C-WAYS Summer visit logistics

I sent out a "big travel document" in March. It has all the information you need re: flights, etc. I will send it again in April or the beginning of May as a reminder.

It will reference this page on the CoolCosmos website. This is where you find the legal things, like the student forms.

High-level schedule

The work days we've agreed upon are Jul 9-12, where there will be minimal help from me on Jul 12 as sort of a "training run" for when you go home.

I propose you come in relatively early on Jul 8, and plan on doing dinner at my house that night.

• Sunday morning/early afternoon - arrive in LA
• Sunday night - pizza party at Luisa's ... pizza arrives at 6. come by 5 or 5:30 if you want to play with Andrew!
• Monday morning 8:30?-12? - tour of SSC, meet Wannetta and Andrea, lectures
• Monday afternoon 1-5 - software setup. WISE archive workthrough. Start to work with mosaics.
• Tuesday all day - hands-on work with computers, make progress on data
• Tuesday lunch - career lunch at KS410
• Wednesday morning - *8 AM!!* - JPL tour
• Wednesday afternoon - wrapup, plan for when you go home, learn about LCOGT in late afternoon
• Thursday morning - Luisa to stay out of your hair most of the day. 9am, observe from FTS. Then, work on your own or small groups. Try to do some of the tasks we did as a group. Compare notes. Can you work on your own at home without me?
• Thursday afternoon - Reconvene for any questions and help, discussion, etc.
• Friday - return home

Software to install

Make sure you (and all your students who are coming) each have a functional laptop that you know how to use with as much of the relevant software installed as possible well before you get on the plane. Trust me. Makes it much easier if you do all this ahead of time, including starting it up to make sure it works.

• ds9
• APT
• a web browser (Firefox, Safari, or Google Chrome -- NOT MICROSOFT INTERNET EXPLORER)
• Excel or other spreadsheet program (Google Docs is ok if your school lets you access it; most of the rest of us will be working with various versions of Excel)

Please list your version of Microsoft Office in this table

Name	Microsoft Office version	or Microsoft Excell if you don't have the whole suite	version of Windows on your laptop(s)
Peggy	2003, 2007, 2010 (windows)
Jackie	my mac 2008 12.1.7; Nia 2007; Viktor office 2007; Gabe excel 2008; Claire office 2007
Lauren	2010 (windows on laptop) (2011 at home on mac)
Debbie	2003, 2010 (preferred version)
Bob	2007 at work. 2010 at home.
J.D.
Mark
Russ
Babar
Luisa	2008 on the desktop, 2011 on the laptop (which is what you'll see when i hook it up to the projector). NB: they are both Macs!

Also make sure you have all the passwords you need for installing new software, getting on a wireless network, or getting back into your machine if it reboots.

Besides the computer, you will need something to write on and something to write with to take notes! Experience has shown that this should be more than post-it notes. I will give you handouts, so the hyperorganized among you may want, e.g., a 3-ring binder.

Flight & student & housing details

Debbie - probably 2 (no driving in LA please)

Jackie - 4 students

Lauren - bringing two (adult) students, one male (bringing spouse), one female

Bob - one or 2 (adult) students

Peggy - don't know because switching schools. Probably 3, including one college (will drive in LA but more than happy not to)

JD - (no students)

-> I count ~17 bodies that need to go back and forth from the hotel to campus every day. That probably means 3 vans total. We can certainly pay for 3 vans, but we need 3 drivers of the vans to volunteer...

Lets start collecting specifics, keeping to first names should satisfy school rules.

When you know the names of the people you will have staying in your rooms, call Saga (info below) ask for Lori or Melodee, block of rooms being held for Peggy Piper, and secure your room with your credit card. All rooms $69/night, no charge until departure, 24 hour cancellation fee, rooms must be secured by June 15. There are rooms with two double beds for students who will be sharing rooms. There are rooms with King size beds set aside for the two married couples. The rest of the rooms for individuals will be either King size or double beds.

Add arrival and departure times when you know them to help us coordinate rides. Arriving late morning morning/early afternoon will allow us to get settled in and then go play with Andrew:) Departing later on Friday will allow us to squeeze in any late additions or just chill by the pool. I was hoping we could all fly in to BUR, but $$ from Chicago are crazy high right now, so Jackie and I may end up needing to go to LAX

Teacher	Student first names, current grade level, male/female	rooms reserved (King, Single, Double)	arrival time LAX or BUR	departure time LAX or BUR
Peggy driving Van #3	Emily, 10, female Ashley, 11, female Matt, 13, male	1 Single, 1 Double, shared Triple Matt rooming with Brandon and Sean	10:45 a.m. LAX	4:35 p.m. LAX
Jackie driving Van #2	Claire, 11, female Nia, 11, female Viktor, 11, male Gabe, 11, male	1 Single, 2 Double	10:45 a.m. LAX	4:35 p.m. LAX
Lauren riding in Van #3	Trista, 14, female Alex, 13, male	2 doubles, 1 king	train to Pasadena
Debbie riding in Van #1	Casey, 10, female Brandon, 12, male	shared triple Brandon rooming with Matt and Sean	3:30 p.m. LAX	11:30 p.m. LAX
Bob driving Van #1	Sean, 14, male	shared triple Sean rooming with Matt and Brandon	11 a.m. LAX
JD riding in Van #1

Saga Motor Hotel 1633 East Colorado Blvd. Pasadena, California 91106

Phone: 626-795-0431

Fax: 626-792-0559

Toll Free: 800-793-7242

Email: pasadena@thesagamotorhotel.com