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ExSec Agenda Items March 2014

ExSec Agenda Items March 2014. Authors:. Date: 2014-03-17. Abstract. 2014 March: Agenda Items for 802 Executive Secretary: Monday: 5.13 Future venue contract status & Vendor Contract Renewal Status. IEEE 802 Plenary March 2014 – Beijing, China – Monday EC Plenary. Agenda item: 5.13 .

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ExSec Agenda Items March 2014

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  1. ExSec Agenda Items March 2014 Authors: • Date:2014-03-17 Jon Rosdahl, CSR

  2. Abstract • 2014 March: Agenda Items for 802 Executive Secretary: • Monday: • 5.13 Future venue contract status & Vendor Contract Renewal Status Jon Rosdahl, CSR

  3. Jon Rosdahl, CSR IEEE 802 Plenary March 2014 – Beijing, China – Monday EC Plenary Agenda item: 5.13

  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-12-0040-05-00EC-802-plenary-future-venue-contract-status.xlsx • Future Venues Report • Meeting on Wed 8-10am – Function 3A -CW Arcade • Future Meeting Space allocation – • Do not plan on more than 5 rooms in parallel. • Size: 100% -75% -50% -25% -~20 people • WG/TAGs less than 30 get only one room Jon Rosdahl, CSR

  5. March 15-20, 2015 Barcelona, Spain Barcelona International Conference Center (CCIB) • NUMBER OF MEETING ROOMS: ~40+ - • BASED ON # ATTENDEES: 600 • Estimated Cost: $850,000 (Includes Lunch) • Est. Per Person: $1415 • Est. Loss: $447,000 • GUEST ROOM BLOCK RECOMMENDED: No block • ESTIMATED ROOM RATE: ~175 € ($238) sngl, • Includes, VAT, buffet breakfast & WiFi • RECOMMENDED HOTEL(S): 4 Hotels adjacent • Exchange Rate: 1 € (=$1.36 USD.) • Incentives (Government, Trade, Tourism etc.): not available

  6. March 8-13, 2015 Berlin, Germany Estrel hotel and convention center • NUMBER OF MEETING ROOMS: ~40+ - • BASED ON # ATTENDEES: 600 • Estimated Cost: $578,000 (Includes Lunch) • Est. Per Person: $964 • Est. Loss: $176,000 • GUEST ROOM BLOCK RECOMMENDED: Yes • ESTIMATED ROOM RATE: ~157 € ($213) single, • Includes, VAT, buffet breakfast & WiFi • Exchange Rate: 1 € =$1.36 USD. • Incentives (Government, Trade, Tourism etc.): • Signing bonus available 10% on Mtg Room rental – possible to have extra with 2-meeting deal

  7. July 9-14, 2017 Copenhagen Bella Sky hotel and Bella Center convention center • NUMBER OF MEETING ROOMS: ~40+ • BASED ON # ATTENDEES: 600 • Estimated Cost: $830,000 (Includes Lunch) • Est. Per Person: $1384 • Est. Loss: $428,000 • GUEST ROOM BLOCK RECOMMENDED: Yes • ESTIMATED ROOM RATE: ~147 € ($219) single, • Includes, VAT, buffet breakfast & WiFi • Exchange Rate: 7.4 DKK = 1 €, 1 € =$1.36 USD • Incentives (Government, Trade, Tourism etc.): not available

  8. July 9-14, 2017 Berlin, Germany Estrel Hotel and Convention center • NUMBER OF MEETING ROOMS: ~40+ • BASED ON # ATTENDEES: 600 • Estimated Cost: $490,000 (Includes Lunch) • Est. Per Person: $817 • Est. Loss: $88,000 • GUEST ROOM BLOCK RECOMMENDED: Yes • ESTIMATED ROOM RATE: ~117 € ($159) single, • Includes, VAT, buffet breakfast & HighspeedWiFi • Exchange Rate: 1 € =$1.36 USD. • Incentives (Government, Trade, Tourism etc.): 10% of mtg room rental if signed by Dec 14 (~$10k savings)

  9. Jon Rosdahl, CSR July 9-14, 2017 Waikoloa Hilton Waikoloa Hotel • NUMBER OF MEETING ROOMS: ~40+ • BASED ON # ATTENDEES: 661 • 2012 act Cost: $297,999.40++ (Includes Breakfast And Lunch) • 2012 Act Per Person: $752.81 • 2012 Act Loss: $80,000 • GUEST ROOM BLOCK RECOMMENDED: Yes • ESTIMATED ROOM RATE: ~$169/189++ single, • Includes: Exemption of resort fee $25 per night, Wi-Fi • Incentives (Government, Trade, Tourism etc): none

