ramp.
703-506-4300


For ramps where the start and end have the same speed limit, keep the same speed limit on the ramp.
Connected to the Galleria via covered walkway


Do not use advisory speed limits that are black text on yellow signs.
''' Hotel Contact '''<br />
Jennifer Blackwell<br />
Senior Account Executive<br />
Phone: +1 703.744.3929<br />
Fax: +1 703.506.4305<br />
Email: jennifer.blackwell@ritzcarlton.com<br />


=== Other Minnesota Specific Speed Limit details ===
''' Contact History '''
* 2017-01-18: requested quote online
* 2017-01-19: response back from Jennifer Blackwell, contact point
** She's working with PSAV, the internal AV provider, to get the AV portions of the proposal locked up, and will be sending tomorrow
* 2017-01-20: A/V portion of the proposal still not locked, trying for Monday (2017-01-23)
* 2017-01-23: still no word.  Firing a shot


The MN state laws for default unposted speed limits statewide are;
===== Hilton McLean Tysons Corner =====
*Alleyways and mobile home parks <b>10 mph</b> unless otherwise posted.
*Urban residential roads <b>30 mph</b> unless otherwise posted.
*Rural roads <b>55 mph</b> unless otherwise posted.


Check with your Area or State Managers for clarification if needed.
7920 Jones Branch Rd, McLean, VA 22102


703-847-5000


'''Hotel Contact'''<br />
David Covert<br />
Assistant Director of Sales<br />
T: +1 703 761 5205  <br />
F: +1 703 761 5207  <br />
E: david.covert@hilton.com<br />


<!---- DO NOT MODIFY BELOW ------ DO NOT MODIFY BELOW ------ DO NOT MODIFY BELOW ----
'''Contact History'''
-------------------------------------------------------------------------------------
 
---- This page is only transcluded into (displayed on) the main page for this state.
* 2017-01-18: submitted RFP. [https://www.speedrfp.com/planners/rfps/manager/#e=415405 Link to update RFP]
---- It directly follows the common guidelines applicable to all states. When this
* 2017-01-19: received email from David Covert. Asked to speak on the phone. Sent him email summary of our needs and said email is best.
---- page is present (even if blanked), it displaces any optional code that might be
* 2017-01-20: received (very) detailed quote
---- in that section.
* 2017-01-22: added quote to spreadsheet
---- If the original optional code from the main page for this section is still
* 2017-01-23: took tour
---- desired, it can be restored by adding the following code to the first line
** Notes
---- between the "DO NOT MODIFY" lines on this page:
 
----  {{:USA/CommonState/Special roads|optional}}
===== Hyatt Regency Tysons Corner Center =====
----
 
-------------------------------------------------------------------------------------
Connected to Tysons Corner Center Mall
---- If there will be a full page for this section, use code similar to the wording
 
---- below to provide a hyperlink to that page. When creating the full page, use the
1961 Chain Bridge Rd, McLean, VA 22102
---- link on the talk page to ensure the preload data is provided to help with
 
---- formatting the page. Don't just use the red link from this section once it is
703-893-9400
---- saved.
 
----
'''Hotel Contact'''<br />
See [[{{BasePage2}}/Special roads]] for guidance in {{RootPage2}} that may not be universal to all other states.
Alex Purnell<br />
----
Group Sales Manager<br />
-------------------------------------------------------------------------------------
Phone: 703-848-6365<br />
---- This section has three possible purposes:
EMail: Alex.Purnell@hyatt.com<br />
---- 1. It is only providing a hyperlink to the full page for this section.
 
---- 2. It is only providing some unique guidance for this state that differs from
'''Contact History'''
---- other states.
 
---- 3. It is intentionally wiping out the general optional content for this section
* 2017-01-18: Requested quote.  Quote ID: 571248
---- for this state.
* 2017-01-20: quote received
------------------------------------------------------------------------------------>
* 2017-01-22: Added quote to comparison sheet
* 2017-02-24: tour at 0800
 
==== Silver/Orange ====
 
===== Westin Arlington Gateway =====
 
801 N Glebe Rd, Arlington, VA 22203
 
703-717-6200
 
'''Hotel Contact'''<br />
Sammie Lynch<br />
Corporate Sales Manager<br />
Phone: 703-537-4241 (direct)
Email: slynch@westin-arlington.com
 
'''Contact History'''
 
