1 / 24

ExSec Agenda Items July 2013 Plenary

ExSec Agenda Items July 2013 Plenary . Authors:. Date: 2013-07-19. Abstract. Agenda Items from the IEEE 802 Executive Secretary for the IEEE 802 March 2013 Plenary Monday : 5.15 II Future venue contract status & Vendor Contract Renewal Statu s 5.16 II Geneva 2013 Expectation

gayora
Télécharger la présentation

ExSec Agenda Items July 2013 Plenary

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. ExSec Agenda ItemsJuly 2013 Plenary Authors: • Date:2013-07-19 Jon Rosdahl, CSR

  2. Abstract • Agenda Items from the IEEE 802 Executive Secretary for the IEEE 802 March 2013 Plenary • Monday: • 5.15 II Future venue contract status & Vendor Contract Renewal Statu s • 5.16 II Geneva 2013 Expectation • Friday: • 4.02MIFuture Venues • 4.05 II Announcement of Nov 2013 802 EC Workshop • 4.07 II Meeting Planner RFP AdHoc (Rosdahl, Gilb, Heile, Nikolich, Chaplin) • 9.03 II Executive Secretary report • 9.08 II EC Interim Telecon: Oct 1. 2013 13:00 EDT • 9.09 II Call for Tutorials: November Jon Rosdahl, CSR

  3. Monday Agenda Items • 5.15 II Future venue contract status & Vendor Contract Renewal Status • 5.16 II Geneva 2013 Expectation Jon Rosdahl, CSR

  4. 5.17 II Future venue contract status & Vendor Contract Renewal Status • Future Venues • See doc: 802-EC-12/0040r4 • https://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-04-00EC-802-plenary-future-venue-contract-status.xlsx • IETF Joint Meetings • OFC Meeting Dates • Non-North American Venues –Priorities Set from March • Vendor Contract Status Jon Rosdahl, CSR

  5. IETF Joint Meetings • From the Discussion at the Joint IETF-IEEE meeting: • 1. How often to meet face-to-face? • Once a year? Once every other year? • 2014 not any clear choice as both groups are firm on locations – no automatic choice • 2015 – IETF is going to Dallas in March – • IEEE is going to Dallas in Nov -- • The possibility move to March, and have back to back meeting in Dallas....? • Did not seem possible as IETF is meeting later in the month. • Instead we need to pick a date to have leadership meet. Jon Rosdahl, CSR

  6. Non-North American Venues • Priorities from March: • 2015 March – Barcelona/Rome/Berlin • 2016 March -- Macau/Shanghai/Yokahoma • 2017 July – Copenhagen/Gothenberg/Vienna • 2017 March – New Orleans / Florida • Even Years – Target Asia/Pacific • Odd Years – Target Europe • EC Session to discuss Future Venue details: • Tues 9-10am (CICG) or 6-7pm (ITU) – Jon Rosdahl, CSR

  7. Status of Vendor Contracts • Network Services • Contract started: April 2012 • Contract expires: March 2015 • Meeting Services • Contract started: Nov 2008 (one extension) • Contract expires: July 2014 • Plan for RFP process Nov 2013 to March 2014 • Meeting Manager • No further effort – Proposal to remove from OM Jon Rosdahl, CSR

  8. 5.18 II Geneva 2013 Expectation • What to expect? • Mainly it will be the same as any other Plenary • What is Different? • No common hotel • Meeting rooms are in more than one building • Breaks on own – cafeteria are located in each building • Some rooms are not available in the evening • Some room configurations will be different (open square) • No organized Social • Opening Plenary – 11-12am Jon Rosdahl, CSR

  9.  Geneva Expectations (cont) • Monday, Tuesday, Wednesday and Thursday : • Meetings in CICG and CCV must end before 6:30pm (18:30) • Please leave buildings promptly. • *All Evening Meetings (PM3) after 6pm must be held in ITU. • Note: that Power to ITU meeting rooms will be out from 9pm Tues until 6am Wed. • Friday : • *All Meetings are to be held in ITU. Jon Rosdahl, CSR