  10. March 13-18, 2016 Macau, PRC Sands Venetian Macau Hotel & Conference Center, Macau, PRC • NUMBER OF MEETING ROOMS: ~48+ • BASED ON # ATTENDEES: 725 • Estimated Cost: $400,000 (Includes Breakfast/Lunch) • Est. Per Person: $582 • Est. Gain: $2,000 • GUEST ROOM BLOCK RECOMMENDED: Yes • ESTIMATED ROOM RATE: • Early-bird Rate: 1,550 MOP (=$190US) up to 38% of block by 12/31/2015 • Std Room Rate: 1,750 MOP (=$220US) ≥47% • Budget (@Holiday Inn): 1,000 MOP (=$125US) < 10% of block • +15% svc+tax • Exchange Rate: 1 € =$1.36 USD. • Incentives (Government, Trade, Tourism etc.): US$250K

  11. Details: March 13-18, 2016 Macau, PRC Sands Venetian Macau Hotel & Conference Center, Macau, PRC • Meeting Rooms: 48+ (~65 with all breakouts), • Contract Based on 725 attendees • Guaranteed Function Space Cost: $0, all included with Room Block proposed • AV Provided: Yes, with Hi-Resolution LCD Projectors and Mics (included in DDR) • Network : All fiber distribution with Enet jacks, ≥1Gb/s in all meeting areas • Guestroom Block: 600+ (725 initial) (=3,454 Room Nights total), attrition for <75% • Early-bird Rate: 1,550 MOP (=$190US) +15% svc+tax, up to 38% of block by 12/31/2015 • Std Room Rate: 1,750 MOP (=$220US) +15% svc+tax, ≥47% of block after 12/31/2015 • Note: Fri & Sat nt rates are higher: Early (=2000&2600 MOP), Std (=2200&2800 MOP) • Budget (@Holiday Inn nextdoor): 1,000 MOP (=$125US)+15% svc+tax ≥10% of block • Full Daily Delegate Rate(DDR): 840 MOP/day (=$105US) +10% svc, includes buffet breakfast, buffet lunch, AM & PM Breaks, and all AV services. • Estimated Exchange Rate: 1.00 MOP =US$0.13 (7.098 MOP = US$1) • Incentives (Government, Trade, Tourism, Sponsors, etc.): Yes, est. amounts ~US$250K

  12. Jon Rosdahl, CSR IEEE 802 Plenary November 2013 – Dallas, TX – Friday Closing EC Plenary Agenda items: 4.01,

  13. 4.01 Future venues items • Future Venues File posted: • https://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-05-00EC-802-plenary-future-venue-contract-status.xlsx • Future Venues Report • Meeting on Wednesday 8-10am – Function 3A • Meeting Space allocation – • Do not plan on more than 5 rooms in parallel without confirmation • Rule of thumb Size: 100% -75% -50% -25% -~20 people • WG/TAGs less than 30 get only one room Jon Rosdahl, CSR

  14. MI 4.01 Future Venue Meeting output • Choice of Future Venues: • Straw poll indicated that for 2015 Mar and 2017 July we should pursue Estril Hotel in Berlin, Germany. • Review of Macau Contract – some issues need to be addressed prior to execution and invoice payment. • Need for Site Visits: • Initial Site visit planned for current prospect list from 7 sites in Asia (2 in Bangkok, 2 in K-L, and 3 in Singapore) • NA sites - Jon Rosdahl, CSR

  15. Motion to Approve Venue for 802 Plenary session March 2015 • Approve Estrel Hotel and Convention Center in Berlin, Germany as site for the IEEE 802 Plenary Session March 8-13, 2015, and authorize the IEEE 802 Exec Secretary to complete the contract preparation and IEEE contract execution. • Moved: Jon Rosdahl 2nd: James Gilb • Result: 13-0-0 Jon Rosdahl, CSR

  16. Motion to Approve Venue for 802 Plenary session July 2017 • Approve Estrel Hotel and Convention Center in Berlin, Germany as site for the IEEE 802 Plenary Session July 9-14, 2017, and authorize the IEEE 802 Exec Secretary to complete the contract preparation and IEEE contract execution, with James Gilb as the 802 Exec Committee designee. • Moved: Jon Rosdahl 2nd: James Gilb • Results: 12-1-0 Jon Rosdahl, CSR

  17. II 8.034Executive 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

  18. II* 8.06 – 3 June 2014 Interim Telecon - • Agenda for Interim EC meeting • – Tuesday 3 JUN 1-3PM ET • Initial Proposed Draft Agenda • –1. Welcome/Intro/Approve Agenda                                      - Nikolich                          5 min • –2. Report: Nov EC Action Item Summary                         - D’Ambrosia  2 min • –3. Report: July 2014 San Diego Meeting Plan Status            - Rosdahl  3 min • --4. RFP progress report -Rosdahl 5 min • - 5. WG Meetings online vs F2F - Gilb/Thomson 30 min • Per Chairs Guideline – Confirm during the Closing EC Plenary. Jon Rosdahl, CSR

  19. II* 8.07 Call for Tutorials for the July 2014 Plenary in San Diego, CA •  Tutorials to be held Monday, July 14, 2014 • 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 30 May 2014. Jon Rosdahl, CSR

  20. References Jon Rosdahl, CSR

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