* 2017-01-22: requested RFP.  RFP #2775433
* 2017-01-23: proposal received
 
==== Orange ====
 
(No four-star on orange-only spur to Fairfax)
 
==== Blue ====
 
===== JW Marriott Washington, DC  =====
 
'''Contact stolen by Terry''' Muahahahahaha. :)
 
1331 Pennsylvania Ave NW, Washington, DC 20004
 
(202) 393-2000
 
Near the White House / Downtown
 
'''Hotel Contact'''<br />
Anna Shope<br />
Email: Anna.Shope@marriott.com<br />
Phone: unknown<br />
 
'''Contact History'''
 
* 2017-01-18: emailed Raquel, the GLR person at JW Marriott in Indianapolis, asked her to try to create an exact clone of our meetup with the group in DC.
* 2017-01-19: Raquel in Indy pointed us towards our contact in DC (Anna Shope), details above
* 2017-01-23: no response from Anna, even though she was supposed to be in the office today
** Got a ''very'' quick response with a strong apology, she's starting the quote this evening, expecting it by tomorrow morning
* 2017-01-24
** Found that there's a booking conflict at this hotel
** Anna confirmed that the Mayflower Marriott has availability
 
===== Mayflower (Marriott) =====
 
1127 Connecticut Ave NW, Washington, DC 20036
 
(202) 347-3000
 
'''Hotel Contact'''<br />
Anna Shope<br />
Email: Anna.Shope@marriott.com<br />
Phone: unknown<br />
 
'''Contact History'''
* 2017-01-26: Anna is transitioning our proposal over from JW Marriott, as JW is booked up
** Has said to expect finalized proposal no later than Friday evening
 
 
=== Alan ===
 
==== Red ====
 
==== Green ====
 
===== MGM Casino =====
 
===== Gaylord =====
 
==== Silver ====
 
===== Embassy Suites Tysons =====
 
== Final Proposal Selection ==
 
=== Very Strong ===
 
==== Hyatt Regency Tysons Corner Center - Terry ====
 
=== Strong ===
 
==== Ritz-Carlton Tysons - Terry ====
 
=== Acceptable, but only as fallback ===
 
==== Westin Arlington Gateway - Terry ====

Revision as of 04:02, 16 February 2017

Special Thanks

Shoutout to fbisurveillancevan21, a dedicated Indiana editor who led the hotel search for both 2016 and 2017 Great Lakes Region meetups, and put together notes about what he has learned to look for. His hard work made our job a lot easier!

Representation

Make sure to clearly, repeatedly state we were NOT employees of Waze/Google. Identify as a local volunteer that is initiating contact. Actual Waze employees will get involved when we get initial quotes secured. It's the paid employees who will make the decision and handle all payment.

Venue Criteria

Dates

19-20 August 2017 (Saturday + Sunday)

Overall

  • MUST be certified four-star hotel
  • Ask what year the hotel was built, and what year it was most recently remodeled
  • Location: how far from metro station(s)

Hotel Parking

  • Find out what time editors need to be out Sunday to not get billed an extra day of parking
  • Find out costs for self-park (if available) and valet
    • Even if reimbursed, editors need to know up-front cost of valet
  • See if staff is willing to let parking be charged to the master account at the hotel
    • Editors may need to collect receipt and expense along with gas

Hotel Rooms

  • 40 "standard" hotel rooms for SATURDAY, Aug 20
  • Note that room charges/incidentals will NOT be charged to the master account; guests are responsible for any guest room charges
  • MUST include complimentary wireless internet for all rooms in our block!
  • Do rooms have a refrigerator?
  • Is there room service/in-room dining available?
    • What hours?
  • Want a separate block of 25-30 rooms on Friday at the group rate set aside for editors paying out of pocket. This MUST NOT be included in the quote.
  • Discuss any 'hidden fees'
    • Attrition rate fees on hotel rooms (if we don't book all 40 rooms)
    • Housekeeping "gratuities" that are built into cost of room
    • Bag drop fees?
  • Discuss logistics of Saturday morning
    • Can we get early checkin blanket approved for our 40 rooms? If so, what's "early" defined as?
    • Can we drop bags at front desk to be held, assuming rooms aren't ready by time meeting starts on Sat
    • How will guests be notified when rooms are available (email? Text msg?)
  • Sunday checkout
    • Can we check out via the TV in the room?
    • Standard checkout time?
    • Late checkout time (if requested and approved)?
  • When is final rooming list due to the hotel?

