Frequently Asked Questions
How often do the OpenStack Summits take place?
The Summits are scheduled every 6 months, immediately after each OpenStack software release cycle. The dates change slightly from year to year, but in general the Summits take place in April-May and October-November.
Where do the OpenStack Summits take place?
The OpenStack Summits relocate each time. The October 2015 Summit will be held in Tokyo, Japan and the May 2016 Summit in Austin, Texas. Barcelona will follow in October of 2016.
2015: Tokyo (October 27-30) 2016: Austin (April 25-29) / Barcelona (October 24-28)
Previous Summit Locations:
2010: Austin / San Antonio
2011: Santa Clara / Boston
2012: San Francisco / San Diego
2013: Portland / Hong Hong
2014: Atlanta / Paris
What is the format of the Tokyo Summit?
The Summit will run for four days, Tuesday - Friday, October 27 - 30, 2015:
Keynotes will be held Tuesday and Wednesday
Marketplace Expo Hall is open Monday - Thursday
Main Conference Breakout sessions run Tuesday – Thursday
Design Summit developer & operator working sessions run Tuesday - Friday
What lunch options are available during the Summit?
Meals and lunch boxes can be found across the Summit Campus. Kosher and Halal meals will be available in Hokushin, Bldg. #3, 3F. Please ask a server for more information. Gluten Free and Vegetarian options will be available in Marmolada, Bldg. #1, B1F and Il Leone, Bldg. #1, B3F.
You can find all lunch menus and a map of lunch locations by going here.
Is there any financial support available for travel/accommodation?
Yes, if you are a key contributor to OpenStack and your company does NOT cover the costs of your Tokyo travel and accommodations, you may apply to the OpenStack Summit Travel Support Program.
The Travel Support Program (TSP) aims to facilitate participation of key contributors to the OpenStack Design Summit by covering the costs for their travel and accommodations. The OpenStack Foundation has set aside a fund to support this program. The total amount of the fund is to be divided among the approved key contributors. More details here
You may apply for the Travel Support Program HERE
The deadline to apply for the OpenStack TSP is August 10, 2015 and approved grantees will be notified by August 25, 2015.
If you cannot access the Google Form, please copy the following questions into an email and send your complete answers to [email protected]:
- Full Name (as it appears on your passport)
- Email Address
- Company / Affiliation
- Is your company willing to contribute to funding your travel?
- Where will you be traveling from (city, state/province and country)?
- What's the main reason you to participate to the OpenStack Summit?
- What kind of support will you need?
- Anything else you want to tell us?
- OpenStack Foundation Profile
- Your Twitter handle
- Your LinkedIn profile
- Do you require a visa to travel to Japan?
- Date of Birth
- Passport Number
- Country in which you currently reside
- Travel Dates (We will need your arrival and departure dates. Please note that accommodations will only be covered by the Travel Support Program during the official Summit dates: October 25 - 31. Should you wish to extend your stay, you will be financially responsible for these extra nghts and will be charged for these additional costs during hotel check-in).
Do I need a visa to travel to Tokyo?
Please check the Japanese MOFA site for list of countries with visa exemptions. If you travel on a passport issued by a country NOT on this list, you will require documents issued in Japanese by the local host. The English language letter of invitation produced by the registration system WILL NOT suffice in most cases.
How do I apply for a visa invitation?
Read all information about applying for a visa invitation to Japan here: https://www.openstack.org/summit/tokyo-2015/tokyo-and-travel/#visa
IMPORTANT NOTE: If you require a visa in order to attend the Summit, PLEASE APPLY NOW; it can take up to 1 month to complete the visa process.
Steps to complete before you apply for a visa:
- Flight reservation
- Hotel reservation
- Summit registration
You can apply for visa invitation support at: https://www.openstack.org/summit/tokyo-2015/tokyo-and-travel/#visa
All inquiries regarding visas should be sent to: [email protected]
What is the deadline to submit a visa letter request?
Deadline to apply for visa invitation letter: October 1, 2015 Note: If your visa is declined, email your registration refund request to [email protected] no later than October 19, 2015
How long does it take to get a visa?
We recommend you give yourself at least one (1) month to complete the visa process. Japanese entry visas are only valid for three (3) months from the date the visa is issued - therefore we will start receiving visa requests in mid-July (no sooner than 14 weeks prior to the October 27-30 Summit).
What should I expect when I arrive at Narita International or Haneda Airport - custom forms to fill out, etc.?
When you arrive at either of the airports in Japan, you are requested to hand in the "Customs Declaration" form for both your accompanied and unaccompanied baggage at the Customs Clearance. "Customs Declaration" forms are available on the plane or at the Customs office. Additional "Customs Declaration" procedure: http://www.jnto.go.jp/eng/arrange/essential/pdf/customs_declaration.pdf
Which trains should I take from the airport to Shinagawa Station?
There are direct train connections to/from both Haneda Airport and Narita International Airport.
