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ExSec Agenda Items July 2014

ExSec Agenda Items July 2014. Authors:. Date: 2014-07-14. Abstract. 2014 July: Agenda Items for 802 Executive Secretary: Monday:

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ExSec Agenda Items July 2014

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  1. ExSec Agenda Items July 2014 Authors: • Date:2014-07-14 Jon Rosdahl, CSR

  2. Abstract • 2014 July: Agenda Items for 802 Executive Secretary: • Monday: • 5.14 Future venue contract status & Vendor Contract Renewal Status. (Note - Executive Session to make a decision on contract award to be held Tuesday, 15-Jul, 7 to 8 am.) Jon Rosdahl, CSR

  3. Jon Rosdahl, CSR IEEE 802 Plenary July 2014 – San Diego, CA– Monday EC Plenary Agenda item: 5.14

  4. Agenda item: 5.14 Future venue contract status & Vendor Contract Renewal Status • Updated Future Venues File posted: • https://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-07-00EC-802-plenary-future-venue-contract-status.xlsx • Future Venues Discussion • Meeting on Wed 8-10am – Banker Hill • Future Meeting Space allocation – • Do not plan on more than 5 or 6 rooms in parallel. • Size: 100% -75% -50% -25% -~20 people • WG/TAGs less than 30 get only one room Jon Rosdahl, CSR

  5. Future 802 Sponsored Plenary and Interims • 2014 Nov 2-7 – Grand Hyatt San Antonio, TX • 2015 January 11-16 – Hyatt Regency Atlanta, GA • 2015 March 8-13 – Estrel Hotel, Berlin, Germany • 2015 July 12-17 – Hilton Waikoloa Village, HI • 2015 Nov 8-13 – Hyatt Regency Dallas, TX • 2016 January 17-22 – Hyatt Regency Atlanta, GA Jon Rosdahl, CSR

  6. Motion to Affirm Future Venues • Proposed Motion for Friday: • Motion to affirm the approval of the following Venue locations: • – 2016 Nov– San Antonio, Texas • • Moved: Jon Rosdahl 2nd: Bob Heile Jon Rosdahl, CSR

  7. PCO RFP • Professional Conference Organizer (PCO) Request For Proposal (RFP) • Schedule of Events: • 28 April 2014RFP distributed to 10 suppliers • 15 May 2014 Supplier intention to bid or not bid due • 7 Suppliers indicate willingness to Bid • 30 May 2014RFP due to IEEE Executive Secretary • 6 Suppliers provide a response to RFP • 14 July 2014– IEEE 802 Executive Committee Decision Executive Session: 7-8am in Banker Hill • 18 July 2014 Supplier notification of contract award • 30 July 2014 Final Contract executed Jon Rosdahl, CSR

  8. Jon Rosdahl, CSR 10 Potential PCO Providers • **Association Management Solutionshttp://www.amsl.com/ • **Conference Directhttp://conferencedirect.com • **Face to Face Eventshttp://www.facetoface-events.com • *Hamilton Group Meeting Plannershttp://www.hgmp.com/ • IEEE Meeting and Conference Managementhttp://ieeemcm.org • 6. **Airinexhttp://www.arinex.com.au/ • 7. **Strategic Business Communications, Inc.www.sbcinc.info • Perfect PlanIthttp://www.perfectplanit.com • **Inventureshttp://www.inventures.com/ • Plannernethttp://www.plannernet.com/ • * = Indicated would bid • **=Responded with a Bid

  9. Tuesday 7-8 am PCO Bid Review • Executive Session: Review of Bids and the recommendation from IEEE EC RFP AdHoc Committee and Executive Session to make a decision on PCO selection: • Tuesday Morning 7-8am in Banker Hill • All Bid Information is available to IEEE 802 EC members under the terms of the NDA executed with the Bidders and the IEEE. We want to ensure we do not disclose any of the bidding information. Jon Rosdahl, CSR

  10. 2015 Network RFP Plan • Request for Proposal (RFP) to begin in November • AdHoc RFP Committee to be formed • Schedule of Events: • 28 Nov 2014RFP distributed to suppliers • 12 Dec 2014 Supplier intention to bid or not bid due • 30 Jan 2015RFP due to IEEE Executive Secretary • 13 March 2015 Supplier notification of contract award • 31 March 2015 Final Contract executed Jon Rosdahl, CSR

  11. References Jon Rosdahl, CSR

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