|
Hello Mentors and Org Admins!
We hope you are introducing yourselves to your new GSoC contributors and you are all excited about this summer’s projects.
The 2024 GSoC Mentor Summit is Oct 4-6, 2024 in Sunnyvale, California at the Google campus, please read below for details.
Action Items
- Before June 20th: Every organization needs to complete this pre-registration form, regardless of whether they plan to send a mentor or not. Once the delegate is known, the assigned delegate should complete the form; otherwise, an Org Admin should do it (selecting the option your org is sending someone just not sure who yet).
GSoC Admins will contact the chosen delegates to confirm their registration starting in late May. Do not book travel until GSoC Admins send you a confirmation email.
Filling out the pre-registration form does not mean you are confirmed.
Event Details
- Friday, October 4 6pm -Sunday, October 6 4:15pm
- Location: Sunnyvale, California (Google campus)
What is the GSoC Mentor Summit?
The GSoC 2024 Mentor Summit is an informal unconference where attendees create the schedule on-site. It's an opportunity for mentors and org admins from diverse open source projects to connect and discuss a wide range of topics, from GSoC-specific issues to broader open source trends. The summit provides a unique experience that encourages collaboration and fosters new ideas.
Who can attend the GSoC Mentor Summit?
Each GSoC 2024 organization can send 1 Mentor or Org Admin as a delegate to the Mentor Summit. The delegate must be a 2024 Mentor with an assigned contributor project or a 2024 Organization Administrator and cannot miss any evaluation deadlines. The organizations will decide on their delegate over the next 6 weeks.
Note: If an organization misses 1 evaluation, they cannot add anyone to the waitlist. If the org misses 2 or more evaluations, they won't receive any travel stipend.
Google provides the following for the designated Mentor delegate:
- Accommodation: 2 nights at a hotel in Sunnyvale, CA (Friday, Oct 4 and Saturday, Oct 5)
- Meals: All meals during the event, from dinner on Friday to snacks on Sunday.
- Transportation: Shuttle to SFO and SJC airports on Sunday with 4:15 departure
- Travel Stipend: $1200 reimbursement for travel expenses (after attending the Summit).
Each organization will receive $1200 from Google to cover the travel costs of one delegate to the Mentor Summit, provided they do not miss more than one evaluation. Org Admins are responsible for distributing the funds to the delegate. Mentors who miss an evaluation will not be eligible to attend the summit.
Please do not book a hotel room until Google admins have contacted you directly confirming your spot at the Mentor Summit with special hotel registration links.
Waitlist
Organizations interested in sending more than one delegate to the Mentor Summit can add additional delegates to a waitlist. After June 20th, additional delegates will be randomly selected from the waitlist and notified ~June 24th. This process will continue until September 10th or until all available spots are filled. Google will cover the hotel costs and food for the 2nd waitlist delegate, and the organization will receive a $700 travel stipend after the summit for that person’s travel.
Where can I find more information about the Mentor Summit?
Please visit the Mentor Summit website for information about the plan for the weekend, hotels, shuttle schedules, local information, instructions for requesting visa letters and more. We’ll be adding more information to the site as the date gets closer, so make sure to check back often!
Need a Business Visa Invitation to Attend the Mentor Summit?
If your organization has selected you as their delegate for the Mentor Summit, you can request a Business Visa Invitation from Google. However, if you are on the waitlist, please wait until your attendance is confirmed before requesting the invitation.
The process for requesting a Business Visa has become more extensive, so it's recommended to start the process early. Fill out the provided form to request a business visa invitation from Google.
Do you work for a publicly funded school, institution or government agency (in any country)?
If you work for a publicly funded school, institution, or government agency, there are additional compliance forms required for Google to cover your hotel and food expenses during the Mentor Summit. The complexity of these forms varies, ranging from a simple questionnaire to documents requiring signatures from your institution. You will be contacted with more details based on your pre-registration form responses.
Important Dates
- June 20: Deadline to complete Mentor Summit Registration or to let us know your org will not be sending a delegate
- June 24: Google will start contacting folks on wait list
- September 1: Deadline to book hotel rooms - Google will send specific links in confirmation emails
- October 4 - 6: GSoC 2024 Mentor Summit at Google Campus in Sunnyvale, CA
- October 30: All orgs that sent a delegate to the 2024 Mentor Summit will receive travel stipend (except orgs with 22 week projects)
- November 15: Organizations with 22 week projects receive all org stipends, including Mentor Summit travel stipends
If you have any questions please contact us at gsoc-s...@google.com. We look forward to seeing you in October!
Best,
Stephanie Taylor & Lucila Ortiz
|
