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IEEE 802 Future Venue Report

This document provides information on the current and future venues for IEEE 802 meetings, including reports on the November 2017 plenary and the Request for Proposal (RFP) for the 2019/2020 plenary venues. It also includes information on the Network and Wired Cafe, as well as updates on the contract process for meeting venues and vendors. The document concludes with discussions on future venue options for 2020 and 2021.

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IEEE 802 Future Venue Report

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  1. Executive Secretary Agenda Items November 2017 Plenary Jon RosdahlIEEE 802 Executive Secretaryjrosdahl@ieee.org

  2. 802 Exec Sec Agenda Items • 6.02 II Current and Future Venue Report

  3. 5.142 Current and Future Venue Report • IEEE 802 Top 10 – Thanks Face to Face Events • Emailed to all registered attendees • 2018 November Plenary site report • 2019/2020 Plenary Venue RFP report

  4. Network and Wired Cafe  • WIRED CAFÉ • Please report any disruption of service in the café to VeriLAN staff. • NETWORK HELP DESK • Network Help is available for attendees experiencing difficulties accessing the meeting network. • Located near the Registration Desk

  5. 2018 Future Venues • March 4-9, Hyatt Regency O'Hare, Rosemont, Illinois, USA • July 8-13, Manchester Grand Hyatt, San Diego, CA, USA • November 11-16, Marriott Marquis Queen's Park, Bangkok, Thailand

  6. 2018 November – Bangkok, Thailand • Marriott Marquis Queen's Park, Bangkok, Thailand • Bob, Dawn and I traveled to Bangkok the week of Oct 16, 2017. • We stayed at the Marriott Marquis Queen’s Park. We found our rooms very nice, and the meeting space meeting the expectations of a Plenary session. • The positives are there is plenty of space. • The only negative is the meeting space is spread over 3 floors. • We expect to have a great meeting, and if so would act on a 2020 November option. • Friday I will bring a motion to approve the Marriott Marquis Queen’s Park, Bangkok, Thailand, as the location for the November 2020 plenary location.

  7. 2019 Future Venues • March 10-15, Hyatt Regency Vancouver and Fairmont Hotel Vancouver, Vancouver, Canada • Contract has been executed • July 14-19, Austria Congress Centre, Vienna, Austria • Budget items are being updated and will be provide to the Treasurer for March report. • November 10-15, Hilton Waikoloa Village, Kona, HI, USA

  8. Request for travel support • Contracts for Meeting venues and vendors requires following IEEE-SA processes. It seems that every few years it is good to review the process and determine where disconnects may have been created. • We have a meeting scheduled for Mon Dec 4, 2017 1pm – 2pm (EST) at NJ445-Yagi room. • I will be there for the IEEE-SA SASB, CAG & BOG mtgs. • Bob Heilie is very involved in the contract processing for 802 and 802 Wireless and would like to attend to help in the review/discussion process. • A request to spend up to $750 for him to attend the Contracts meeting (plus RevCom and NesCom as long as he is there – held concurrently on the 5th of Dec.) • Motion on Friday

  9. Thursday AdHoc Meetings • Next Venue Meeting planning – Thurs 7:30am • Review meeting space plan for March 2018 Plenary • Future Venues AdHoc – Thurs 8am • Review options and discuss choices for 2020 and 2021.

  10. Future Venue AdHocS --

  11. Next Venue Meeting planning – Thurs 7:30 am • Start time 7:30 am • Reviewed meeting space plan for March 4-9, Hyatt Regency O'Hare, Rosemont, Illinois, USA • Adjourned 7:55 am

  12. Future Venues AdHoc – Thurs 8 am • Start time – 8:00 am • 802 Board Retreat • Review Contract responses for 2020 – all approved • Network validation in Montreal – Tourism bureau contribution • Open RFP for 2021 dates • Projector Expectations • Hilton Hawaiian Village – 2024 • End time – 8:55am

  13. 802 Leadership Mtg • San Diego – • Saturday July 14th 8-5pm or possible July 7th • Friday night and Saturday night comp guest room (20) • Action Item: Leadership identify (Chair and secretary) – Paul

