Venue Plans and Analysis January 2012 doc.: IEEE 802.11-12/0089r0 January 2012 Venue Plans and Analysis Date: 2012-01-20 Authors: Jon Rosdahl, (CSR) Jon Rosdahl, (CSR)

January 2012 doc.: IEEE 802.11-12/0089r0 January 2012 Abstract This Presentation looks answer questions about future Venues and Treasury processes used by 802.11. Jon Rosdahl, (CSR) Jon Rosdahl, (CSR)

January 2012 Don't worry about the world coming to an end today. It is already tomorrow in Australia." ---Charles M. Schulz Jon Rosdahl, (CSR)

Future Interim Meetings + Independent Treasury January 2012 January 2012 Future Interim Meetings + Independent Treasury What is the committed venue plan for the next few years? How well do they match our goals? Which event dates are open for site selection? If 802.11 wants independent site selection it requires a separate treasury and meeting planner. What are the details involved in accomplishing this? Should we forego any multi-event contracts? Does the group want to pursue the independence route? Slide 4 Bruce Kraemer, Marvell Jon Rosdahl, (CSR)

What is the committed venue plan for the next few years? January 2012 What is the committed venue plan for the next few years? 2012, 2013, 2014 have nearly all been committed. Jon Rosdahl, (CSR)

January 2012 Venues for 2012 March 11-16, 2012, Hilton Waikoloa Village, Big Island, HI, USA, 802 Plenary Session. May 13-18, 2012, Hyatt Regency Atlanta, Atlanta, GA, USA, 802 Wireless Interim Session* July 15-20, 2012, Grand Hyatt Manchester, San Diego, CA, USA, 802 Plenary Session. September 16-21, 2012, Hyatt Grand Champions, Palm Springs, CA, USA, 802 Wireless Interim Session* November 11-16, 2012, Grand Hyatt San Antonio, San Antonio, TX, USA, 802 Plenary Session. Jon Rosdahl, (CSR)

Venues for 2013 January 13-18, 2013, Hyatt Regency Vancouver, BC, CA, 802 Wireless Interim Session* March 17-21, 2013, Caribe Royale, Orlando, FL, USA, 802 Plenary Session. May 12-17, 2013, Hilton Waikoloa Village, Big Island, HI, USA, July 14-19, 2013, Geneva, (contract Pending) September 15-20, 2013, Nanjing , China (tentative), November 10-15, 2013, Hyatt Regency Reunion, Dallas, TX, USA, Jon Rosdahl, (CSR)

Venues 2014 Wireless Interim Session* 802 Plenary Session. January 2012 Venues 2014 January 19-24, 2014 - --Hyatt Century Plaza, Los Angeles, CA, US Wireless Interim Session*   March 16-21, 2014 –Hyatt Regency Atlanta, Atlanta, GA, US 802 Plenary Session. May 11-16, 2014 ----Hilton Waikoloa, Big Island, HI Wireless Interim Session* July 13-18, 2014 --- Manchester Grand Hyatt, San Diego, CA, US September 14-19, 2014--TBD- European target (possible Sept 7-12) November 2-7, 2014   Hyatt Regency San Antonio, TX, US Jon Rosdahl, (CSR)

Other Future Venues Scheduled January 2012 Other Future Venues Scheduled May 15-20, 2016 – Hilton Waikoloa, Big Island, HI Wireless Interim Session* Jon Rosdahl, (CSR)

How well do they match our goals? January 2012 How well do they match our goals? Goals: 1. Reduce Costs (March 2009). 2. Early Registration Member responsibility (January 2010) 3. Location to account for Air access. (July 2011) 4. 1 of 3 interim should be a Non-North American. Jon Rosdahl, (CSR)

