1. Submission doc.: IEEE EC-13/0022r1 March 2014 Jon Rosdahl, CSRSlide 1 ExSec Agenda Items March 2014 Date: 2014-03-17 Authors:

2. Submission doc.: IEEE EC-13/0022r1 March 2014 Jon Rosdahl, CSRSlide 2 Abstract 2014 March: Agenda Items for 802 Executive Secretary: Monday: 5.13 Future venue contract status & Vendor Contract Renewal Status

3. Submission doc.: IEEE EC-13/0022r1 AGENDA ITEM: 5.13 IEEE 802 Plenary March 2014 – Beijing, China – Monday EC Plenary March 2014 Jon Rosdahl, CSRSlide 3

4. Submission doc.: IEEE EC-13/0022r1March 2014 Jon Rosdahl, CSRSlide 4 Agenda item: 5.14 Future venue contract status & Vendor Contract Renewal Status Updated Future Venues File posted: https://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-05-00EC-802- plenary-future-venue-contract-status.xlsxhttps://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-05-00EC-802- plenary-future-venue-contract-status.xlsx Future Venues Report Meeting on Wed 8-10am – Function 3A -CW Arcade Future Meeting Space allocation – Do not plan on more than 5 rooms in parallel. Size: 100% -75% -50% -25% -~20 people WG/TAGs less than 30 get only one room

5. Submission doc.: IEEE EC-13/0022r1 March 15-20, 2015 Barcelona, Spain Barcelona International Conference Center (CCIB) NUMBER OF MEETING ROOMS: ~40+ - BASED ON # ATTENDEES: 600 ESTIMATED COST: $850,000 (INCLUDES LUNCH) EST. PER PERSON: $1415 EST. LOSS: $447,000 GUEST ROOM BLOCK RECOMMENDED: No block ESTIMATED ROOM RATE: ~175 € ($238) sngl, Includes, VAT, buffet breakfast & WiFi RECOMMENDED HOTEL(S): 4 Hotels adjacent Exchange Rate: 1 € (=$1.36 USD.) Incentives (Government, Trade, Tourism etc.): not available

6. Submission doc.: IEEE EC-13/0022r1 March 8-13, 2015 Berlin, Germany Estrel hotel and convention center NUMBER OF MEETING ROOMS: ~40+ - BASED ON # ATTENDEES: 600 ESTIMATED COST: $578,000 (INCLUDES LUNCH) EST. PER PERSON: $964 EST. LOSS: $176,000 GUEST ROOM BLOCK RECOMMENDED: Yes ESTIMATED ROOM RATE: ~157 € ($213) single, Includes, VAT, buffet breakfast & WiFi Exchange Rate: 1 € =$1.36 USD. Incentives (Government, Trade, Tourism etc.): Signing bonus available 10% on Mtg Room rental – possible to have extra with 2-meeting deal

7. Submission doc.: IEEE EC-13/0022r1 July 9-14, 2017 Copenhagen Bella Sky hotel and Bella Center convention center NUMBER OF MEETING ROOMS: ~40+ BASED ON # ATTENDEES: 600 ESTIMATED COST: $830,000 (INCLUDES LUNCH) EST. PER PERSON: $1384 EST. LOSS: $428,000 GUEST ROOM BLOCK RECOMMENDED: Yes ESTIMATED ROOM RATE: ~147 € ($219) single, Includes, VAT, buffet breakfast & WiFi Exchange Rate: 7.4 DKK = 1 €, 1 € =$1.36 USD Incentives (Government, Trade, Tourism etc.): not available

8. Submission doc.: IEEE EC-13/0022r1 July 9-14, 2017 Berlin, Germany Estrel Hotel and Convention center NUMBER OF MEETING ROOMS: ~40+ BASED ON # ATTENDEES: 600 ESTIMATED COST: $490,000 (INCLUDES LUNCH) EST. PER PERSON: $817 EST. LOSS: $88,000 GUEST ROOM BLOCK RECOMMENDED: Yes ESTIMATED ROOM RATE: ~117 € ($159) single, Includes, VAT, buffet breakfast & Highspeed WiFi Exchange Rate: 1 € =$1.36 USD. Incentives (Government, Trade, Tourism etc.): 10% of mtg room rental if signed by Dec 14 (~$10k savings)

9. Submission doc.: IEEE EC-13/0022r1 July 9-14, 2017 Waikoloa Hilton Waikoloa Hotel NUMBER OF MEETING ROOMS: ~40+ BASED ON # ATTENDEES: 661 2012 ACT COST: $297,999.40++ (Includes Breakfast And Lunch) 2012 ACT PER PERSON: $752.81 2012 ACT LOSS: $80,000 GUEST ROOM BLOCK RECOMMENDED: Yes ESTIMATED ROOM RATE: ~$169/189++ single, Includes: Exemption of resort fee $25 per night, Wi-Fi Incentives (Government, Trade, Tourism etc): none Slide 9Jon Rosdahl, CSR March 2014