  14. 2020 Approved Venues March 2020 July 2020 Sheraton Centre Montreal, Montreal, Canada November 2020 • Hilton Atlanta, Atlanta, GA, USA • Marriott Marquis Queen’s Park, Bangkok, Thailand July 2017 - Motion: Move to approve as the venues for 2020: March: Hilton Atlanta; July: Sheraton Centre Montreal; November: Marriott Marquis Queen’s Park Moved: Jon Rosdahl Second: Bob Heile Motion passed Unanimously

  15. 2020 July Venue Network Validation Request on Friday to expend not more than $4,500 for a mtg space inspection and independent network functionality check on the Sheraton Centre Montreal Hotel. This is to be completed by November 30 to allow acceptance of nearly $99,000CAD incentive for two meetings (2020 and 2022).

  16. Straw poll on Hilton Hawaiian Village from July • The Hilton Hawaiian Village (Oahu Island) is big enough to easily accommodate a plenary and has easy access to Waikiki, so lots of things nearby. It has been the site of an IETF meeting and an IEEE Globcom conference in the recent past. • July Strawpoll on Interest: • Yes: 12 • No: 2

  17. 2021 Plenary – Open RFP July Berlin, Germany Vienna, Austria Dubrovnik, Croatia (new Hyatt Regency- open 2019) Madrid, Spain – Site visit required - <$3000 Nov San Deigo Seattle – New Hyatt New Orleans Houston Marriott Union Station, St. Louis • Open RFP to Major Venues – Fairmont, Hilton, Hyatt, Marriott, etc. 700 attendees • Possible Targets • March • San Diego • Seattle – New Hyatt • Houston Marriott • Union Station, St. Louis

  18. 2017 November Plenary Projectors • November 2017: • 16 x 2000 Lumens (Infocus 640) – VGA only • Note these are the projectors originally owned by IEEE and sold to Verilan. • 9 x 3000/3200 Lumens – HDMI and VGA • 4 x 3500 Lumens – HDMI and VGA • Issues experienced this week: • 1. Older projectors not bright enough – hotel keeps turning lights up • 2. Some Laptops do not have VGA - Adapters worked most of the time. • 3. Some laptops do not have HDMI or VGA – Adapters worked most of the time • 4. Some Adapters are not able to be powered – User issue

  19. Projector Goals 2018 • Minimum 2000 Lumens for rooms upto 20 with Min 8ft screens. • Minimum 3000 Lumens for Rooms upto 45 with min 10ft screens. • Minimum 3500 Lumens for Rooms upto 150 with minimum 12ft screens. • Minimum 5000 Lumens for Rooms over 150 with Minimum 16’x9’ screens. • All Screens are to be taunt. • All projectors have HDMI native port • Some Projectors may have VGA, but expect 2 cables (HDMI and VGA) • Expect Attendees to get any adapters required. • We will have some on hand, but need to get attendees take responsibility for connectivity. • Video port, Micro USB, Thunderbolt or other Video ports options on Laptops need to addressed by Owner.

  20. Potential Cost increase • Prices are confidential to the bidders • However, we can expect to pay about 40-50% more for each step • 2000 Lumens – x • 3000/3200 Lumens 1.5x • 3500 Lumens 2.5x • 5000 Lumens 3.5x • Additional $6,500 - $7,500 in projector costs

  21. 4.02: DT 802 Leadership Mtg for July 2018 4.03: II/MI Future Venue AdHoc Report and Motions 8.044 II Executive Secretary Report 8.06 II Announcement of 802 EC Interim Telecon (Tuesday 6 Feb 2018, 1-3pm ET ) 8.07 II Call for Tutorials for March 2018 Plenary (5 March 2018 – Deadline – 19 January 2018) Friday Closing EC Plenary

  22. F4.02 802 Leadership Mtg for July 2018 • San Diego – • Saturday July 14th or possible July 7th • One Day – Saturday 8-5pm • Leadership Mtg – Led by John D’Ambrosia/Glenn Parsons • Call for Topics – Strategic items • Straw Poll for before or after:

