Executive Secretary Agenda Items March 2018 Plenary doc: 802 EC-17/0198r4 November 2017 Executive Secretary Agenda Items March 2018 Plenary Jon Rosdahl IEEE 802 Executive Secretary jrosdahl@ieee.org IEEE 802 November 2017 Plenary

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

5.142 Current and Future Venue Report IEEE 802 Things to Know– Thanks Face to Face Events Emailed to all registered attendees

Network and Wired Cafe Located near the Registration Desk 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

2018 Future Venues July 8-13, Manchester Grand Hyatt, San Diego, CA, USA November 11-16, Marriott Marquis Queen's Park, Bangkok, Thailand

2019 Future Venues March 10-15, Hyatt Regency Vancouver and Fairmont Hotel Vancouver, Vancouver, Canada July 14-19, Austria Congress Centre, Vienna, Austria November 10-15, Hilton Waikoloa Village, Kona, HI, USA

Contract Process Meeting Report doc: 802 EC-17/0198r4 November 2017 Contract Process Meeting Report 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 had a meeting as scheduled on Mon Dec 4, 2017 1pm – 2pm (EST) at NJ445-Yagi room in Piscataway, NJ. We were able to agree on the process and update the contact points and listserv reflectors to ensure all are informed of the submitted documents. IEEE 802 Contracting Process --- December 2017 Review 802 Community Contracts Reflector 802 community will use ieee802-contracts@ieee.org to disseminate information in regards to IEEE 802 contracts. The reflector sends to: a. 802 LMSC Chair (Paul Nikolich) b. 802 LMSC Executive Secretary (Jon Rosdahl) c. 802 Wireless Chair (Bob Heile) d. IEEE Finance Manager (Christopher Verga) e. IEEE MCE Contracts contact (Marci Semel) f. IEEE Business Operations Associate (Jon Gaughran) g. IEEE 802 Staff Lead (Jonathan Goldberg) h. Conference Mailbox Reflector Contract Processing 1. Post contract to Mentor 802Fin (for LMSC contracts) or Mentor 802WFin (for 802 Wireless group contracts) as appropriate with the following document coding in the document name: PCNT -- i. LMSC pending contracts submitted to IEEE b. ECNT -- i. LMSC executed contracts c. LGCT -- i. 802 Wireless Group pending contracts submitted to IEEE d. EXCT -- i. 802 Wireless Group executed contracts 2. Send Contract to IEEE 802 Contracts (ieee802-contracts@ieee.org) 3. IEEE MCE Contracts (Marci) picks this up, reviews contract and sends to IEEE Legal 4. After IEEE Legal review, IEEE MCE Contracts (Marci) checks final version with IEEE 802 Executive Secretary via IEEE 802 Contracts reflector 5. IEEE MCE Contracts (Marci) submits contract via IEEE Strategic Sourcing process includes IEEE Business Operations Associate (Jon Gaughran) as Business Manager on the requisition 6. IEEE Strategic Sourcing processes contract for signing (3 – 5 business days on IEEE side) 7. IEEE MCE Contracts (Marci) shares executed contract via ieee802-contracts@ieee.org a. 802 LMSC executed contracts posted by 802 LMSC Executive Secretary b. 802 Wireless executed contracts posted by 802 Wireless Chair IEEE 802 November 2017 Plenary

IEEE 802 Contracting Process December 2017 Review doc: 802 EC-17/0198r4 November 2017 IEEE 802 Contracting Process December 2017 Review Contract Processing Post contract to Mentor 802Fin (for LMSC contracts) or Mentor 802WFin (for 802 Wireless group contracts) as appropriate with the following document coding in the document name: PCNT -- LMSC pending contracts submitted to IEEE or ECNT -- LMSC executed contracts LGCT -- 802 Wireless Group pending contracts submitted to IEEE or EXCT -- 802 Wireless Group executed contracts Send Contract to IEEE 802 Contracts (ieee802-contracts@ieee.org) IEEE MCE Contracts (Marci) picks this up, reviews contract and sends to IEEE Legal After IEEE Legal review, IEEE MCE Contracts (Marci) checks final version with IEEE 802 Executive Secretary via IEEE 802 Contracts reflector IEEE MCE Contracts (Marci) submits contract via IEEE Strategic Sourcing process includes IEEE Business Operations Associate (Jon Gaughran) as Business Manager on the requisition IEEE Strategic Sourcing processes contract for signing (3 – 5 business days on IEEE side) IEEE MCE Contracts (Marci) shares executed contract via ieee802-contracts@ieee.org a. 802 LMSC executed contracts posted by 802 LMSC Executive Secretary or b. 802 Wireless executed contracts posted by 802 Wireless Chair 802 Community Contracts Reflector 802 community will use ieee802-contracts@ieee.org to disseminate information in regards to IEEE 802 contracts. The reflector sends to: a. 802 LMSC Chair (Paul Nikolich) b. 802 LMSC Executive Secretary (Jon Rosdahl) c. 802 Wireless Chair (Bob Heile) d. IEEE Finance Manager (Christopher Verga) e. IEEE MCE Contracts contact (Marci Semel) f. IEEE Business Operations Associate (Jon Gaughran) g. IEEE 802 Staff Lead (Jonathan Goldberg) h. Conference Mailbox Reflector IEEE 802 November 2017 Plenary

