An Opinionated Guide to Hackathon Transportation

Learn everything you ever wanted to know about how to charter buses for your hackathon and provide travel reimbursements to your attendees.

Transcript

1. TRANSPORTATION AN OPINIONATED GUIDE TO hackathon ~ ~
2. Question? HAVE A TWEET #ASKMLH
3. I’m Swift. “The commish”
4. transportation. Let’s talk about…
5. DESIRABILITY OF < < < TRANSPORT Horse Walk Bus Flight
6. DESIRABILITY OF < < < TRANSPORT Horse Walk Bus Flight $ $$ $$$ $$$$
7. How much do charter buses actually cost? $3,330.37 AVERAGE $2,100.00 MINIMUM $5,250.00 MAXIMUM $3,353.57 MEDIAN $708.64 ST. DEV *Based on 31 Chartered Buses from Spring 2014
8. C P A ost er ttendee “Bang for your Buck”
9. Cost People minimize this ratio!
10. $200 Flight 1 Person = $200.00 CPA $3,300 Bus 56 People = $58.92 CPA Vs.
11. <philosophy>
12. WHICH IS MORE IMPORTANT? my school ’s hackers the visiting hackers OR home away
13. WHICH IS MORE MEMORABLE? huge smaller but impersonal. but high touch. OR
14. WHICH IS MORE VALUABLE? 56 15 good hackers amazing hackers OR
15. </ philosophy>
16. process.
17. 00. Planning & Outreach. 6 HOUR DRIVING RADIUS Compile a list of schools within a 6 Hour Drive of the event.
18. 00. Planning & Outreach. Reach out to Student Leaders about filling buses. Facebook events are great
19. Travel Itinerary Itinerary Number: 1428 ! ! ! Date: February 30th, 2015 Max Passengers: 56 ! ! ! ! ! ! ! ! ! ! ! ! Pickup / Drop Off Point Arrive Depart Duration Distance Notes Mayer Campus Center 44 Professors Row Medford, MA 02155 N/A 8:00am 3h 14m 196mi Jane Doe 555-555-5555 Iona College 715 North Avenue New Rochelle, NY 10801 11:30am 12:00pm 1h 11m 60.7mi John Doe 555-555-5555 john.doe@example.com Rutgers Athletic Center 83 Rockafeller Road Piscataway, NJ 08854 1:30pm Total: 4h 25m 257mi 01. Create an Itinerary.
20. busrates.com (Who would have thought?) 02. Collect Quotes.
21. 1. Tip 3. Hotel 4. Fuel 5. Tax You should explicitly ask if these things are included in your quote. 2. Tolls
22. You should always ask the bus company for PROOF OF INSURANCE US D.O.T. NUMBER
23. 02. Collect Quotes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preadsheets are your Best Friend.
24. 03. Negotiate & Close. vS. Local national Bus Companies don’t care about quotes from National Vendors. They’ll do anything to beat a Local Competitor’s pricing.
25. Horror Stories
26. $3,300 Bus 56 People = $58.92 CPA
27. $3,300 Bus 56 People = $330.00 CPA 10 wtf! ?!
28. show up? How do you get people to actually
30. These two stars cost $4,000
31. everything. The reviews people leave are
32. 9 HOUR DRIVE PLAN
33. 6 HOUR DRIVING RADIUS x THE BUS BREAKS DOWN HERE If your bus breaks down 5 hours into a 9 hour drive, there’s not much you can really do.
34. Trips longer than 10 hours require at least 2 drivers. and cost twice as much.
35. six hours. Keep bus trips to a driving radius of
36. April Showers bring Higher Bus Prices & Less Availability. Watch out for months that have a lot of traffic for school trips and tours.
37. school trips. Watch out for months with
38. reimbursement travel pro-tips
39. + + (free for MLH events) 1. Email attendees 2. Upload Receipts 3. Send Reimbursements Email attendees with instructions and FAQs for getting reimbursed. Having a clear timeline and process is important! Collect receipts & Venmo info from attendees. Both price and date of purchase must be clearly visible on receipt to qualify. Venmo has a business account that makes it easy to send reimbursements. Fee is $0.25 per transaction. There’s also an API!
40. “No receipt, eh? No reimbursement!” Not having receipts is risky business. It looks a lot like money laundering.
41. “Congratulations! You win a prize for traveling at least 20 miles!” You can disguise travel reimbursements as prizes. Amazon Gift Cards are good replacements for cash.
42. Questions?
43. Thanks! @SwiftAlphaOne @MLHacks |