doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 1 Venue Plans and Analysis Date: Authors:

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 2 Abstract This Presentation looks answer questions about future Venues and Treasury processes used by

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 3 Don't worry about the world coming to an end today. It is already tomorrow in Australia." ---Charles M. Schulz

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 4 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 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? January 2012 Bruce Kraemer, MarvellSlide 4

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 5 What is the committed venue plan for the next few years? 2012, 2013, 2014 have nearly all been committed.

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 6 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.

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 7 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, 802 Wireless Interim Session* July 14-19, 2013, Geneva, (contract Pending) 802 Plenary Session. September 15-20, 2013, Nanjing (tentative), 802 Wireless Interim Session* November 10-15, 2013, Hyatt Regency Reunion, Dallas, TX, USA, 802 Plenary Session.

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 8 Venues 2014 January 19-24, 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, Hilton Waikoloa, Big Island, HI Wireless Interim Session* July 13-18, Manchester Grand Hyatt, San Diego, CA, US 802 Plenary Session. September 14-19, TBD- European target (possible Sept 7-12) Wireless Interim Session* November 2-7, 2014 Hyatt Regency San Antonio, TX, US 802 Plenary Session.

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 9 Other Future Venues Scheduled May 15-20, 2016 – Hilton Waikoloa, Big Island, HI Wireless Interim Session*

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 10 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.

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 11 From Minutes March 2009 –Venue Planning ( r5) 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.

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 12 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?

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide Plenary Sessions In 2008, we took a poll to determine the support for venues for March 2011, and March From that Poll, it was determined that we should go to Singapore in March 2012, and Macau in March –We had the sponsor Cancel in Macau, so we moved the Singapore meeting to March –Backup for Macau was Australia Australia failed due to budget and guarantee requirements. –2 nd Backup was Hawaii, March 2012 venue.

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 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 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

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 15 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 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

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 16 Which event dates are open for site selection? Sept 2013 (Najing, China Pending Approval) Jan/May/Sept 2015 Jan/Sept 2016

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 17 If wants independent site selection it requires a separate treasury and meeting planner. What are the details involved in accomplishing this? 1.Honor current commitments 2.Close the Joint Treasury Account 1.Determine how to split assests. 3.Open New Bank Account 4.Hire a Meeting Planner

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 18 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.

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 19 Does the group want to pursue the independence route? See following slides outlining the Independent Treasury Issues January 2012 Bruce Kraemer, MarvellSlide 19

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 20 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.

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 21 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

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 22 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

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 23 Other issues with stopping Joint Wireless Sessions 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) would need to identify a new meeting planner. –802 Wireless would not change, conflict of time/location –RFP would need to be produced and canidate selected

doc.: IEEE /0089r0 Submission January 2012 Jon Rosdahl, (CSR)Slide 24 References