Vendor Contract Status Face to Face Events – in process – New MSA being prepared. Verilan – Contract expires Nov 2018 Linespeed providing network for IETF and ICAAN in Bangkok the week prior and the week after. Makes sense to use Linespeed for our meeting in the middle to reduce costs. (Already setup and ready to use the week prior)

Thursday AdHoc Meetings Next Venue Meeting planning – Thurs 7:30am Review meeting space plan for July 2018 Plenary Future Venues AdHoc – Thurs 8:00am Review options and discuss choices and issues for 2020 and 2021.

Request for WG Straw Poll concerning this Venue Would you like to return to this venue? 802.3 -- Y:    N: 802.11 – Y: N: 802 EC : Did you enjoy the social? 802.3 – Y:   N:     Did Not Attend: 802.11 – Y: N: Did Not Attend:

Future Venue AdHocS --

Next Venue Meeting planning – Thurs 7:30 am Agenda: Start time 7:30 am Review meeting space plan for 2018 July Plenary Manchester Grand Hyatt, San Diego, CA, USA Adjourn 8:00am

Future Venues AdHoc – Thurs 8 am Agenda: Start time – 8:00 am Review Contract responses for 2020 – all approved Open RFP for 2021 dates - Hilton Hawaiian Village – 2024 End time – 9:00am

2020 Approved Venues Hilton Atlanta, Atlanta, GA, USA March 2020 July 2020 November 2020 Hilton Atlanta, Atlanta, GA, USA Sheraton Centre Montreal, Montreal, Canada 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

2020 July Venue Network Validation doc: 802 EC-17/0198r4 November 2017 2020 July Venue Network Validation Venue Room Rate Food Beverage Minimum Sheraton Centre Montreal $269-$349++CAD (US$200)  $150,000++CAD (US$112,000) Network Visit was made and validated potentially good venue IEEE 802 November 2017 Plenary

2021 Plenary – Open RFP 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 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

Friday Closing EC Plenary doc: 802 EC-17/0198r4 November 2017 Friday Closing EC Plenary 4.xx: II/MI Future Venue AdHoc Report and Motions 8.044 II Executive Secretary Report 8.06 II Announcement of 802 EC Interim Telecon (Tuesday 5 June 2018, 1-3pm ET ) 8.07 II Call for Tutorials for March 2018 Plenary (5 March 2018 – Deadline – 19 January 2018) IEEE 802 November 2017 Plenary

F4.02 802 Leadership Mtg for July 2018 doc: 802 EC-17/0198r4 November 2017 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: July 7 – 3 July 14 - 9 It was noted that only 3 are involved with IETF which meets in Montreal the week after and have meetings starting on Sunday. IEEE 802 November 2017 Plenary

F4.03 Future Venue AdHoc Report

Information: Projector Goals 2018 Minimum 2000 Lumens for rooms up to 25 with Min 8ft screens. Minimum 3000 Lumens for Rooms up to 50 with Min 10ft screens. Minimum 3500 Lumens for Rooms up to 150 with Min 12ft screens. Minimum 5000 Lumens for Rooms over 150 with Min 16’x9’ screens. All Screens are to be taut. All projectors have HDMI native port All projectors to be set for 9:6 aspect ratio for 12ft screens or larger Some Projectors may have VGA, but expect 2 cables (HDMI and VGA) if both ports 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.

Information: Hyatt Regency Orange County, California 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.

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: Unanimous

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: Unanimous

F4.033 - Motion to Extend PCO Contract Authorize the issuance of an IEEE conformant MSA agreement for Face to Face Events for PCO services for 2019 – 2023. Moved: Jon Rosdahl Second: Adrian Stephens Results: Unanimous

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 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

Save the Date: March 4-9 – Rosemont, IL USA 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

*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

doc: 802 EC-17/0198r4 November 2017 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. Other items to be emailed to Jon IEEE 802 November 2017 Plenary

*F8.06 – Call for Tutorials for Nov 2017 Plenary doc: 802 EC-17/0198r4 November 2017 *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 All official tutorial request forms must be submitted no later than 45 days in advance of the Plenary Session. Approved Tutorial Requests will be assigned a time slot based on the order in which they were received. The Final Tutorial Schedule will be posted at http://802world.org/plenary and http://ieee802.org no less than 14 days in advance of the Plenary Session. IEEE 802 November 2017 Plenary

Straw Poll for Returning to This Venue Would you like to return to this venue? 802.3 -- Y: 93   N: 20 802.11 – Y: 20 N: 12 Did you enjoy the social? 802.3 Y: 110  N: 5    Did Not Attend: 21 802.11 – Y: 25 N: 2 Did not attend: 8