Submission doc.: IEEE EC-14/0044r1 July 2014 Jon Rosdahl, CSRSlide 1 ExSec Agenda Items July 2014 Date: Authors:

Submission doc.: IEEE EC-14/0044r1 July 2014 Jon Rosdahl, CSRSlide 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.)

Submission doc.: IEEE EC-14/0044r1 AGENDA ITEM: 5.14 IEEE 802 Plenary July 2014 – San Diego, CA– Monday EC Plenary July 2014 Jon Rosdahl, CSRSlide 3

Submission doc.: IEEE EC-14/0044r1July 2014 Jon Rosdahl, CSRSlide 4 Agenda item: 5.14 Future venue contract status & Vendor Contract Renewal Status Updated Future Venues File posted: plenary-future-venue-contract-status.xlsxhttps://mentor.ieee.org/802-ec/dcn/12/ec EC-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

Submission doc.: IEEE EC-14/0044r1 Future 802 Sponsored Plenary and Interims 2014 Nov 2-7 – Grand Hyatt San Antonio, TX 2015 January – Hyatt Regency Atlanta, GA 2015 March 8-13 – Estrel Hotel, Berlin, Germany 2015 July – Hilton Waikoloa Village, HI 2015 Nov 8-13 – Hyatt Regency Dallas, TX 2016 January – Hyatt Regency Atlanta, GA Slide 5Jon Rosdahl, CSR July 2014

Submission doc.: IEEE EC-14/0044r1 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 Slide 6Jon Rosdahl, CSR July 2014

Submission doc.: IEEE EC-14/0044r1 PCO RFP Professional Conference Organizer (PCO) Request For Proposal (RFP) Schedule of Events: 28 April 2014RFP distributed to 10 suppliers 15 May 2014Supplier 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 2014Supplier notification of contract award 30 July 2014Final Contract executed Slide 7Jon Rosdahl, CSR July 2014

Submission doc.: IEEE EC-14/0044r1 10 Potential PCO Providers 1.**Association Management Solutions **Conference Direct **Face to Face Events events.com events.com 4.*Hamilton Group Meeting Planners IEEE Meeting and Conference Management **Airinex **Strategic Business Communications, Inc Perfect PlanIt 9.**Inventures 10.Plannernet * = Indicated would bid **=Responded with a Bid July 2014 Jon Rosdahl, CSRSlide 8

Submission doc.: IEEE EC-14/0044r1 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. Slide 9Jon Rosdahl, CSR July 2014

Submission doc.: IEEE EC-14/0044r 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 2014Supplier 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 Slide 10Jon Rosdahl, CSR July 2014

Submission doc.: IEEE EC-14/0044r1July 2014 Jon Rosdahl, CSRSlide 11 References