  10.  Geneva Expectations (cont) • Other Meeting items: •     1. Opening Plenary Meeting ‐ Monday 11:00-12:00‐‐ Welcome to Geneva and give ITU chance to address Participants. • 802 EC officers at head table – WG Chairs in 2nd row •     2. Tutorials ‐ Monday ‐‐ ITU Popov Room. Jon Rosdahl, CSR

  11. Friday Agenda Items • 4.02MIFuture Venues • 9.03 II Executive Secretary report • 9.xx II Call for Tutorials: November • 9.xx II EC Interim Telecon: Oct 1. 2013 13:00 EDT Jon Rosdahl, CSR

  12. 4.02MIFuture Venues • Geneva Meeting Feedback • Motion to approve Site Visit for Beijing • Motion to approve Site visit for Barcelona – Possible site for March 2015 Plenary • Motion to approve Sands Venetian Macau, China for the March 2016 Plenary Venue. • Motion to approve Memorandum of Understanding to complete Contract negotiations Jon Rosdahl, CSR

  13. Geneva Meeting Feedback • Poll results: • .1 – did not poll – • .3 – 48 yes 76 no • .11 – 24 yes 16 no • .15 – 16 yes 20 no • .18 – comments no poll • .19 – 3 yes 3 no • .21 – 10 yes 0 no – if network better • .22 – ?? • .24 – ?? • Total Reported: 101 yes 115 No • EC Straw Poll: Should Geneva be target for July 2019? • Yes: No: Jon Rosdahl, CSR

  14. Motion to approve Site Visit for Beijing • Whereas China World Hotel and Traders Hotel, Beijing, China is the venue for March 2014, • Move to approve a Site inspection trip for no more than 4 people with an overall budget expenses expected less than $25,000. • The purpose of the trip includes: • The site inspection would include all the meeting space, meeting room layouts, network capabilities, AV/power requirements, F&B specifications, security, staffing coordination, shipment arrangements and any other session considerations, including pricing and billing procedures. • Standard Travel expenses (e.g. Coach Class Air travel, local transport, food and lodging) would be reimbursed. • Moved: Rosdahl 2nd: Shellhammer Jon Rosdahl, CSR

  15. Motion to approve Site visit for Barcelona – Possible Plenary Venue for March 2015 or March 2017 • Whereas Barcelona, Spain is a potential venue location for March 2015 or March 2017 • Move to approve a Site inspection trip for no more than 4 people with an overall budget expenses expected less than $25,000. • The purpose of the trip includes: • The site inspection would include all the meeting space, meeting room layouts, network capabilities, AV/power requirements, F&B specifications, security, staffing coordination, shipment arrangements and any other session considerations, including pricing and billing procedures. • Standard Travel expenses (e.g. Coach Class Air travel, local transport, food and lodging) would be reimbursed. Move: Rosdahl 2nd: Shellhammer Jon Rosdahl, CSR

  16. Proposed Future Venue for IEEE‐802 March 13‐18, 2016 Plenary Session • Sands Venetian Macau Hotel & Conference Center, Macau, PRC • • NUMBER OF MEETING ROOMS: 40++ (~65 with all breakouts), all excellent quality • • ESTIMATED FUNCTION SPACE COST: $0, all included with Room Block proposed • • AV Provided: Yes, with Hi‐Resolution LCD Projectors and Mics (included in DDR) • • NETWORK AVAILABLE: All fiber distribution with up to 1Gb/s in all meeting areas • • Option Dates: March 13‐18, 2016 | EstReg Fee: $500/$600/$800 w/ $300 surcharge • • GUEST ROOM BLOCK RECOMMENDED (Y/N): 600+ (700 initial) (>3,000 total) • • RECOMMENDED HOTEL: Sands Venetian Macau Hotel & Conference Center • • Early‐bird Rate: 1,400 MOP (=US$175) +15% svc+tax, ≤50% of block before 1/29/2016 • • Std Room Rate: 1,550 MOP (=US$195) +15% svc+tax, ≥50% of block after 1/29/2016 • • Full Daily Delegate Rate(DDR): 740 MOP/day (=US$95) +10% svc, includes buffet breakfast, 3‐course, 3‐entrée choice buffet lunch, AM & PM Breaks, and all AV svcs. • • Airports: Macau International (MFM), or Hong Kong International (HKG) • • Airport Transfers: @MFM: free shuttle, 5 min, @HKG: 40 min ferry + free shuttle‐bus • • Business Currency & Estimated Exchange Rate: 1.00 $US = 7.99 MOP • • Incentives (Government, Trade, Tourism, Sponsors, etc.): Yes, Amounts are t.b.d. • • Contract Terms & Subsidies are still in negotiation. Expect net positive surplus. Jon Rosdahl, CSR