  23. F4.03 Future Venue AdHoc Report

  24. Information: Projector Goals 2018 • Minimum 2000 Lumens for rooms upto 25 with Min 8ft screens. • Minimum 3000 Lumens for Rooms upto 50 with min 10ft screens. • Minimum 3500 Lumens for Rooms upto 150 with minimum 12ft screens. • Minimum 5000 Lumens for Rooms over 150 with Minimum 16’x9’ screens. • All Screens are to be taunt. • All projectors have HDMI native port • All projectors to be set for 9:6 aspect ratio • Some Projectors may have VGA, but expect 2 cables (HDMI and VGA) • Expect Attendees to get any adapters required. • We will have some on hand, but need to get attendees take responsibility for connectivity. • Video port, Micro USB, Thunderbolt or other Video ports options on Laptops need to addressed by Owner.

  25. Information: Hyatt Regency Orange County • IEEE Discounted Corporate Rate- $158 w/ complimentary standard Internet • To book this rate, visit www.orangecounty.regency.hyatt.com, enter your dates and click on the “Special Rates” link. Enter your Corporate Rate (CR) number “98789” in the “Corporate or Group Code” box and hit “Check Availability”. Or you can call Hyatt Reservations at 800-233-1234 and request the “IEEE” rate. This rate is valid through 4/30/18. • Flyer sent to the Stds-802-All reflector.

  26. F4.031 - Motion to Authorize Travel to IEEE-SA Contracts mtg • Move to authorize Bob Heile to spend up to $750 for him to attend the Contracts meeting 4th Dec 2017 in Piscataway, NJ (plus RevCom and NesCom as long as he is there – held concurrently on the 5th of Dec.) • Moved: Jon Rosdahl • 2nd: Adrian Stephens • Results:

  27. F4.032- Motion to authorize Site & Network Validation trip Whereas we have the opportunity to hold two sessions at the Le Centre Sheraton Hotel in Montreal, Quebec, CA. (2020 and 2022) we want to ensure we will have a good experience. Authorize expenses not to exceed $4500 for a mtg space and a network site qualification at the Le Centre Sheraton Hotel in Montreal, Quebec, CA. Bob Heile and a Network Engineer will fly up on the 29th and perform the site visit on the 30th and report back. Move: Jon Rosdahl 2nd: Adrian Stephens Results:

  28. F4.033 - Motion to Extend PCO Contract • Authorize the issuance of a new contract to Face to Face Events for Meeting Planning services for 2018 – 2022 to supersede the existing contract that expires November 2018. • Moved: Jon Rosdahl • Second: Adrian Stephens • Results:

  29. Future Venue Insight • Future 802 Plenary Sessions: • March 2018 Hyatt Regency O’Hare – Rosemont, IL • July 2018 Manchester Grand Hyatt – San Diego • Nov 2018 Bangkok, Thailand- TBC • Contract Status doc 802 EC-16/66r2: https://mentor.ieee.org/802-ec/dcn/16/ec-16-0066-02-00EC-802-plenary-future-venue-contract-status.xlsx

  30. 802 Plenary March 2018 • Save the Date: March 4-9 – Rosemont, IL USA • Registration target to open: 1 Dec 2017 • Hotel Information: Hyatt Regency O’Hare 9300 Bryn Mawr Ave Rosemont, IL USA60018

  31. *F8.045 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

  32. F8.05 – Announcement of 802 EC Interim Telecon (Tuesday 6 Feb 2018, 1-3pm ET) • Agenda for Interim EC meeting – Tuesday 6 Feb 2018 1-3PM ET • Initial Proposed Draft Agenda • Welcome/Intro/Approve Agenda  - Nikolich  5 min • Report: EC Action Item Summary - D’Ambrosia 10 min • The EC AdHoc - Marks 15 min • Venue Issues: • Report: March 2018 Plenary Status - Rosdahl  3 min • Report on 2020 Future Venue Contract status - Rosdahl 8 min • Formal Actions – Motions from WG Chairs • Other Reports from WG Chairs • Per Chairs Guideline – Confirm during the Closing EC Plenary.

  33. *F8.06 – Call for Tutorials for Nov 2017 Plenary • Tutorials to be held Monday, 5 March 2018 • 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. • Note that Tutorial times are 80 minutes with 10 minutes to allow for presenters to setup and depart. • All requests for Tutorials must be made by 19 January 2018

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