All sessions start five minutes after the listed start and finish at the listed end. This includes welcome, fireside, plenaries, workshops, meditation, lightning talks, speed networking and closing. Times below are advertised slot times; room managers arrive 10 minutes before those times. Meals, staffing shifts and room changes are not shifted.

Early setup 12-1pm; orientation 1-2pm; setup resumes 2-4pm. Lighthaven handles Rat Park's layout and Saturday theater reset; no breakfast tables needed.

Room managers: arrive 10 minutes before the listed session slot. All sessions start +5 minutes, end unchanged.

Early crew: setup 12-1pm, join orientation 1-2pm, resume setup 2-4pm. Staffed duties take priority from 3pm.

Annika coverage: Larissa Friday 3-6pm delivery support; Tim Friday 6-8pm registration; Jen at Friday check-in. Paola covers registration Saturday 8-11am. No staffed desk on Sunday; Annika is on call for arrivals. Otherwise the current on-call volunteer covers after an explicit handoff.

Annika's standing duties: early vendor entry, security brief/escalations, arrivals, special meals, bar and deliveries, s'mores, Saturday morning stock check. Training: Rosie gives Tim and Paola room-manager catch-up after check-in practice, before their first RM duties.

Em and Isla assist Rosie and Rob throughout. Misha photographs the weekend. Eneasz leaves Friday at 6pm and is available Saturday. His Sunday room-manager shift remains 3:30-4:30pm (arrive 3:20pm). No Sunday-morning shifts.

For routine issues, fix what you can and tell Signal what you did. If you are already covering a role, ask the on-call volunteer to handle the extra job. For a non-emergency medical need, ask what the person needs, contact the front desk for supplies, and arrange a store run through the on-call volunteer when needed.

Handling complaints

(operational issues — food, logistics):

• "I'm sorry about the problem." Listen to their complaint, help them feel heard. You don't need to agree or disagree that this is actually a serious problem.
• Don't promise a response. Don't mention specific changes that will be made either this year or next year, unless the problem is something that obviously can and should be remedied now. If you're not sure how we can respond to the problem, tell them you'll check with the organizers/staff to see what the plan is: "I want to be sure we're giving you the right information."
• Capture the feedback: "There will be a feedback form emailed out to participants afterwards. Because things are so busy right now, I want to be sure we don't lose track of what you're telling me, so please do include it in the form." "Thank you for telling us about this. We do want to improve, we're glad to have feedback."
• If the issue they have seems urgent/serious, or the person complaining is being persistent, feel free to escalate it directly to Rob and Rosie.

Also relay the feedback to the volunteer Signal group. Volunteers should use their judgment about the appropriate channel and sensitive details.

Serious attendee reports

(harassment, verbal abuse, unwanted social/sexual contact):

• Express sympathy ("I'm really sorry that happened to you.")
• Offer to put them in touch with Rosie and Rob. If they're unsure whether they want to talk to Rosie and Rob, it's probably best to encourage them to, if they are comfortable doing so. If the person doesn't want to talk to Rosie and Rob (maybe they feel it wasn't a big deal or they don't want to talk about it), still let them know what happened — though do ask the person whether they'd prefer to remain anonymous, or are happy with you sharing their details with us.
• Don't promise a response (e.g. "We'll make the person leave") before Rosie and Rob have had a chance to investigate the situation.

Use your judgment about whether to share sensitive details privately or in the group; there is no blanket private-message rule. If unsafe, get security help. Paul handles difficult attendees; escalate serious issues to Annika, Rosie and Rob.

Starting or finishing? Message Signal. Need a break or to leave a shift? Post in the Signal chat and confirm cover before leaving. Missing a location or supply? Ask Signal or the front desk.

Bring a phone, a way to keep time, and a portable charger. Registration staff need a charged laptop and battery pack. Wear comfortable clothes, closed-toe shoes and socks, and bring layers. Some rooms are shoes-off. Wear your badge and on-duty lanyard.

Staff/volunteer bags and supplies go in the shed in front of Building A. Building F is Lightcone team workspace and is not available as a volunteer break room. If you have a task preference or need a shift change, post in the Signal chat in advance. Keep receipts for purchases; ask for an advance when fronting the cost would be a problem.

Piedmont Party Rentals is providing 175 folding chairs, to be delivered Friday, September 18 before 2pm and picked up Monday, September 21. Pickup time has not been specified.

Cantor and Eigen have clocks. Rosie is providing reserved-seat and timekeeping signs; volunteers place the reserved signs. 2E3 remains a proposal pending a photo and confirmation.

Lighthaven handles all furniture changes and decides the exact layout for the expected numbers. Follow the sequence below.

Friday, September 18

Saturday, September 19

Sunday, September 20

Lighthaven provides batch coffee/refills, Coca-Cola, coolers/freezer space, regular tidy sweeps and morning clean, speakers for music, and s'mores supplies/fire management (staff-time charge). Coffee consumables are provided by Lighthaven; arrangements resolved. Gratified booked mornings only; coordinate cart position/power with venue.

