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

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

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

4. Future Interim Meetings + Independent Treasury
January 2012
January 2012
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?
Slide 4
Bruce Kraemer, Marvell
Jon Rosdahl, (CSR)

5. What is the committed venue plan for the next few years?
January 2012
What is the committed venue plan for the next few years?
2012, 2013, 2014 have nearly all been committed.
Jon Rosdahl, (CSR)

6. January 2012
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.
Jon Rosdahl, (CSR)

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,
July 14-19, 2013, Geneva, (contract Pending)
September 15-20, 2013, Nanjing , China (tentative),
November 10-15, 2013, Hyatt Regency Reunion, Dallas, TX, USA,
Jon Rosdahl, (CSR)

8. Venues 2014 Wireless Interim Session* 802 Plenary Session.
January 2012
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
September 14-19, TBD- European target (possible Sept 7-12)
November 2-7, 2014   Hyatt Regency San Antonio, TX, US
Jon Rosdahl, (CSR)

9. Other Future Venues Scheduled
January 2012
Other Future Venues Scheduled
May 15-20, – Hilton Waikoloa, Big Island, HI
Wireless Interim Session*
Jon Rosdahl, (CSR)

10. How well do they match our goals?
January 2012
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.
Jon Rosdahl, (CSR)

11. From Minutes March 2009 Venue Planning (11-09-0286r5) January 2012
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.
Jon Rosdahl, (CSR)

12. Early Registration and Cost Reduction
January 2012
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?
Jon Rosdahl, (CSR)

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

14. January 2012
802 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
Jon Rosdahl, (CSR)

15. Report on Past Interim Mtg Venues
January 2012
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
Green Venues = Non-North American
Jon Rosdahl, (CSR)

16. Which event dates are open for site selection?
January 2012
Which event dates are open for site selection?
Sept 2013 (Nanjing, China -- Pending Approval)
Jan/May/Sept 2015
Jan/Sept 2016
Jon Rosdahl, (CSR)

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

18. Should we forego any multi-event contracts?
January 2012
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.
Jon Rosdahl, (CSR)

19. Does the group want to pursue the independence route?
January 2012
January 2012
Does the group want to pursue the independence route?
See following slides outlining the
Independent Treasury Issues
Slide 19
Bruce Kraemer, Marvell
Jon Rosdahl, (CSR)

20. Independent Treasury Issues (1)
January 2012
doc.: IEEE /0089r0
January 2012
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.
Jon Rosdahl, (CSR)
Jon Rosdahl, (CSR)

21. Independent Treasury Issues (2)
January 2012
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
Jon Rosdahl, (CSR)

22. Lost Benefits of Splitting the Joint Treasury
January 2012
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
Jon Rosdahl, (CSR)

23. Some issues with stopping Joint Wireless Sessions.
January 2012
Some 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 candidate selected
Jon Rosdahl, (CSR)

24. January 2012
vs. 802 Wireless Attendees
One of the benefits that has been purported is that by being separate we would be significantly smaller:
We have been over 60% of the total 802 Wireless Interim Attendees for the last 5 interims, and over 50% for the last 7.
Jacksonville, Florida – = 65% of total attendees.
Attendance seems to be growing (24 new attendees this week).
Jon Rosdahl, (CSR)

25. January 2012 Interim Attendance .11 Attendance Mtg Attendees
Meeting Date
Meeting Location
234
360
15/1/2012
Hyatt Regency, Jacksonville, FL, USA
201
313
11/9/2011
Okinawa Convention Center, Okinawa, Japan
227
351
8/5/2011
Hyatt Grand Champion, Palm Springs, California, USA
248
410
16/01/2011
Hyatt Century Plaza, Los Angeles, California, USA
233
384
12/9/2010
Hilton Waikoloa Village, Big Island, HI, USA
235
426
16/05/2010
China World Hotel, Beijing, China
215
428
17/01/2010
Hyatt Century Plaza, Los Angeles, CA, USA
163
500
20/09/2009
Hilton Waikoloa Village, Big Island, HI, USA
159
344
10/5/2009
Fairmont The Queen Elizabeth, Montreal, Canada
176
355
18/01/2009
205
379
7/9/2008
212
402
11/5/2008
149
361
18/01/2008
Taipei, R.O.C.
Jon Rosdahl, (CSR)

26. Where do our Attendees come from?
January 2012
Where do our Attendees come from?
IEEE 802 Wireless Interim Session - January 15-20, 2012
 (unknown) 1 
Israel  2 
Australia  4 
Japan 
42 
Canada 
10 
Korea South, Rep of 
54 
China, Peoples Rep 
25 
Netherlands 
England, UK 
Norway 
Finland  9 
Singapore 
14 
France  3 
Taiwan ROC  5 
India  8 
USA 
170 
Jon Rosdahl, (CSR)

27. How can you help? Help Assist in keeping costs reasonable –
January 2012
How can you help?
Help Assist in keeping costs reasonable –
Enjoy breaks as breaks -- Enjoy meals as meals
Register early to aid in planning
Host Guidelines:
Full proposal, not just city name or hotel name
2015 Jan/May/Sept
Jon Rosdahl, (CSR)

28. January 2012
Feedback from January 2012
No More contracts in Waikoloa until after 2020
Find ways to reduce costs
Continue efforts to contract venues in Asia and Europe
Jon Rosdahl, (CSR)