submission doc.: ieee ec-13/0022r1 march 2014 jon rosdahl, csrslide 1 exsec agenda items march 2014...

Submission

doc.: IEEE EC-13/0022r1March 2014

Jon Rosdahl, CSRSlide 1

ExSec Agenda Items March 2014Date: 2014-03-17

Name Affiliations Address Phone email Jon Rosdahl CSR 10871 N 5750 W

Highland, UT 84003 +1-492-4023 [email protected]

Authors:

Submission



Abstract2014 March: Agenda Items for 802 Executive Secretary:

Monday: 5.13 Future venue contract status & Vendor Contract Renewal Status

Submission

doc.: IEEE EC-13/0022r1

Jon Rosdahl, CSR

AGENDA ITEM: 5.13

IEEE 802 Plenary March 2014 – Beijing, China –

Monday EC Plenary

March 2014

Slide 3

Submission



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

https://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-05-00EC-802-plenary-future-venue-contract-status.xlsx


Submission


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

Submission


March 8-13, 2015 Berlin, Germany

Estrel hotel and convention center

NUMBER OF MEETING ROOMS: ~40+ -




EST. LOSS: $176,000

GUEST ROOM BLOCK RECOMMENDED: Yes

ESTIMATED ROOM RATE: ~157 € ($213) single,


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

Submission


July 9-14, 2017 Copenhagen

Bella Sky hotel and Bella Center convention center

NUMBER OF MEETING ROOMS: ~40+




EST. LOSS: $428,000




Exchange Rate: 7.4 DKK = 1 €, 1 € =$1.36 USD

Incentives (Government, Trade, Tourism etc.): not available

Submission


July 9-14, 2017 Berlin, Germany

Estrel Hotel and Convention center





EST. LOSS: $88,000



Includes, VAT, buffet breakfast & Highspeed WiFi


Incentives (Government, Trade, Tourism etc.): 10% of mtg room rental if signed by Dec 14 (~$10k savings)

Submission


July 9-14, 2017 Waikoloa

Hilton Waikoloa Hotel



2012 ACT COST: $297,999.40++ (Includes Breakfast And Lunch)

2012 ACT PER PERSON: $752.81

2012 ACT LOSS: $80,000


ESTIMATED ROOM RATE: ~$169/189++ single,

Includes: Exemption of resort fee $25 per night, Wi-Fi

Incentives (Government, Trade, Tourism etc): none

Slide 9 Jon Rosdahl, CSR

March 2014

Submission


March 13-18, 2016 Macau, PRC

Sands Venetian Macau Hotel & Conference Center, Macau, PRC



ESTIMATED COST: $400,000 (Includes Breakfast/Lunch)


EST. GAIN: $2,000

GUEST ROOM BLOCK RECOMMENDED: YesESTIMATED ROOM RATE: Early-bird Rate: 1,550 MOP (=$190US) up to 38% of block by 12/31/2015Std Room Rate: 1,750 MOP (=$220US) ≥47% Budget (@Holiday Inn): 1,000 MOP (=$125US) < 10% of block +15% svc+tax


Incentives (Government, Trade, Tourism etc.): US$250K

Submission


Details: March 13-18, 2016 Macau, PRC

Sands Venetian Macau Hotel & Conference Center, Macau, PRCMeeting Rooms: 48+ (~65 with all breakouts), Contract Based on 725 attendeesGuaranteed Function Space Cost: $0, all included with Room Block proposedAV Provided: Yes, with Hi-Resolution LCD Projectors and Mics (included in DDR)Network : All fiber distribution with Enet jacks, ≥1Gb/s in all meeting areasGuestroom 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

12/31/2015Std Room Rate: 1,750 MOP (=$220US) +15% svc+tax, ≥47% of block after 12/31/2015Note: 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 blockFull 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

Submission


Jon Rosdahl, CSR

AGENDA ITEMS: 4.01,

IEEE 802 Plenary November 2013 – Dallas, TX –

Friday Closing EC Plenary

Slide 12

Submission



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



Submission


Jon Rosdahl, CSR

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 - Slide 14

November 2013

Submission


Jon Rosdahl, CSR

Motion to Approve Venue for 802 Plenary session March 2015

Approve Estril Hotel and Convention Center in Berlin, Germany as site for the IEEE 802 Plenary Session March 8-13, 2105, and authorize the IEEE 802 Exec Secretary to complete the contract preparation and IEEE contract execution.

Moved: Jon Rosdahl 2nd: James Gilb

Slide 15

November 2013

Submission


Jon Rosdahl, CSR

Motion to Approve Venue for 802 Plenary session July 2017

Approve Estril Hotel and Convention Center in Berlin, Germany as site for the IEEE 802 Plenary Session July 9-14, 2105, 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

Slide 16

November 2013

Submission


Jon Rosdahl, CSR

II 8.034 Executive secretary report

LMSC 802 – P&P list of major duties:1. Oversee Venue selection –

2. Present summaries of venue options.

3. Oversee activities related to facilities and services

4. 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

Slide 17

July 2013

Submission


Jon Rosdahl, CSR

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.

Slide 18

July 2013

Submission


Jon Rosdahl, CSR

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.Slide 19

March 2014

http://www.ieee802.org/802_tutorials/802_Tutorial_Request_Form.doc

http://www.ieee802.org/802_tutorials/802_Tutorial_Request_Form.doc

Submission



References

submission doc.: ieee ec-13/0022r1 march 2014 jon rosdahl, csrslide 1 exsec agenda items march 2014...

Documents