Conference Venue

  • Registration table setup immediately outside our space from 9-10am Saturday, with large tables for editors to pick up name tags
  • Capacity: 50 people
    • Want room for ~10 plus-ones who want to watch the presentations
      • Just need chairs along a wall -- won't need a table or power plugs
    • Ask what the dimensions of the room are
    • We want round tables, 8-10 people minimum
      • Ask diameter of the tables
      • Power strips integrated into table or on TOP of table
        • One plug per seat
  • Hours
    • Saturday: 9am-7pm
    • Sunday: 9am-2pm
  • A/V
    • Projector
      • Need ability to be able to hook up HDMI or VGA
      • Projector screen
    • Podium with microphone hooked to room sound system
  • Wireless internet
    • Wireless internet for 50 people (~10-15 Mbps sustained is a target, not hard requirement)

Catering

  • Ask if they have a food & beverage minimum
    • Ask if F&B minimum entitles the group to free meeting space
  • Ask detailed logistics about where lunch will be set up
    • Best is having buffet just outside the room, and then people bring plates back to their tables
  • Ask how long each meal/break is so that we can factor it into the schedule
  • When is final catering head count due?
  • Meals they need to provide:
    • Saturday
      • Buffet breakfast
      • Buffet lunch
      • Sodas/snacks/tea/coffee all day
    • Sunday
      • Buffet breakfast
      • Sodas/snacks/tea/coffee all day

As a data point, Waze agreed to a $4,500 catering minimum (before service charge and tax) for GLR meetup in Indianapolis. Suspect the catering costs will be (much) higher in DC which is fine.

Possible Leverage/Negotiation Points

  • Upgraded rooms at normal room price
    • See if you can't get the Hotel Coordinator and/or RC a free room upgrade
  • One free room for every N booked
  • If we agree to schedule an optional out-of-pocket meal for the group in the hotel, what do we get? Can we get group discount, or leverage that extra spend to get reductions elsewhere?

Amenities

Discuss what amenities are available onsite, as well as nearby

  • Closest grocery store
  • Closest pharmacy
  • Gyms
  • Sauna
  • Spa/Massage
  • Bars
  • Restaurants
  • Coffee
  • Local attractions
  • Golf
  • Tennis

Event Summary/Agenda

I've been sending the following list to our event contacts and they've said it's been very useful in confirming the proposals are complete.

Friday

  • If possible/availability permitting: Up to 25 "standard" hotel rooms at the group rate
    • MUST NOT!!! be listed in the proposal! If any mention is made of these rooms in the contract it will confuse Waze staff and slow down the entire effort
    • These are just a nice-to-have/convenience for people to be in the hotel the night before the meeting starts on their own dime
    • We can absolutely tell people to book their own rooms elsewhere, but it's easy extra income for the hotel if we can arrange it and increases the attractiveness of the overall proposal dramatically
  • Nice-to-have (not must-have!): reserved bar space Friday night
    • Reserved space inside the bar for ~20 people on Friday night with dedicated wait staff for a group that size

Saturday

  • 40 "standard" hotel rooms for Saturday night
    • Wireless internet for hotel guests needs to be included in room cost (preferably comped)
  • Conf space for 50 people (~8am-7pm)
    • Registration: need one, preferably two, large rectangular tables set up immediately outside our space for registration/badging (7am-10am)
    • Sq ft: minimum 1,100-1,200; vastly preferable to get ~1,500
    • Setup
      • Round tables, largest possible (10-12 ideal, 8 minimum)
      • We've found that we can't staff round tables at full capacity comfortably, so we'd need to plan for
        • 6 people at 8-person tables, qty 7 tables
        • 7 people at 10-person tables, qty 6 tables
        • 8 people at 12-person tables, qty 5 tables
      • If possible, we'd like to get ~10 chairs along a wall for "extras" (usually significant others who want to attend the presentations)
        • A table in front of them would be a plus, but again, must not cramp the room or cost extra
    • A/V needs: projector, sound system, ability to drive sound system with microphone and computer
    • Wireless internet: Please quote the cheapest option possible to get very basic wifi for 50 people
    • Power needs: must have power strips run to TOP of tables, with at least one plug per seat
  • Catering (40 people)
    • Full breakfast (8-9am)
    • Full lunch (1-2pm)
    • Snacks/coffee/tea/soda all day
  • Nice-to-have (not must-have!): reserved bar space Saturday night
    • Reserved space inside the bar for ~50 people on Friday night with dedicated wait staff for a group of that size

Sunday

  • Same conf space as the previous day (~9am-3pm)
    • No change to table setup
    • No A/V needed!
    • Power and internet needs are unchanged
  • Catering (40 people)
    • Full breakfast (9:30-10:30am)
    • Snacks/coffee/tea/soda all day
    • NO lunch provided!

