Executive Secretary Agenda Items March 2018 Plenary doc: 802 EC-18/0028r3 March 2018 Executive Secretary Agenda Items March 2018 Plenary Jon Rosdahl IEEE 802 Executive Secretary jrosdahl@ieee.org IEEE 802 March 2018 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-18/0028r3 March 2018 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 March 2018 Plenary

IEEE 802 Contracting Process December 2017 Review doc: 802 EC-18/0028r3 March 2018 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 March 2018 Plenary

Vendor Contract Status Face to Face Events – in process – New MSA being prepared. – EC Motion to extend contract was passed Nov 2017. Verilan – Contract expires Nov 2018 Linespeed providing network for IETF and ICSOC in Bangkok the week prior and the week after, thus it 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 July 2019 - Vienna 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 Contract executed Problems with Hilton Atlanta – Hyatt O’Hare willing to give the same deal we had in 2018 as an alternative. Recent adjustment may make reasonable deal in Atlanta work out. May want to get Option for July 2022 if we get a reduced rate of sub US$200 (xchg rates as of 2018). Would group be willing to accept 2022 to gain Tourism money and reduced rates? Adhoc – no objection 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-18/0028r3 March 2018 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 March 2018 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 Estrel Berlin, Germany (2015/2017) Vienna, Austria (2019) Dubrovnik, Croatia (new Hyatt Regency- open 2019) Marriott Madrid, Spain – Site visit done Nov San Diego Seattle – New Hyatt New Orleans Houston Marriott Union Station, St. Louis

Hilton Hawaiian Village, Oahu – Nov 2024 Still working on potential bid for Nov 2024. (EC November straw poll requested investigation.) IETF had a successful event 4000 guestrooms Very large Meeting Space Close to external commercial stuff.

2019 Vienna Discussion Report on Financial analysis Report on potential set of options we can reduce costs with. Need to recognize the income adjustments as well as costs. Presentation to EC -

Friday Closing EC Plenary doc: 802 EC-18/0028r3 March 2018 Friday Closing EC Plenary 4.03 802 Leadership Mtg for July 2018 4.04: 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 (8 July 2018– Deadline – 24 May 2018) IEEE 802 March 2018 Plenary

F4.03 802 Leadership Mtg for July 2018 doc: 802 EC-18/0028r3 March 2018 F4.03 802 Leadership Mtg for July 2018 San Diego – Saturday July 14th One Day – Saturday 8-5pm Leadership Mtg – Led by John D’Ambrosia/Glenn Parsons Call for Topics – Strategic items 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 March 2018 Plenary

F4.03 Future Venue AdHoc Report

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 July 2019 - Vienna End time – 9:00am

2020 Approved Venues – Contract Status March 2020 July 2020 November 2020 Hilton Atlanta, Atlanta, GA, USA Sheraton Centre Montreal, Montreal, Canada Marriott Marquis Queen’s Park, Bangkok, Thailand Contract executed Problems with Hilton Atlanta – Hyatt O’Hare willing to give the same deal we had in 2018 as an alternative. Recent adjustment may make reasonable deal in Atlanta work out. May want to get Option for July 2022 if we get a reduced rate of sub US$200 (xchg rates as of 2018). Would group be willing to accept 2022 to gain Tourism money and reduced rates? Adhoc – no objection 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

Motion Move to approve as the venue for July 2022: Sheraton Centre Montreal, Montreal, Canada; Moved: Jon Rosdahl Second: David Law Motion: Unanimous

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 Estrel Berlin, Germany (2015/2017) Vienna, Austria (2019) Dubrovnik, Croatia (new Hyatt Regency- open 2019) Marriott Madrid, Spain – Site visit done Nov San Diego Seattle – New Hyatt New Orleans Houston Marriott Union Station, St. Louis

Hilton Hawaiian Village, Oahu – Nov 2024 Still working on potential bid for Nov 2024. (EC November straw poll requested investigation.) IETF had a successful event 4000 guestrooms Very large Meeting Space Close to external commercial stuff.

2019 Vienna Discussion Report on Financial analysis Report on potential set of options we can reduce costs with. Need to recognize that income adjustments as well as cost adjustments. Original Presentation to EC – 3 Venues were the target in 2013 – Vienna (next slide)., Copenhagen, Gothenburg

Proposed Future Venues for IEEE 802 Plenary Sessions Presented at Caribe Royale, Orlando, FL Originally Presented March 2013 – slide 14 – EC-13/12r4 Vienna, Austria Vienna Conference Center & 3 Hotels NUMBER OF MEETING ROOMS: ~47+ Estimated Function Space Cost: t.b.d. (~~ € 275K = US$355K) AV AVAILABLE: Yes, AV services on-site NETWORK AVAILABLE: Yes, both Wired & Wireless network with Internet Access GUEST ROOM BLOCK RECOMMENDED (Y/N): Yes, 500-600 rooms of 1040 RECOMMENDED HOTEL(S): 3 Hotels within walking distance ESTIMATED ROOM RATE: ~225. € sngl, ~255. € dbl, Closest International Airport: Vienna International Secondary Transportation Required: bus or taxi Business Currency & Estimated Exchange Rate: € (=$1.29) Incentives (Government, Trade, Tourism etc.): t.b.d. none at this time

From June 2015 EC Interim Telecon Motion #2 Select Vienna, Austria Austria Center Vienna (ACV) & 4 Hotels (3 to 5 Stars) as the site of the 2019 July 14-19 IEEE 802 Plenary; and authorize the IEEE 802 Executive Secretary to finalize the formal contract and submit for execution by the IEEE procurement group. Moved Rosdahl - Second Stephens Results 9 -1 -3 Motion Passes Reference Agenda Item #4.00

Future Venue Insight Future 802 Plenary Sessions: 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: July 8 -13 – San Diego, CA, USA 802 Plenary July 2018 Save the Date: July 8 -13 – San Diego, CA, USA Registration target to open: Mid April Hotel Information: Manchester Grand Hyatt, San Diego, CA, USA

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.

*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-18/0028r3 March 2018 F8.05 – Announcement of 802 EC Interim Telecon (Tuesday 5 June 2018, 1-3pm ET) Agenda for Interim EC meeting – Tuesday 5 June 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: July 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 March 2018 Plenary

*F8.06 – Call for Tutorials for July 2017 Plenary doc: 802 EC-18/0028r3 March 2018 *F8.06 – Call for Tutorials for July 2017 Plenary Tutorials to be held Monday, 8 July 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 24 May 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 March 2018 Plenary

Straw Poll for Returning to This Venue Would you like to return to this venue? 802.3 -- Y: 62   N: 109 802.11 – Y:28 N: 51 802.15 - Y:5 N: 18 802 EC : y:8 N: 4 Did you enjoy the social? 802.3 – Y: 65  N: 37   Did Not Attend: 40 802.11 – Y: 26 N: 20 Did Not Attend: 29 802.15 -- Y: 8 N: 2 Did not Attend: 12 802 EC: Y: 12 N: 1 Did Not Attend: 1