Open edX Conference 2025 & Coworking Week

I need to organise my visa early this year as I will be travelling to Central America ahead of our France trip, and need to get my visa before I leave my home country.

@gabriel @antoviaque I’m not sure who’s responsible for what, but would one of you please provide the following for those of us who need a visa?:

  • Proof of accommodation for the co-working and conference weeks
  • Professional invitation letter: Signed professional invitation letter confirmation on inviting company’s letterhead showing that the applicant is being invited to business meetings in France. Dates, locations of all meetings should be stated on the letter

Thank you very much!

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Same as Ali, I need to apply for a visa early because I’ll be visiting my sister in the Netherlands a month before coming to France. I’ll need proof of accommodation for Paris since it will be my departure point from the Schengen area.

@Ali @navin noted – I’ll prepare your letters by the end of the week.

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@gabriel I’m starting to look into my visa situation as well, so will need a proof of accommodation and potentially an invitation letter.

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@antoviaque FYI. It seems like my partner won’t be able to join for the co-working week, so you can update the room allocations accordingly :slight_smile:

@kshitij Thanks for letting me know! I think you can update your answer in the poll above - I can’t seem to do it on my side.

FYI @gabriel as you are the one coordinating the accommodation.

@kshitij please send me an email with the precise docs you need once ready.

@gabriel @antoviaque I’ve been watching flight prices, and they’re starting to rise… When are we supposed to book our flights?

@jill No specific timeline on my side - whenever it makes sense cost-wise and for @gabriel .

@gabriel Question on my end about that. Due to my circumstances I was planning to book about 30 days ahead of the event, since we’re working on contingencies here. However, it might be quite a bit more expensive by then, so I’m curious if you have any suggestions for me in particular.

@jill I was planning on scheduling “book your flights” tickets for Sprint 348 – but you can do it now if you think you’ll get a better deal : ) Let me know if I should schedule a ticket for you. Same goes for anyone who feels like booking now!

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@Fox I think it’s fine to wait – unless you can find an affordable flight that’s 100% refundable, which could be a good option. If you want to spend a few minutes looking for one, I can schedule a ticket for you.

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@gabriel I also want to book my flights this sprint, so that the money is returned in the March invoice, to keep my finances in order. Yes, I would like a ticket, to know the exact dates and which airport to arrive at. :sweat_smile:

I’ve pinged Jill and Christofer on the almost-finished transport guide I’m preparing. Check it out if you need early info to book flights. → https://docs.google.com/document/d/1G1PJngZCyn4sjQpyoROBIS1bqxn7oSmW6pxeWLpIhL8/edit?usp=sharing

Actually, would someone be up for reviewing the transport guide? If so, please assign yourself as reviewer on STAR-3946, and log your time there. Thank you : )

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I’ve scheduled everyone’s tickets to book their flights and trains :airplane: :train2: let me know if you have any questions!

I’ll follow up soon for further transportation planning:

  • Transportation from Carentan station to the Chateau → STAR-4078
  • Booking everyone’s return train ticket from Carentan to Palaiseau → STAR-4084
  • Coordinating on transportation during conference → STAR-3968

… and more!

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Thank you for handling all this @gabriel – this trip is going to be so much fun!

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With nearly 30 of us at the coliving space, it would be ideal to have a few vehicles to accommodate our transportation needs during the coworking week. Is anyone interested in volunteering to travel a bit extra, rent a car, and drive it for various purposes during that week?

Since the coliving location is somewhat remote, having one or two vehicles would allow us to participate in outside activities more easily. There are a few passenger vehicles available for rent at a reasonable distance from the train station/Chateau. If anyone is willing to make the extra trip to pick up the vehicle, OpenCraft will cover the extra travel expenses as well as the rental fee. The vehicles could be used to transport people to and from the train station on travel days, and for grocery runs and activities.

(ticket to log time)

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We’re hiring a car, though only my partner will be able to drive it (insurance reasons). I’m not sure what his plans are for that week yet, but he’ll surely be willing to help out occasionally with transport and errands.

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Bumping this ^^ :red_car: — and feel free to ping me with any questions.

Yep it would probably be good to have a car available during the coworking week! We could look into getting the time to go get the car paid with the conference time budget if that helps.