From Minutes March 2009 Venue Planning (11-09-0286r5) January 2012 Chair: I can give you some more information about hotel prices now. Fundamentally the hotel is trying to obtain revenue from food and beverage etc, and in return we’re given free meeting space. The detail of contracts with venues is private, as hotel owners wish to keep their terms private. There is an IEEE hotel use guideline document which is available. The hotels require payment in advance, so signing fees can be up to $500,000. Cancellation fees: IEEE has a very good track record in not cancelling meetings. However the cancellation fee does increase the closer we get to meeting dates. Contracts are reviewed by the IEEE, prior to being signed. It is not just an IEEE 802 decision. Food & Beverage are a large proportion of charges. Quite often the social is bundled in as a separate expense. Jon Rosdahl, (CSR)

Early Registration and Cost Reduction January 2012 Early Registration and Cost Reduction 11-10/76r1 –Slide 14 – Why register Early? 11-10/76r1 – Slide 15 – Room-Block Requirements? 11-10/76r1 – Slide 16 – How can I help to reduce Costs? Jon Rosdahl, (CSR)

January 2012 802 Plenary Sessions In 2008, we took a poll to determine the support for venues for March 2011, and March 2012. From that Poll, it was determined that we should go to Singapore in March 2012, and Macau in March 2011. We had the sponsor Cancel in Macau, so we moved the Singapore meeting to March 2012. Backup for Macau was Australia Australia failed due to budget and guarantee requirements. 2nd Backup was Hawaii, March 2012 venue. Jon Rosdahl, (CSR)

January 2012 802 Wireless Interims With the change of Plenary from Macau to Hawaii for March 2012, possible double trip to Hawaii. Hilton agreed to change Sept 2012 contract to May 2013 No penalty for change, add a future meeting. Past 4 years -- 12 Interims 4 Non-US Venues 6 Non-North American Continent Venues Meets the goal Future 3 years – 9 interims 3 Non-US Venues 2 Non-North American Continent Venues Meets the goal for 2 of 3 years Jon Rosdahl, (CSR)

Report on Past Interim Mtg Venues January 2012 Report on Past Interim Mtg Venues 2011 – Sept – Okinawa, Japan 2011 – May – Indian Wells (Palm Springs) CA, USA 2011 – Jan – Los Angeles, CA, USA 2010 – Sept – Waikoloa, HI, USA 2010 – May – Beijing, PRC 2010 – Jan – Los Angeles, CA, USA 2009 -- Sept – Waikoloa, HI, USA 2009 – May – Vancouver, BC Canada 2009 – Jan – Los Angeles, CA, USA 2008 – Sept – Waikoloa, HI, USA 2008 – May – Jacksonville, FL, USA 2008 – Jan – Taipei Taiwan ROC Green Venues = Non-North American Jon Rosdahl, (CSR)

Which event dates are open for site selection? January 2012 Which event dates are open for site selection? Sept 2013 (Nanjing, China -- Pending Approval) Jan/May/Sept 2015 Jan/Sept 2016 Jon Rosdahl, (CSR)

Honor current commitments Close the Joint Treasury Account January 2012 If 802.11 wants independent site selection it requires a separate treasury and meeting planner. What are the details involved in accomplishing this? Honor current commitments Close the Joint Treasury Account Determine how to split assests. Open New Bank Account Hire a Meeting Planner Jon Rosdahl, (CSR)

Should we forego any multi-event contracts? January 2012 Should we forego any multi-event contracts? Multi-event contracts provide discounts to meeting costs and hedges against rising costs. Feedback and Goals from 2009/2010 and reconfirmed in 2011 sessions. Jon Rosdahl, (CSR)

Does the group want to pursue the independence route? January 2012 January 2012 Does the group want to pursue the independence route? See following slides outlining the Independent Treasury Issues Slide 19 Bruce Kraemer, Marvell Jon Rosdahl, (CSR)

Independent Treasury Issues (1) January 2012 doc.: IEEE 802.11-12/0089r0 January 2012 Independent Treasury Issues (1) There are benefits in holding joint activities which make it more efficient to have a joint treasury function. Economies of scale Reduced administration costs Reduced effort to identify/validate/contract venues Splitting the Treasury would need to be done over time. completing the split would not occur until the last meeting currently committed completed. No meetings in 2015 scheduled, but a joint meeting in 2016 contracted. Jon Rosdahl, (CSR) Jon Rosdahl, (CSR)

