1. Executive Secretary Agenda Items March 2017 Plenary
doc: 802 EC-17/0036r1
March 2017
Executive Secretary Agenda Items March 2017 Plenary
Jon Rosdahl IEEE 802 Executive Secretary
IEEE 802 March 2017 Plenary

2. 802 Exec Sec Agenda Items
II Current and Future Venue Report

3. 5.142 Current and Future Venue Report
IEEE 802 Top 10 – Thanks Face to Face Events
2017 Plenary Venues
2018 November Plenary
2019/2020 Plenary Venue RFP report

4. IEEE 802 Top 10 IEEE Steinmetz Award Presentation & Reception
1. Social Event: Wednesday 6:30pm - 8:30pm
IEEE Steinmetz Award Presentation & Reception
“Welcome to Vancouver” Reception & Cash Bar
1 Drink Ticket per person
Guest drink ticket is available upon entrance to the reception.
The cost of the social event is included in the Plenary Session registration.
Award ceremony at 7pm
Fairmont Hotel Vancouver - Pacific Ballroom

5. IEEE 802 Top 10 2. Registration & Information Desk Hours
doc: 802 EC-17/0036r1
March 2017
IEEE 802 Top 10
2. Registration & Information Desk Hours
Monday – Thursday 7:30 AM - 5 PM
Friday :30 AM – 1:30 PM
3. After Hours Contact (including evenings)
Please text Dawn at:
+1 (408) and if no reply, please call!!
4. Meeting Space Requests or Issues
Contact DAWN SLYKHOUSE
Mobile #: 1 (408)
Skype ID: dslykhouse
If you send an to Dawn, Please send text to notify her it is there.
IEEE 802 March 2017 Plenary

6. IEEE 802 Top 10 5. AV Issues Contact Dawn. 6. Network Issues
AV MANAGEMENT (SCREENS, MICROPHONES ETC) by Freeman at HRV and PSAV at FHV.
Please report any disruption of AV equipment such as screens, microphones etc., to FTF Events staff.
6. Network Issues
Contact Verilan helpdesk (also send to Jon --

7. IEEE 802 Top 10 7. Food & Beverage Hours Registered Attendees Only
– Please Wear Badge at all times
HRV - Regency Foyer
FHV – British Columbia Foyer*
*No food & beverage at FHV on Friday.
Continental Breakfast
7:30am to 9am
Coffee/Tea Breaks
9am to 11am
2pm to 4pm (snacks at 3pm)

8. IEEE 802 Top 10
8. Hotel Outlets: More info and options available at Meeting Information & posted on meeting boards. 9. Updates to WG Voter List – please updates to both Dawn and Lisa

9. Thank you! IEEE 802 Top 10 10. OFFICES:
doc: 802 EC-17/0036r1
March 2017
IEEE 802 Top 10
10. OFFICES:
MEETING PLANNER OFFICE – Face to Face Events
HRV - Prince of Wales
FHV – Burrard Room
NOC (Verilan) –
FHV – Lions Room
WG CHAIR WORKING OFFICE
HRV - Windsor Sunday – Friday
Contact Lisa if you require access before 7am or after 8pm.
EXECUTIVE SUBCOMITTEES MEETING ROOM - Oxford
Executive Sub Committee Meeting Schedule with Paul Nikolich.
Thank you!
IEEE 802 March 2017 Plenary

10. Network and Wired Cafe WIRED CAFÉ HRV - Regency Foyer
FHV – British Columbia Foyer
Please report any disruption of service in the café to VeriLAN staff.
NETWORK HELP DESK
For attendees experiencing difficulties accessing the meeting network a Help Desk NETWORK HELP DESK
Network Help is available in near the Registration Desk at each hotel.