From Haneda Airport:
Take the Keikyu Line from Haneda Airport to Shinagawa Station
One-way ticket: 410 yen / $3 USD
Duration: 11 minutes
From Narita International Airport:
Take the Narita Express (N’EX) high speed train direct to Shinagawa Train Station
One-way ticket : 3,190 yen / $26 USD
Duration: between 1 – 1.5 hours
How do I get from Haneda or Narita International Airports to the Summit venue?
Get to the Summit venue from Haneda and Narita International Airports without any issues with the help of our step-by-step directions. Download the instructions and comprehensive video before your flight so that they are accessible offline when you arrive in Tokyo. View and download airport directions here.
Once you've arrived at Shinagawa Station, follow these step-by-step directions to get to the Summit Venue.
What language will be used for Summit presentations?
99% of content and sessions will be presented in ENGLISH. Keynotes will offer simultaneous interpretation in English and Japanese.
What about dietary restrictions? What will be offered?
If you have a special dietary restriction, please let us know via the Eventbrite form when you register for the Summit.
Summit Agenda & Session Info
How can I submit a talk to the OpenStack Summit?
Presentation related to OpenStack is an open process, however, the call for speaker deadline was Wednesday, July 15 at 11:59pm PT. The submitted presentations were reviewed and voted on by the OpenStack community. If you missed the deadline, we hope to see your submission for the next OpenStack Summit in Austin, Texas (April 25-29, 2016).
You also have the opportunity to present a TechTalk in the #vbrownbag room. These TechTalks offer a forum for community members to give targeted ten minute presentations. TechTalks have a small in-person audience and will be livestreamed in real time. Additionally, the presentations are video recorded and published to YouTube. Those interested in participating in the #vbrownbag TechTalks may complete a submission form, which is available here.
Where is the Summit agenda?
What is the process for selecting the sessions that are included in final Summit agenda? What role do Track Chairs play?
On average, we receive more than 1,000+ speaking submissions for each Summit and are only able to select 25-35% of those submissions, depending on the event. For Tokyo there were 1,500 submissions and only approximately 250 available session slots in the Main Conference. To decide which talks are accepted, we rely on Track Chairs, as well as community input through an open voting process.
Track Chairs are subject matter experts who review submissions to their particular track, for example "storage" or "cloud applications." There are typically 3-4 chairs per track who review and collaboratively decide which presentations are accepted. The Foundation strives to recruit Track Chairs from a diverse set of companies, regions, roles in the community (i.e., contributing developers, users and business leaders) and areas of expertise.
Once the call for speakers has concluded (deadline July 15, 2015), all submissions will be made available for community vote and input. After community voting wraps up, Track Chairs will receive a slate of presentations to review and they will determine the final schedule. Community votes are meant to help inform the decision, but are not the only guide. Track chairs are expected to exercise judgment in their area of expertise and help ensure diversity. Real-world user stories and in-the-trenches experiences are favored over sales pitches.
After track chairs make their decisions, speakers will be informed by early September 2015. If you are selected as a speaker (or alternate speaker), you will receive a free code to register for the Tokyo Summit, as well as a set of deadlines and deliverables leading up to the event.
The deadline to request to be a Track Chair for the Tokyo Summit was July 15, but if you are interested in becoming a Track Chair for future OpenStack Summits, please contact [email protected] and share your area of expertise. Please provide a short summary of your relevant experience and any helpful links, such as blog posts, relevant/insightful mailing list emails, case studies, presentation videos, etc.
See the current list of track chairs for the Tokyo Summit here: https://etherpad.openstack.org/p/Tokyo_Summit_Track_Chairs
Are you livestreaming the keynotes or any sessions?
We will not be livestreaming the Tokyo Summit. However, the keynotes and all main conference breakout sessions (except working sessions) will be recorded and uploaded to the OpenStack Foundation YouTube channel.
You can check out the presentations from the May 2015 Summit in Vancouver here: https://www.openstack.org/summit/vancouver-2015/
Japan Travel Tips
Cash versus Credit Cards - which is more commonly accepted?
Credit cards are accepted in hotels and major stores, but credit card use is still not very popular. Local ATMs (automatic teller machines) accept Visa, Mastercard, Diners Club and American Express. Many ATM hours of operation are the same as the associated bank.
Outside the major cities, cards may not be widely accepted. However, you can withdraw cash nationwide at ATMs in post offices and in 7-Eleven stores.
The easiest way to pay is in cash.
Sometimes a pin number will be required with card payments. So be sure to know your pin number, even with a credit card.
How to use the subway station, how to read the subway maps, what the pink cars are, etc.
Subway information: http://www.tokyometro.jp/en/
Station numbers consist of a letter representing the subway line and a number for the station. They are circled with a color that represents the subway line making it easy to find your station.
Step by step on how to use the Subway: http://www.tokyometro.jp/en/tips/metro/index.html
How stations are numbered: http://www.tokyometro.jp/en/subwaymap/index.html#anc01
Tokyo Metro Transfer Planner and Fare Calculator: http://www.tokyometro.jp/en/ticket/search/index.php
Things to Consider When Riding the Subway: http://www.tokyometro.jp/en/tips/considerations/index.html
Which digital tools are most helpful to use in Tokyo: Google Maps? Uber? etc.