Expected Timeline

  • Local Volunteers
    • Tour venues, adjust proposals: now through mid-February
    • Select three top proposals, submit to Waze: end of February
  • Waze Employees
    • Final negotiations: March
    • Select winning bid, sign contract, pay first down-payment: end of March/early April

BOTG Survey

For each hotel, put eyes-on and make detailed notes about:

  • Confirm date of last major renovation/remodel
  • Location/ease of access
  • Ambiance
  • Standard rooms
    • Size
    • View
    • Bathroom size, anything noteworthy (e.g., huge shower with rainfall head in ceiling)
  • Conference space
    • Size (X by Y feet)
    • Lighting options
      • See full lit
      • See lighting that would be used during projection (check glare)
    • Double check radius/number of seats per table
    • Ask again about power setup at table
      • Want to hear that there will be one power plug per seat on TOP of table!
    • Confirm how catering will be handled
      • Have them show you EXACTLY where buffet will be set up
      • Check flow to make sure there's an easy, natural flow for people
        • Out one door of conference space
        • Get in buffet line
        • Enter conference space by a SEPARATE door!
  • Tour key places group is likely to spend time
    • Bars
    • Restaurants
  • Staff responsiveness/attentiveness (THIS IS KEY!)
    • Note point of contact separately from other staff encountered
  • Do an overall ten-scale rating
    • Include "intangibles" -- trust your gut read!
    • If you came away impressed but can't put your finger on it, odds are others will have the same impression

Hotel Search

Divided up by metro line the hotels are closest to.

NOTE: Blue and Yellow lines are preferred as they are direct from DCA, no need for a metro transfer, which can be confusing to people who haven't done it before.

Dave

Blue

The Watergate Hotel

1401 Pennsylvania Ave NW, Washington, DC 20001

(202) 628-9100

In Foggy Bottom near the Kennedy Center

Intercontinental The Willard

2650 Virginia Ave NW, Washington, DC 20004

(202) 827-1600

Near the White House / Downtown

Yellow

Ritz-Carlton, Pentagon City

1250 S Hayes St, Arlington, VA 22202

(703) 415-5000

Near the Pentagon City Mall

Renaissance Arlington Capital View Hotel

2800 S Potomac Ave, Arlington, VA 22202

(703) 413-1300

Near DCA

Courtyard by Marriott Washington Convention Center

900 F St NW, Washington, DC 20004

(202) 638-4600

Near the Convention Center / Chinatown

Marriott Marquis Washington, DC

901 Massachusetts Ave NW, Washington, DC 20001

(202) 824-9200

Near the Convention Center / Chinatown

Terry

Silver

Embassy Suites Tysons (Alan)
Crowne Plaza Tysons Corner

NOTE: out of the running. Contact pointed us to AV person and said "deal with them." Indicative of a lack of level of service that we want. Everyone else rounded up those quotes and dealt with the issues.

1960 Chain Bridge Rd, McLean, VA 22102

703-790-0207

Hotel Contact
Shelby Pendergrass
Area Sales Manager - Courtyard by Marriott, Crowne Plaza Tysons Corner
Direct Line: 703.738.3125
Fax: 703.893.2062
Email: Shelby.Pendergrass@bfsaul.com

Contact History

  • 2017-01-18: requested quote. Event tracking number: M00000004311837
  • 2017-01-19: received quote.
    • Little bit sketched out
    • Originally trying to get the Courtyard at Marriott
    • Courtyard Marriott conf space is booked, Shelby said that the Crowne Plaza they share a parking lot with was available
    • Quoted us hotel rooms and conf space at Crowne Plaza
    • The hotel room price at $109, esp in that part of Tysons, is low enough to make me worried we're at a two- or three-star facility now
  • 2017-01-20: received quote
    • Quite a few crucial details missing
  • 2017-01-22: asked for expanded details for proposal
    • Hotel: tax/fee breakdown per room, free room concessions (including Friday night bookings), cancellation policy/%
    • Catering: need sample menus for breakfast/lunch buffets with prices, need cost breakdown of all-day snack/drink service, and breakout of taxes/fees
    • Conference space: they're comping the conference wireless, asked what speed they can guarantee with free. If no guarantee, asked for quotes for dedicated
    • Power: no power costs listed for 8-12 power plugs per table
    • A/V no projector/screen/mic costs listed
  • 2017-01-26: tour of facility scheduled @ 0730
Ritz-Carlton, Tysons Corner