Independent Treasury Issues (2) January 2012 Independent Treasury Issues (2) Steps to split the joint treasury: Close the Concentration Banking account Open two new separate accounts;   this would make year-over year comparisons and tracking of historical data extremely difficult Determine the allocation of asset values Two L50S Financial Reports would need to be prepared Final report on joint account Report for new account Separate audits would be required $2000 per session Jon Rosdahl, (CSR)

Lost Benefits of Splitting the Joint Treasury January 2012 Lost Benefits of Splitting the Joint Treasury All benefits realized from cost savings due to economies of scale when working as a joint group would be lost The identification, analysis and documenting required to split out the financials of each group would require significant time and effort and would involve some additional assumptions or allocations not detailed here. The amount of time administering two groups would significantly increase (double) the amount of work time and effort to fulfill requirements by splitting them out. Currently shared responsibility reduces single efforts Single set of core administration tasks Jon Rosdahl, (CSR)

Some issues with stopping Joint Wireless Sessions. January 2012 Some issues with stopping Joint Wireless Sessions. 802.11 would have to change typical dates. Local server that is local for documentation and attendance. Use of meeting planner/network providers Finding non conflicting dates harder (not impossible). 802.11 would need to identify a new meeting planner. 802 Wireless would not change, conflict of time/location RFP would need to be produced and candidate selected Jon Rosdahl, (CSR)

January 2012 802.11 vs. 802 Wireless Attendees One of the benefits that has been purported is that by being separate we would be significantly smaller: We have been over 60% of the total 802 Wireless Interim Attendees for the last 5 interims, and over 50% for the last 7. Jacksonville, Florida – 802.11 = 65% of total attendees. 802.11 Attendance seems to be growing (24 new attendees this week). Jon Rosdahl, (CSR)

January 2012 Interim Attendance .11 Attendance Mtg Attendees Meeting Date Meeting Location 234 360 15/1/2012 Hyatt Regency, Jacksonville, FL, USA 201 313 11/9/2011 Okinawa Convention Center, Okinawa, Japan 227 351 8/5/2011 Hyatt Grand Champion, Palm Springs, California, USA 248 410 16/01/2011 Hyatt Century Plaza, Los Angeles, California, USA 233 384 12/9/2010 Hilton Waikoloa Village, Big Island, HI, USA 235 426 16/05/2010 China World Hotel, Beijing, China 215 428 17/01/2010 Hyatt Century Plaza, Los Angeles, CA, USA 163 500 20/09/2009 Hilton Waikoloa Village, Big Island, HI, USA 159 344 10/5/2009 Fairmont The Queen Elizabeth, Montreal, Canada 176 355 18/01/2009 205 379 7/9/2008 212 402 11/5/2008 149 361 18/01/2008 Taipei, R.O.C. Jon Rosdahl, (CSR)

Where do our Attendees come from? January 2012 Where do our Attendees come from? IEEE 802 Wireless Interim Session - January 15-20, 2012  (unknown) 1  Israel  2  Australia  4  Japan  42  Canada  10  Korea South, Rep of  54  China, Peoples Rep  25  Netherlands  England, UK  Norway  Finland  9  Singapore  14  France  3  Taiwan ROC  5  India  8  USA  170  Jon Rosdahl, (CSR)

How can you help? Help Assist in keeping costs reasonable – January 2012 How can you help? Help Assist in keeping costs reasonable – Enjoy breaks as breaks -- Enjoy meals as meals Register early to aid in planning Host Guidelines: http://802world.org/wireless/files/2011/09/host.pdf Full proposal, not just city name or hotel name 2015 Jan/May/Sept Jon Rosdahl, (CSR)

January 2012 Feedback from January 2012 No More contracts in Waikoloa until after 2020 Find ways to reduce costs Continue efforts to contract venues in Asia and Europe Jon Rosdahl, (CSR)