Rat Park: Lighthaven determines exact seating plan. Screen available. Friday dinner 7-8pm; table flip 6:30-7pm before dinner. Saturday morning theater style for sessions; no breakfast tables. Sunday tables removed for closing and restored afterward.

Bayes Median: please provide a screen. This is a room setup request for Lighthaven. No room signs needed.

ZeroCater sets up buffet in front gardens; Lighthaven clears. NA drinks in Aumann/Bayes kitchen fridges. Poster caddy in Bayes Ground. Check-in supplies remain at the registration desk outside. Bar backup drinks, ice and s'mores kit in basement + storage room. Aumann upstairs quiet zone; staff/volunteer bags and supplies in the shed in front of Building A; Building F is Lightcone team workspace.

Six Lighthaven rooms are reserved: five for Eleos staff and one for Outcapped. Other attendees book directly with Lighthaven using the link in the Attendee Guide. Bedroom problems go to the front desk and Annika.

Luma registration is approval-gated; tickets are charged on approval. Listed tiers are $100 student/financial support, $500 standard, and $1,000 supporter. Financial-support enquiries go to ops@eleosai.org. Ticket proceeds support the event and Eleos, while meals are grant-funded and free to attendees. These details have not been checked against live registration.

All seven buffets in front gardens, Rat Park seating. ZeroCater sets up; Lighthaven clears; on-call volunteer helps attendees. Annika owns Adele and Jeff's meal arrangements, orders, deliveries, handoffs and backups; not marked confirmed.

Friday dinner 7-8pm, after the Rat Park table flip from 6:30-7pm. Saturday/Sunday breakfast 8:30am, lunch noon, dinner 6:30pm.

Lighthaven brews coffee; Gratified booked mornings only. Annika pings when coffee low. Vegan food low → Rosie/Annika for same-day vegan pizza backup.

Adele Lopez: vegan, no soy. Jeff Sebo: vegan, no tomato, spice, or fried food. The plan calls for two pre-arranged meals at every service, checked by Annika. Annika owns orders, delivery, storage, handoff and backups; arrangements are not marked confirmed.

Other reported needs: gluten-free x7, including three people who do not eat meat; one report covering nuts/peas/chickpeas/jackfruit; one tree-nut allergy; one fava-bean restriction; and one restriction covering fresh apples, pears, peaches, nectarines, figs, and kiwis. Counts reflect the registration snapshot available when these arrangements were planned.

Separate meals were not planned for these attendees; menu and allergy checks remain incomplete. Treat suitability as awaiting confirmation, not verified. Sunday lunch is now Sima's Persian Delights; the caterer labels the stewed organic tofu vegan and gluten-free.

Menu rules and quantities

The recorded policy excludes poultry, eggs, pork, shellfish, and farmed fish. Beef, lamb, wild-caught fish, and dairy are allowed. The revised breakfasts replace egg-containing gluten-free bagels with gluten-free cinnamon rolls (contain dairy).

The September 3 Luma split was vegan 27%, vegetarian 25%, reducetarian 22% (counted as two-thirds meat), and meat-eating 26%. Scaled to 250, the planning target is about 102 meat and 148 plant portions per meal, with entrees at 9-10 oz per person.

Annika owns Adele and Jeff's meals at all seven services, including orders, deliveries, storage, handoffs and backups. Use spare check-in labels if needed; no special labels to print.

Latest menus received September 13. The seven menu quotes total $70,962.20 for 250 people per service; this is the quoted menu total, not a confirmed final invoice.

Breakfast menus now list gluten-free cinnamon rolls (contain dairy) instead of gluten-free bagels. Allergen cards expected as standard, not independently confirmed. The no-farmed-fish requirement has been given to caterers.

Annika handles Adele and Jeff's meals. Erin Armitage: sales/portions; Matt Capistrano: operations; Tamika: support. Final headcount/dietary sync September 15. Menu items, listed allergens and serving quantities updated from the September 13 PDFs.

Menu key: VG = vegan; V = vegetarian; Pesc = pescatarian; GF = gluten-free; the pepper symbol means spicy.

Annika Alvarez: +1 572-237-4312. Backup: Rosie Campbell: +1 510-229-8587. Call or text when admission is unclear. Annika briefs the guard at the start of each shift. Admission for people without badges follows the staffed/unstaffed registration procedure below.

Lighthaven gate code: 9943. Valid Friday, September 18 at 8am through Monday, September 21 at 2am (Pacific).

ConCon 2026, Lighthaven, 2740 Telegraph Avenue, Berkeley. Security: Friday 3-11pm; Saturday and Sunday 8am-11pm.

Badge holders may enter and re-enter throughout the event. Annika handles early vendor entry and confirms escalation arrangements with security during briefing.

Security booking contact: Isabel Perez. Additional contact listed on the roster: Tony Gutierrez — 818-575-0712.

Staffed registration: Friday 3–8pm; Saturday 8–11am. No staffed desk on Sunday; Annika is on call for arrivals.

1. Has a badge: admit.
2. No badge, has a Luma ticket, and registration is staffed: check their ticket and direct them to registration. This also applies to someone who has forgotten their badge.
3. No badge, and either no Luma ticket or registration is not staffed: contact Annika or another person with a yellow lanyard. That organizer or volunteer messages the Signal chat and waits for someone from Eleos to confirm admission. Wait for that confirmation before letting the person in.