11. 2017 Future Venues 2017 – July – Berlin, Germany
Estrel Hotel and Convention Center
James Gilb assigned 802 designee
Registration Opens by end of April
Earlybird Registration deadline May 19th
2017 – November – Orlando, Florida
Caribe Hotel and Convention Center

12. 2018 November – Suzhou, China
Bob Heile assigned 802 designee
Report from Bob
Motion for Site Visit on Friday
Move to approve a Site visit by Jon, Dawn, and Bob with total travel expenses not to exceed $

13. Thursday AdHoc Meetings
Next Venue Meeting planning – Thurs 7:30am
Review meeting space plan
Future Venues AdHoc – Thurs 8am
Review options and present choice for approval on Friday

14. 2019 March Responses Venue Room Rate Food Beverage Minimum HRV + FHV
$239CAD++
$175,000CAD++
HR Denver
$219US++
$100,000US++
Sheraton Centre Montreal
$185CAD++ - EB, $225 ++CAD
TBC
Caribe Royale Orlando
$185++US++-$205US++
Hilton Atlanta
$215++US
$165,000US++
Hilton Chicago
$199++US
$160,000US++
Sheraton New Orleans
$209++US
$175,000US++
Hilton Orlando- Buena Vista Palace
$ US
???
Hilton Orlando- Lake Buena Vista
$ US

15. 2019 March Response – Option 1
HYATT REGENCY VANCOUVER & FAIRMONT HOTEL VANCOUVER*
Room Rate
Food Beverage Minimum
$239CAD++ $178US++
$175,000CAD++ $130,000US++
OTHER LOGISTICS:
Great location, 2 hotels within 2 minute walk across the street.
Excellent meeting space at both hotels.
Reasonable pricing (CAD$$) for F&B, Network, AV & Power
Destination easily accessible from Europe, USA, & ASIA.
Super transportation from YVR to downtown.
Note:
Exchange rate (March 12/17)
$1.00CAD
$.74US

16. 2019 March Response – Option 2
HYATT REGENCY DENVER*
$219US++
$100,000US++
OTHER LOGISTICS:
Hotel centrally located in downtown- Denver.
Excellent, flexible meeting space.
Network, AV & Power - all pricing very negotiable
Destination easily accessible from Europe, USA, & ASIA.
New airport train service from DEN to downtown.

17. 2019 March Response – Option 3
SHERATON NEW ORLEANS*
Room Rate
Food Beverage Minimum
$209++US
$225,000US++
OTHER LOGISTICS:
Hotel located - historic Canal Street borders the French Quarter
Excellent, flexible meeting space.
Network, AV & Power - pricing still to be confirmed
3 Star Hotel - $60M Reno in 2014
Airport transportation - $24US /Shuttle and $36US/Taxi each way - 16 miles from MSY

18. 2020 March Responses Venue Room Rate Food Beverage Minimum
Fairmont Royal York
$269++CAD
$253,000++CAD
HYATT REGENCY BELLEVUE*
$215++US
$200,000++US
HYATT REGENCY JACKSONVILLE*
$209++US
$195,000++US
HYATT REGENCY O'HARE*
$169++US
$120,000++US
Hilton ATL
$165,000++US
Sheraton Centre Montreal
$185++CAD - EB, $225++CAD
Hilton Chicago
$199++US
$160,000++US
Hilton Orlando- Buena Vista Palace
$259++US
Hilton Orlando- Lake Buena Vista
$229++US

19. 2020 July Responses Venue Room Rate Food Beverage Minimum
New Orleans Marriott
$189++US
$200,000US++
HR Bellevue
$269++US ??
HR O'Hare
$120,000++US
GH-SAT
$199++US
HR Dallas
$215++US
Sheraton Centre Montreal
$239-$359++CAD
HR Phoenix
$179++US
$175,000++US
New Orleans Sheraton
$179++US- EB to $209++US
$175,000++US -$225,000++US
Hilton Minneapolis
$229++US
$150,000++US
Westin Harbor Castle-TO
$289++CAD
$150,000++CAD
Hilton Orlando- Buena Vista Palace
$185++US
$160,000++US
Hilton Orlando- Lake Buena Vista
$175++US

20. 2020 November Responses Venue Room Rate Food Beverage Minimum
HR Belluvue
$215++US ??
HRV+FHV
$239++CAD
Caribe Royale Orlando
$149++US++-$169US++
TBC - $0
Hilton ATL
$165,000++US
Sheraton Centre Montreal
$209++CAD - EB, $249++CAD
Hilton Minneapolis
$199++US
$150,000++US
Westin Harbor Castle-TO
$289++CAD
$150,000++CAD
Hilton Orlando- Buena Vista Palace
$219++US
$160,000++US
Hilton Orlando- Lake Buena Vista
$209++US