1700 Tysons Blvd, McLean, VA 22102

703-506-4300

Connected to the Galleria via covered walkway

Hotel Contact
Jennifer Blackwell
Senior Account Executive
Phone: +1 703.744.3929
Fax: +1 703.506.4305
Email: jennifer.blackwell@ritzcarlton.com

Contact History

  • 2017-01-18: requested quote online
  • 2017-01-19: response back from Jennifer Blackwell, contact point
    • She's working with PSAV, the internal AV provider, to get the AV portions of the proposal locked up, and will be sending tomorrow
  • 2017-01-20: A/V portion of the proposal still not locked, trying for Monday (2017-01-23)
  • 2017-01-23: still no word. Firing a shot
Hilton McLean Tysons Corner

7920 Jones Branch Rd, McLean, VA 22102

703-847-5000

Hotel Contact
David Covert
Assistant Director of Sales
T: +1 703 761 5205
F: +1 703 761 5207
E: david.covert@hilton.com

Contact History

  • 2017-01-18: submitted RFP. Link to update RFP
  • 2017-01-19: received email from David Covert. Asked to speak on the phone. Sent him email summary of our needs and said email is best.
  • 2017-01-20: received (very) detailed quote
  • 2017-01-22: added quote to spreadsheet
  • 2017-01-23: took tour
    • Notes
Hyatt Regency Tysons Corner Center

Connected to Tysons Corner Center Mall

1961 Chain Bridge Rd, McLean, VA 22102

703-893-9400

Hotel Contact
Alex Purnell
Group Sales Manager
Phone: 703-848-6365
EMail: Alex.Purnell@hyatt.com

Contact History

  • 2017-01-18: Requested quote. Quote ID: 571248
  • 2017-01-20: quote received
  • 2017-01-22: Added quote to comparison sheet
  • 2017-02-24: tour at 0800

Silver/Orange

Westin Arlington Gateway

801 N Glebe Rd, Arlington, VA 22203

703-717-6200

Hotel Contact
Sammie Lynch
Corporate Sales Manager
Phone: 703-537-4241 (direct) Email: slynch@westin-arlington.com

Contact History

  • 2017-01-22: requested RFP. RFP #2775433
  • 2017-01-23: proposal received

Orange

(No four-star on orange-only spur to Fairfax)

Blue

JW Marriott Washington, DC

Contact stolen by Terry Muahahahahaha.  :)

1331 Pennsylvania Ave NW, Washington, DC 20004

(202) 393-2000

Near the White House / Downtown

Hotel Contact
Anna Shope
Email: Anna.Shope@marriott.com
Phone: unknown

Contact History

  • 2017-01-18: emailed Raquel, the GLR person at JW Marriott in Indianapolis, asked her to try to create an exact clone of our meetup with the group in DC.
  • 2017-01-19: Raquel in Indy pointed us towards our contact in DC (Anna Shope), details above
  • 2017-01-23: no response from Anna, even though she was supposed to be in the office today
    • Got a very quick response with a strong apology, she's starting the quote this evening, expecting it by tomorrow morning
  • 2017-01-24
    • Found that there's a booking conflict at this hotel
    • Anna confirmed that the Mayflower Marriott has availability
Mayflower (Marriott)

1127 Connecticut Ave NW, Washington, DC 20036

(202) 347-3000

Hotel Contact
Anna Shope
Email: Anna.Shope@marriott.com
Phone: unknown

Contact History

  • 2017-01-26: Anna is transitioning our proposal over from JW Marriott, as JW is booked up
    • Has said to expect finalized proposal no later than Friday evening


Alan

Red

Green

MGM Casino
Gaylord

Silver

Embassy Suites Tysons

Final Proposal Selection

Very Strong

Hyatt Regency Tysons Corner Center - Terry

Strong

Ritz-Carlton Tysons - Terry

Acceptable, but only as fallback

Westin Arlington Gateway - Terry

Retrieved from "https://www.waze.com/wiki/USA/index.php?title=User:PesachZ/SyncScratch&oldid=151012"