Sunday guests: Attendees may nominate a guest for Sunday evening. If the organizers approve the nomination, the organizers give the host a spare badge. Security does not issue guest badges. The attendee is responsible for meeting their guest at the gate and giving them that badge. Once the guest has the badge, security can admit them. No staffed guest desk; Annika is on call for questions. Guests do not receive the door code; hosts escort them after 11pm.

Immediate danger/emergency: 911, then Annika. Security has discretion with someone refusing to leave, intoxicated or unsafe; loop in Annika.

Annika confirms escalation arrangements with security during the briefing: what the guard handles, when to call organizers or 911, and supervisor contact.

Security off at 11pm; tell Annika about unresolved situations. Attendees use gate code 9943, valid until Monday September 21 at 2am Pacific.

Sunday guests: Attendees may nominate a guest for Sunday evening. If the organizers approve the nomination, the organizers give the host a spare badge. Security does not issue guest badges. The attendee is responsible for meeting their guest at the gate and giving them that badge. Once the guest has the badge, security can admit them. No staffed guest desk; Annika is on call for questions. Announce the nomination process via Waypoint and verbally at a meal.

Venue map · Whole Foods · Hospital map · Waypoint inbox.

Opening prompt: "Why are you here, what are you hoping for?" Closing prompt: "What was the most valuable thing from the event?" Feedback QR on Rat Park screen.

Fill out Waypoint profile; desk mentions schedule, map and 1:1s. Staff bags and supplies: shed in front of Building A; Building F is Lightcone team workspace. Backup drinks, ice and s'mores kit in basement + storage room.

Rosie + Annika, Friday 1-2pm. All early setup crew join. Early setup 12-1pm, resume 2-4pm.

First 30 minutes: gear up, bags to the shed in front of Building A, tour venue/gate/first aid and supply locations (basement + storage room, kitchen fridges, Bayes poster caddy, check-in supplies at the registration desk outside). Check Signal, Waypoint and volunteer roles. Brief handoffs, Annika/Noah/Paul contacts, emergencies, all applicable lanyard colors, ID checks, photos, badge checks and Signal confirmation for admission, quiet hours, meals and s'mores.

Second 30 minutes: Jen with Jack, Paola, Annika and Tim for check-in practice. Rosie with room managers/emcee for AV, gong, signs and all-session +5-minute starts. Setup begins at 2pm. Rosie gives Tim and Paola catch-up RM training after check-in practice and before their first RM duties.

Annika early vendor entry; Larissa Friday delivery support 3-6pm; Tim registration 6-8pm; Paola Saturday registration 8-11am; Annika on call for Sunday arrivals (no staffed desk); otherwise on-call cover with handoff. Collect agreements before Friday.

Coffee: Gratified booked mornings only alongside Lighthaven coffee. No evening kava/hot-chocolate package. Coffee consumables provided by Lighthaven; arrangements resolved. English breakfast tea remains on Annika's shopping run. Cart position/power coordinated with venue.

Set-aside meals: Annika handling Adele/Jeff orders, delivery and backups. Supplier notes: Kalifa's Greens can meet needs, no weekend drivers so Uber Eats likely; early Sunday closing with offer to stay open. Shangri-La unreachable and two other places contacted. These notes are not confirmation of orders.

Security: 38 hours at $38/hour = $1,444; certificate names Lightcone Rose Garden LLC. Annika confirms escalation arrangements at briefing.

Insurance

• Agency: Verifly Insurance Services, LLC. DBA: Thimble Insurance Services
• Carrier: National Specialty Insurance Company
• Policy number: HBL-4K8JLW
• Contact email: support@thimble.com
• Policy management: Credentials are in 1Password.

Food/drinks: latest menus received; seven menu quotes total $70,962.20; final invoice not confirmed. Safeway alcohol order prepared; awaiting confirmation and submission, Amazon cups/supplies, ice to buy. Bar Friday evening; no Friday happy hour. Annika stock check Saturday morning.

Still to buy or submit

Annika’s Amazon order

Items selected; confirmation and submission still needed.

Annika’s Safeway order

Other outstanding items

Awaiting delivery

Confirm or locate

Ready to collect or bring

Annika prints Thursday September 17. Badges separate. No room signs or special meal labels; use spare check-in labels for meals if needed.

Shopping quantities cover Friday evening drinks and the weekend happy hours. Friday has evening bar drinks but no scheduled happy hour; Saturday/Sunday retain happy hours. Annika checks stock Saturday morning and arranges top-ups.

Previous event experience: red wine ran out, rosé went fast, white less popular, beer/spirits popular. NA soft drinks in venue fridges. $1,000-$1,300 is the earlier drinks estimate, not a checked quote. Planning estimate about 600 servings; roughly 510 alcoholic servings plus 96 NA beers under earlier pour assumptions. No serving instruction is implied.

• Waypoint schedule
• Attendee Guide
• Speaker Guide
• volunteer Signal group
• Luma registration
• Luma management
• ConCon Drive folder
• feedback form

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