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ExSec Agenda Items July 2014

ExSec Agenda Items July 2014. Authors:. Date: 2014-07-18. 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:2014-07-18 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.) • Friday: • 4.02 MI: Future Venues: (2 Motions) • 4.023II: PCO Contract Award (Executive Session - public output) • 4.024 MI: Network RFP AdHocFormation • 4.04 Effective Use of Tutorial Time • 4.041 Feedback of July 2014 Tutorials/Bof • 4.05 MI: Announcement of Nov 2013 802 EC Workshop • 8.044 II: Exec Secretary Report • **8.06. II: 7 Oct 2014 IEEE 802 EC Interim Telecon 1-3pm ET • **8.07. II: Call for Tutorials for the Nov 2014 Plenary in San Antonio, TX 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. Jon Rosdahl, CSR IEEE 802 Plenary July 2014 – San Diego, CA– Friday Closing EC Plenary Friday Agenda items:

  12. 4.02 Future Venue Meeting Report • 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 Mtg Report • Meeting on Wednesday 8-10am – Banker Hill • Reviewed EC-12/40r7 • Bob H. Reviewed Asia Site Visits • Site visit to 7 sites in Asia (2 in Bangkok, 2 in K-L, and 3 in Singapore) • Update on Room Blocks for San Antonio, Atlanta, Waikoloa Jon Rosdahl, CSR

  13. Potential Asian Venues for 2018 (and March 2016 back-up) • Looked at Venues in Bangkok, K-L, Singapore and Shanghai • Except Shanghai, locations offer financial incentives • Venues having the best potential financially: • JW Marriott/Ritz Carlton- Kuala Lumpur • Suntec Convention Center- Singapore • Singex Convention Center- Singapore Jon Rosdahl, CSR

  14. Motion to Approve Venue for 802 Plenary session Nov 2016 • Approve Hyatt Regency San Antonio, San Antonio, TX as site for the IEEE 802 Plenary Session Nov 6-11, 2016. • Moved: Jon Rosdahl 2nd: Bob Heile • Result: 13-0-0 motion passes Jon Rosdahl, CSR

  15. Motion to Approve Venue for 802 Plenary session Nov 2019 • Whereas EC approved the 2017 July Plenary to be held in Berlin, Germany, we need to move a contract from Hilton Waikoloa Village that was on July 2017. • Approve Hilton Waikoloa Village as site for the IEEE 802 Plenary Session Nov 10-15, 2019, and authorize the IEEE 802 Exec Secretary to complete the contract preparation and IEEE contract execution. • Moved: Jon Rosdahl 2nd: Bob Heile • Result: 13-0-0 motion passes Jon Rosdahl, CSR

  16. 4.023 - II - PCO Contract Award (7/15 Exec Session Output) • 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 • On Tue, Jul 15, 2014 at 10:56 AM, Jon Rosdahl <jrosdahl@ieee.org> wrote:Greetings and Salutations, • The IEEE 802 Executive Committee has decided to award the Professional Conference Organizer (PCO) contract (Aug 1, 2014 through Dec 31, 2018) to Face-to-Face Events. • Kind Regards,JonIEEE 802 Executive Secretary Jon Rosdahl, CSR

  17. 4.024 - 2015 Network RFP Plan • Request for Proposal (RFP) to begin in November • AdHoc RFP Committee to be formed • Schedule of Events: • 18 July 2014 Form FRP Committee • 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

  18. 4.024 - 2015 Network RFP AdHoc • EC Members that are members of the AdHoc • Motion to approve the formation of the Network RFP AdHoc with the following EC Members: • 1. Jon Rosdahl (AdHoc Chair) • 2. Bob Heile 3. James Gilb • 4. Paul Nikolich 5. Clint Chaplin • Moved: Jon Rosdahl • 2nd: Steve Shellhammer • Result:13-0-0 motion passes Jon Rosdahl, CSR

  19. 4.04 – DT - Effective Use of Tutorial Time • The Purpose of the Tutorial • Effective use of the time • Can WG allocate sub group meetings in parallel • Continue discussion on the EC Reflector Jon Rosdahl, CSR

  20. 4.041 - DT - Feedback of July 2014 Tutorials / BoF • Feedback from 802.11 on Tutorial: • Number Attending the BOF: 34 • Suggestion to add energy to the presentation (small breakouts, and then review what the groups identified) • Number Normally Attends Social :41 • Not attending the Social:29 • OK if Tutorial/WG Mtgs in parallel – 12 Y 58 N • OK if BOF/WG Mtg parallel – 14 Y 38 N • Prefer BOF vs Social – 5 BOF 43 Social • Tutorial BOF like on Monday – 57 Y 1 N Jon Rosdahl, CSR

  21. 4.05 MI Announcement of Nov 2014 802 EC Workshop • EC Workshop: Nov 8, 2014 • Length: Dinner on Friday Night, work Saturday 8am-5pm • Remember to register for hotel through the end of workshop, then adjustment for workshop nights will be made for Friday and Saturday night stays as required. • Workshop Leader: __Apurva_____ • Action Tracker:______Subir___ • Agenda to be announced on Interim Call • Expectation is no treasury impact for workshop Jon Rosdahl, CSR

  22. Workshop Leadership History • 2009 - 1stWorkshop: Geoff and James • 2011 - 2ndWorkshop: Bruce and Jon • 2012 - 3rdWorkshop: Roger and Steve • 2013 - 4thWorkshop: Adrian and Adrian • 2014 - 5thWorkshop: _____ & _____ • 2014 Candidates - Subir, Apurva, • Future Candidates: • Mike, Bob, Glenn, David, • Pat, John D., Clint Jon Rosdahl, CSR

  23. 2014 EC Workshop Draft Agenda • Tentatively: • Geoff: definition of market relevance in context of Broad Market Potential • Geoff/James: address confidential communications policy/process • EC members: supply additional suggestions to Chair and RecSec • EC Members: BOF and Tutorial definition and effectiveness • EC Business Roundtable – James/Subir

  24. Motion to approve 2014 Workshop • Move to approve the 2014 Workshop on Nov 8th 2014 to be held in San Antonio, TX . • Apurva Mody and Subir Das to be the Workshop leaders. • Move John D’Ambrosia • 2nd James Gilb • Result: 11-1-0 – Motion passes Jon Rosdahl, CSR

  25. II 8.034 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

  26. II* 8.06 – October 2014 Interim Telecon - • Agenda for Interim EC meeting • – Tuesday 7 OCT 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: Nov 2014 San Antonio Meeting Plan Status  - Rosdahl  3 min • -- 4. Report: Jan 2015 Atlanta Interim Plan Status - Rosdahl 3 min • --5. Network RFP progress report -Rosdahl 5 min • - 6. Prepare Initial Workshop Agenda - Nikolich 20 min • Per Chairs Guideline – Confirm during the Closing EC Plenary. Jon Rosdahl, CSR

  27. II* 8.07 Call for Tutorials for the Nov 2014 Plenary in San Antonio, TX •  Tutorials to be held Monday, Nov 3, 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 19 Sept 2014. Jon Rosdahl, CSR

  28. References Jon Rosdahl, CSR

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