21. Thursday AdHoc Meetings
Next Venue Meeting planning – Thurs 7:30am
Review meeting space plan
Future Venues AdHoc – Thurs 8am
Review options and present choice for approval on Friday

22. Future Venue AdHocS --

23. Next Venue Meeting planning – Thurs 7:30 am
Start time 7:30 am
Review meeting space plan for July 2017 Plenary – Berlin
We used similar setup requirements as March 2015.
Social Plan developing – James and Darcel to complete offline
Expected Registration start near 15 April
End Time: 8:00 am

24. Future Venues AdHoc – Thurs 8 am
Start time – 8:00 am
Review options for March 2019
Review RFP responses for 2020
Down selection for all dates
Defer presentation of final choice for 2019 to June 6th Telecon.
Working on determining best Asian venue date for 2020.
Final contract for Nov 2018 to be processed by IEEE by June.
(Suzhou, China)
End time – 9:00 am

25. 2019 March Responses Venue Room Rate Food Beverage Minimum HRV + FHV
$239CAD++
$175,000CAD++
HR Denver
$219US++
$100,000US++
Sheraton Centre Montreal
$185CAD++ - EB, $225 ++CAD
TBC
Caribe Royale Orlando
$185++US++-$205US++
Hilton Atlanta
$215++US
$165,000US++
Hilton Chicago
$199++US
$160,000US++
Sheraton New Orleans
$209++US
$175,000US++
Hilton Orlando- Buena Vista Palace
$ US
???
Hilton Orlando- Lake Buena Vista
$ US

26. 2020 March Responses Venue Room Rate Food Beverage Minimum
doc: 802 EC-17/0036r1
March 2017
2020 March Responses
Venue
Room Rate
Food Beverage Minimum
Fairmont Royal York – Toronto, Canda
$269++CAD (US$201)
$253,000++CAD (US$190,000)
HYATT REGENCY BELLEVUE*
$215++US
$200,000++US
HYATT REGENCY JACKSONVILLE*
$209++US
$195,000++US
HYATT REGENCY O'HARE* Rosemont
$169++US
$120,000++US
Hilton ATL
$165,000++US
Sheraton Centre Montreal
$185++CAD - EB, $225++CAD
Hilton Chicago - downtown
$199++US
$160,000++US
Hilton Orlando- Buena Vista Palace
$259++US
Hilton Orlando- Lake Buena Vista
$229++US
Red text selections short list for possible choices
IEEE 802 March 2017 Plenary

27. 2020 July Responses Venue Room Rate Food Beverage Minimum
doc: 802 EC-17/0036r1
March 2017
2020 July Responses
Venue
Room Rate
Food Beverage Minimum
New Orleans Marriott
$189++US
$200,000US++
HR Bellevue
$269++US ??
HR O'Hare
$120,000++US
GH-SAT
$199++US
??$185,000???
HR Dallas
$215++US
Sheraton Centre Montreal
$269-$349++CAD (US$200)
 $150,000++CAD (US$112,000)
HR Phoenix
$179++US
$175,000++US
New Orleans Sheraton
$179++US- EB to $209++US
$175,000++US -$225,000++US
Hilton Minneapolis
$229++US
$150,000++US
Westin Harbor Castle-Toronto
$289++CAD
$150,000++CAD
Hilton Orlando- Buena Vista Palace
$185++US
$160,000++US
Hilton Orlando- Lake Buena Vista
$175++US
St. John’s Convention Center:
Location is good
It is High Season
Meeting space is probably not subsidized
CAD$159-CAD$349 hotel rate across several hotels
One meeting space venue, but several Hotels
IEEE 802 March 2017 Plenary

28. 2020 November Responses Venue Room Rate Food Beverage Minimum
HR Belluvue
$215++US ??
HRV+FHV
$239++CAD
$175,000CAD++ $130,000US++
Caribe Royale Orlando
$149++US++-$169US++
TBC - $0
Hilton ATL
$165,000++US
Sheraton Centre Montreal
$209++CAD - EB, $249++CAD
Hilton Minneapolis
$199++US
$150,000++US
Westin Harbor Castle-Toronto
$289++CAD
$150,000++CAD
Hilton Orlando- Buena Vista Palace
$219++US
$160,000++US
Hilton Orlando- Lake Buena Vista
$209++US

