FAQ

Delegates

1. What is a “delegate”?

A delegate is defined as a 2023 GSoC mentor or organization administrator who has been chosen by their organization to attend the GSoC Mentor Summit. The decision of which one person will be a delegate for the 2023 organizations is left to the organization administrators for each organization. Only mentors 18 years or older are eligible for the Mentor Summit.

2. My organization would like to send someone as a delegate to the Mentor Summit who has participated in GSoC, but isn’t a 2023 mentor or org admin. Is this okay? 

No. This event is limited only to GSoC 2023 mentors or organization administrators, not participants in other years of the program or other members from the organization’s community.

3. I don’t need a hotel room for the Mentor Summit but still want to attend. Can my organization send a 2nd delegate and have him/her stay in the hotel room I don’t use?

No. Every organization is entitled to send a maximum of one delegate to the Mentor Summit regardless of if they use their allotted hotel room. If your organization doesn’t need its hotel room, please let us know so we can release the room to other attendees. The 2nd person can add themselves to the wait list and if we can move them off the list they can receive a hotel room (or decline the hotel room if they don't need it or are sharing with another mentor).

4. I’m attending the Mentor Summit!  What does Google pay for while I’m there?

Google will give your organization $1200 in travel stipends for 1 delegate. It is up to your org to manage how those funds are disbursed to you (and in what amounts). 

Generally most organizations will pay for your flights to/from the Mentor Summit and ground transportation to/from the hotel or some portion thereof if your flight is particularly costly. Be sure to let your organization know about the cost of your airfare so they can plan accordingly and book soon to get the best fare.

Google will also provide:

5. What is NOT paid for by Google?

Hotel night stays beyond the two nights of October 13 and 14.

Meals other than dinner on Friday, October 13 through lunch on Sunday, October 15. 

Souvenirs, hotel parking, hotel minibar items, phone calls from your hotel room phone, movies, or any additional items you choose to purchase while at the Mentor Summit. 

6. What if more than 1 of our mentors want to attend? Is there a wait list?

Each organization can send 1 mentor to the Mentor Summit.  Some organizations may choose to send no delegates to the Summit. In that case, we may have some space available for additional delegates and we will take folks off of the Wait List.

If your org receives a 2nd delegate your org will receive an additional $600 travel stipend after the 2nd delegate attends the Mentor Summit. Google will also supply the hotel room for 2 nights and all the meals mentioned above should the 2nd delegate need it.

7. How old do I have to be to attend the Mentor Summit? 

All attendees must be over 18 years of age upon arrival at the Mentor Summit to attend.

Travel

1. I’m an attendee. Who books my travel?

Each attendee is responsible for booking their own travel and applying for visas/passports if needed. Attendees will then work with their organization to get reimbursed for their flights/travel costs as necessary. Some orgs may choose to purchase the flights for you so talk to them first to find out what they prefer.

2. I'm an attendee. Who books my hotel?

Please book your own hotel via the registration links shared with you once you are confirmed by GSoC Admins.

3. I need a Business Visa Invitation to attend the Mentor Summit:

If your org has designated you as their delegate then you can request a Business Visa Invitation from Google. Do not request the invitation if you are on the waitlist, please wait until you are a confirmed attendee.

If you need to obtain a Business Visa to attend the Mentor Summit, the process for requesting visa letters has changed and is more extensive than in previous years so you’ll want to get started as soon as possible. Please fill out this form to request a business visa invitation from Google.

4. I want to extend my trip to the Bay Area and bring my family along. Is this okay?

Sort of. You may bring along partners/family to the Mentor Summit, and they may stay in the hotel room with you, but they cannot participate in any of the provided events while you are here. We cannot provide transportation, food, or facilities access to them at any time during the summit. 

Please also be aware that the costs of having additional guests in your room is at your own expense and will need to be managed with the hotel directly. We want you to take part in the conference — not spend 3 days vacationing with your family.

5. I have mobility or accessibility restrictions. Will you be able to accommodate me at the Mentor Summit?

Yes. When booking your stay at either hotel, please mention this in your booking.

Please contact our staff at gsoc-support@google.com directly to discuss any further accommodations you might need.

Hotels

1. What hotels are available for me to stay at?

Delegates can stay at either the AC Hotel Sunnyvale or TETRA Autograph Collection. The weekend’s events will take place at Google’s MP3 campus which is 1/2 mile and walkable from the hotels. 

2. How do I book my hotel?

Please book your own hotel via the registration links shared with you once you are confirmed by GSoC Admins.

3. How do I decide which hotel to book?

Each hotel has its own pluses - they are also adjacent to each other. You can book whichever hotel you wish until they are full. We have the same number of hotel rooms reserved for each hotel. There will be a shuttle servicing both hotels. 

4. Is there a special room rate for the hotels if I want to stay additional nights at my own expense?

Yes. We have negotiated a room rate of $159 plus taxes at the AC Hotel Sunnyvale and $180 plus taxes at the TETRA Autograph Collection for the “shoulder nights” of Thursday, October 12 and Sunday, October 15. 

5. Is parking available at the hotels? 

Yes, parking is available for a discounted rate of $10/day.

Event

1. Can I get a rough itinerary for the event in advance?

Please view the Schedule of Events page which we will update as we get closer to the event date. 

2. Will you be providing childcare at the Mentor Summit?

No. However, if you need access to a lactation room , please let us know ahead of time so we can accommodate and provide a secure room. You can reach out to us at gsoc-support@google.com.

3. If I have dietary restrictions will I be accommodated?

Yes. We have a place on our pre-registration form for attendees where you can list your dietary restrictions. We can accommodate most dietary restrictions. If you have specific concerns, please email us at gsoc-support@google.com.