Is there a nearby medical facility that has English-speaking staff?
Yes, you can find a list of all English-speaking medical facilities in Tokyo here: http://www.jnto.go.jp/eng/arrange/essential/emergency/hospital.html
What are some common Japanese words that are good to know?
Hello = Konnichiwa
Goodbye = Sayounara
Please = Onegaishimasu
Thank You = Arigatō
Excuse me = Sumimasen
Sorry = Gomen'nasai
Help = Tasukete
Bathroom = Tearai
Water = Mizu
Good tasting = Oishii
Yes = Hai
No = Lie
Are there any social norms in Japan that I should be aware of?
What is included in the Full Access pass?
Access to all Breakout Sessions and Workshops, Design Summit working sessions, Keynote presentations, Marketplace Expo Hall, Lounges, etc. This pass includes lunch and the apparel giveaway item.
How can I register?
You can register via our Eventbrite page: https://openstacksummitoctober2015tokyo.eventbrite.com until October 19, 2015. Please note that prices are tiered and will increase on September 1 and September 29, 2015.
After registration closes on October 19, you may purchase tickets onsite at the Tokyo Summit. Registration is located on the first floor of the International Convention Center PAMIR.
International Convention Center PAMIR
Minato, Tokyo 108-0074
Only major credit cards will be accepted.
Is discounted registration available for students, nonprofit or government employees?
Yes, if you are a student or you work for a government/nonprofit entity you may apply to receive a discounted pass to the Tokyo Summit by filling out this form: https://openstack.formstack.com/forms/openstack_summit_tokyo_discounted_registration
A limited quantity of discounted Summit passes will be available for deserving individuals who are involved or interested in getting involved with OpenStack, but do not receive financial support from their organizations (i.e. students or government/nonprofit employees).
The deadline to request a discounted pass is September 25, 2015. Applicants will be notified the week of October 2 and discount registration codes will be sent out at this time.
At this Summit, we will only be selling a Full Access Pass, which allows access to ALL areas of the Summit (Keynotes, Marketplace Expo Hall, Breakout Sessions, Developer & Operator Working Sessions, etc.) and includes lunch. The discounted rate for this pass would be $300 USD.
Can I purchase multiple tickets?
Through our Eventbrite registration page, you may buy up to 40 passes at one time.
If you'd like to purchase MORE than 40 passes, please contact us at [email protected]. Please send us your full name, billing address, the quantity of passes you'd like to purchase and we will invoice you for them. The price of the tickets will depend on the time of purchase. So if you request bulk registrations before August 29, they will be priced at the early bird rate of $600 per ticket. Prices will increase on September 1st (to $900) and September 29 (to $1000).
Can I get a receipt of my registration?
Once you've registered, you will receive a confirmation email from Eventbrite with the subject line, "Your Tickets for OpenStack Summit October 2015 - Tokyo." If you do not receive this email within 48 hours, please check your junk/spam folder; if you still have not received the confirmation email, please contact us at [email protected] stating your name and the email you used during the registration process.
If you require an invoice for the ticket you purchased, please email [email protected].
How can I transfer or cancel my Summit pass?
If you'd like to transfer your pass to someone else, login to the Eventbrite account tied to your ticket and go to "My Tickets" > "View Order" > "Edit" where you can change the name and email on your ticket. See a more detailed tutorial here
If this doesn't work for you or if someone else bought your ticket, please email [email protected] and provide your name and Eventbrite order number.
If you'd like us to cancel your ticket entirely, please email [email protected] before October 19, 2015 stating your name and Eventbrite order number. If you email us before this deadline, we will provide you with a full refund.
Refunds and Transfers will be granted until October 19, 2015 - after this time no refunds or transfers can be made.
Who receives a free ATC registration code?
The Foundation will send discounted Summit registration codes directly to ATCs (Active Technical Contributors) who have committed a change to a repository under any of the official OpenStack programs over the last 6-month release cycle.
Invitations will be sent out in regular batches until the feature freeze. If you think you should have received an ATC code but haven't seen an message from us, please email [email protected] and send proof of your most recent commits (that fall within the last 6-month release cycle).
ATC codes provide a discount of $600 USD off all ticket prices and can be redeemed on the Eventbrite page here:https://openstacksummitoctober2015tokyo.eventbrite.com until October 19, 2015. Ticket prices will start at the early bird rate of $600, but will increase August 29 and September 28 (please see above).
How can I get an ATC designation on my Summit name badge?
If you are an Active Technical Contributor (ATC) and would like to be designated as such on your name badge, please register for the Summit via Eventbrite using the unique ATC-specific registration code that is provided to you by the Foundation. If you register using a different code (speaker, sponsor, etc), you will not have the ATC designation printed on your Summit name badge.
Is there discounted registration for Students or Employees of Government or Nonprofit groups?
Yes. If you are a current student, a university professor, or an employee of a nonprofit organization or government you can apply for discounted registration to the Tokyo Summit by filling out this form. Deadline to apply is September 25, 2015