29. Friday Closing EC Plenary
doc: 802 EC-17/0036r1
March 2017
Friday Closing EC Plenary
4.02: MI Site Visit to Suzhou, China Motion
4.03: MI Future Venues Short list
4.04: MI Approve Student Outreach for 802 Plenary July 2017
8.044 II Executive Secretary Report
8.06 II Announcement of 802 EC Interim Telecon
(Tuesday 6 Jun ET)
8.07 II Call for Tutorials for March 2016 Plenary
(Monday July 10, 2017– Deadline – 26 May 2017)
IEEE 802 March 2017 Plenary

30. MI: Suzhou Site Visit
Approve a Site visit to Suzhou, China in preparation for the November Plenary by Jon, Dawn, and Bob with total travel expenses not to exceed $ Moved: Jon Rosdahl 2nd: Bob Heile Results:

31. March 2019 Shortlist
Hyatt Regency Vancouver & Fairmont Hotel Vancouver*
Room Rate: CAD$239 (US$178)
F&B Minimum: CAD$175,000 (US$130,000)
Hyatt Regency Denver
Room Rate: US$219
F&B Minimum: $100,000
Action: Contact venues for more details of offering details
Best option to be presented on 802 EC Telecon, June 6th, 2017

32. 2020 Potential Venue Short Lists
March 2020
July 2020
November 2020
Potential Asian Venue?
Hyatt Regency O’Hare – Rosemont
Hilton Atlanta
Sheraton Centre Montreal
Hilton Chicago - downtown
Potential Asian Venue?
HR O'Hare
Sheraton Centre Montreal
Hilton Minneapolis
Westin Harbor Castle-Toronto
St John’s Convention Center
Potential Asian Venue?
HRV+FHV - Vancouver
Caribe Royale Orlando
Hilton Atlanta
Sheraton Centre Montreal
Hilton Minneapolis
Westin Harbor Castle-Toronto

33. MI: Motion to Approve University Outreach July 2017
Approve an University Outreach program for the July 2017 Plenary Session with a limit of 25 students and with a one day meeting fee of US$25 per student.
Move: Jon Rosdahl
Second: Clint Chaplin

34. Future Venue Insight Future 802 Plenary Sessions:
July Estrel Hotel and Convention Center – Berlin
Nov Caribe Hotel and Convention Center – Orlando
March Hyatt Regency O’Hare – Rosemont, IL
July Manchester Grand Hyatt – San Diego
Nov Suzhou, China - TBC
Contract Status doc 802 EC-16/66r1:

35. Registration target to open 15 April 2017 Hotel Information:
802 Plenary July 2017
Save the Date: 9-14 July 2017
Registration target to open 15 April 2017
Hotel Information:
Estrel Hotel and Convention Center, Berlin, Germany

36. *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

37. Agenda for Interim EC meeting – Tuesday 6 June 2017 1-3PM ET
*F8.06 – Announcement of 802 EC Interim Telecon (Tuesday 6 June 2017, 1-3pm ET)
Agenda for Interim EC meeting
– Tuesday 6 June PM ET
Initial Proposed Draft Agenda
Welcome/Intro/Approve Agenda  Nikolich  min
Report: EC Action Item Summary  - D’Ambrosia 10 min
Report: July 2017 Plenary Status Rosdahl  min
Report on 2018 Future Venue Heile min
Report on 2019/2020 Future Venues - Rosdahl min
Other Reports from WG Chairs
Per Chairs Guideline – Confirm during the Closing EC Plenary.

38. *F8.07 – Call for Tutorials for July 2017 Plenary
doc: 802 EC-17/0036r1
March 2017
*F8.07 – Call for Tutorials for July 2017 Plenary
Tutorials to be held Monday, 10 July 2017
Tutorial Request form:
 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 26 May 2017
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 and no less than 14 days in advance of the Plenary Session.
IEEE 802 March 2017 Plenary