  17. Motion to approve Macau, China for the March 2016 Plenary Location • Motion to approve Plenary Venue location: • 2016 March – Sands Venetian Macau Hotel & Conference Center, Macau, PRC • Moved: Jon Rosdahl 2nd: Shellhammer Jon Rosdahl, CSR

  18. Motion to approve Memorandum of Understanding • Motion to approve the Memorandum of Understanding to complete the Macau Contract negotiations with an expenditure not to exceed $7500. • Moved: Rosdahl 2nd: Shellhammer Jon Rosdahl, CSR

  19. 4.05 Nov 2013 EC Workshop • EC Workshop: Nov 16, 2013 • Length: Dinner on Friday night, work Saturday 8am-5pm • Remember to register through the workshop, then adjustment for workshop to be made for Friday and Saturday night stays. • Workshop Leader: • Action Tracker to be named later • Agenda to be announced at Interim Call • Expectation is no treasury impact for workshop Jon Rosdahl, CSR

  20. 4.07 II Meeting Planner RFP AdHoc • Meeting Planner Contract Expires July 2014 • Plan to Start RFP after Nov 2013 Plenary • Plan to use some of the workshop time • Sub committee: • Nikolich, Rosdahl, Chaplin, Heile, Gilb Jon Rosdahl, CSR

  21. 9.03 II Executive secretary report • LMSC 802 – P&P list of major duties: • Oversee Venue selection – • Present summaries of venue options. • Oversee activities related to facilities and services • Carry out Duties of Treasurer if Treasurer unavailable • Chairs Guideline list of major duties: • 1) 802 Meetings: Efficiency Improvement • 2) 802 Plenary Sessions: Facilities and Services • 3) IEEE 802 Registration Database • 4) Assist IEEE 802 Treasurer Jon Rosdahl, CSR

  22. 9.08 -- 1 Oct 2013 Interim Telecon - • Agenda for Interim EC meeting • – Tuesday 01 OCT 2013 1-3PM ET • Initial Draft Agenda • –1. Welcome/Intro/Approve Agenda                                      - Nikolich                          5 min • –2. Report: • –3. Report: July EC Action Item Summary                         - D’Ambrosia                     2 min • –4. Discussion: EC Leadership workshop action item review – ????     15 min • –5. Report: March 2013 Beijing Meeting Plan Status                  - Rosdahl                      3 min • –6. Motion: Confirm approval of March 2016 venue contract   - Rosdahl                     8 min • –7. Discussion: Ethernet 40th Anniversary Celebration               - D’Ambrosia                15 mim • Per Chairs Guideline – Confirm during the Closing EC Plenary. Jon Rosdahl, CSR

  23. 9.09 Call for Tutorials for the Nov 2013 Plenary in Dallas, Texas • Tutorials to be held Tuesday Nov 12, 2012 • Tutorial Request form: http://www.ieee802.org/802_tutorials/802_Tutorial_Request_Form.doc • As a reminder please refer to Chair's Guidelines section 2.5 Tutorials for the logistics for participating in sponsoring/presenting a Tutorial. • All requests for Tutorials must be made by Sept 27th 2013. Jon Rosdahl, CSR

  24. References • Future Venue Contract status: • https://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-04-00EC-802-plenary-future-venue-contract-status.xlsx Jon Rosdahl, CSR

More Related