10. Submission doc.: IEEE EC-13/0022r1 March 13-18, 2016 Macau, PRC Sands Venetian Macau Hotel & Conference Center, Macau, PRC NUMBER OF MEETING ROOMS: ~48+ BASED ON # ATTENDEES: 725 ESTIMATED COST: $400,000 (Includes Breakfast/Lunch) EST. PER PERSON: $582 EST. GAIN: $2,000 GUEST ROOM BLOCK RECOMMENDED: Yes ESTIMATED ROOM RATE: Early-bird Rate: 1,550 MOP (=$190US) up to 38% of block by 12/31/2015 Std Room Rate: 1,750 MOP (=$220US) ≥47% Budget (@Holiday Inn): 1,000 MOP (=$125US) < 10% of block +15% svc+tax Exchange Rate: 1 € =$1.36 USD. Incentives (Government, Trade, Tourism etc.): US$250K

11. Submission doc.: IEEE EC-13/0022r1 Details: March 13-18, 2016 Macau, PRC Sands Venetian Macau Hotel & Conference Center, Macau, PRC Meeting Rooms: 48+ (~65 with all breakouts), Contract Based on 725 attendees Guaranteed Function Space Cost: $0, all included with Room Block proposed AV Provided: Yes, with Hi-Resolution LCD Projectors and Mics (included in DDR) Network : All fiber distribution with Enet jacks, ≥1Gb/s in all meeting areas Guestroom Block: 600+ (725 initial) (=3,454 Room Nights total), attrition for <75% Early-bird Rate: 1,550 MOP (=$190US) +15% svc+tax, up to 38% of block by 12/31/2015 Std Room Rate: 1,750 MOP (=$220US) +15% svc+tax, ≥47% of block after 12/31/2015 Note: Fri & Sat nt rates are higher: Early (=2000&2600 MOP), Std (=2200&2800 MOP) Budget (@Holiday Inn nextdoor): 1,000 MOP (=$125US)+15% svc+tax ≥10% of block Full Daily Delegate Rate(DDR): 840 MOP/day (=$105US) +10% svc, includes buffet breakfast, buffet lunch, AM & PM Breaks, and all AV services. Estimated Exchange Rate: 1.00 MOP =US$0.13 (7.098 MOP = US$1) Incentives (Government, Trade, Tourism, Sponsors, etc.): Yes, est. amounts ~US$250K

12. Submission doc.: IEEE EC-13/0022r1 AGENDA ITEMS: 4.01, IEEE 802 Plenary November 2013 – Dallas, TX – Friday Closing EC Plenary Jon Rosdahl, CSRSlide 12

13. Submission doc.: IEEE EC-13/0022r1 Jon Rosdahl, CSRSlide 13 4.01 Future venues items Future Venues File posted: https://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-05-00EC-802- plenary-future-venue-contract-status.xlsxhttps://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-05-00EC-802- plenary-future-venue-contract-status.xlsx Future Venues Report Meeting on Wednesday 8-10am – Function 3A Meeting Space allocation – Do not plan on more than 5 rooms in parallel without confirmation Rule of thumb Size: 100% -75% -50% -25% -~20 people WG/TAGs less than 30 get only one room

14. Submission doc.: IEEE EC-13/0022r1 MI 4.01 Future Venue Meeting output Choice of Future Venues: Straw poll indicated that for 2015 Mar and 2017 July we should pursue Estril Hotel in Berlin, Germany. Review of Macau Contract – some issues need to be addressed prior to execution and invoice payment. Need for Site Visits: Initial Site visit planned for current prospect list from 7 sites in Asia (2 in Bangkok, 2 in K-L, and 3 in Singapore) NA sites - Slide 14Jon Rosdahl, CSR November 2013

15. Submission doc.: IEEE EC-13/0022r1 Motion to Approve Venue for 802 Plenary session March 2015 Approve Estril Hotel and Convention Center in Berlin, Germany as site for the IEEE 802 Plenary Session March 8-13, 2105, and authorize the IEEE 802 Exec Secretary to complete the contract preparation and IEEE contract execution. Moved: Jon Rosdahl 2 nd : James Gilb Slide 15Jon Rosdahl, CSR November 2013

16. Submission doc.: IEEE EC-13/0022r1 Motion to Approve Venue for 802 Plenary session July 2017 Approve Estril Hotel and Convention Center in Berlin, Germany as site for the IEEE 802 Plenary Session July 9-14, 2105, and authorize the IEEE 802 Exec Secretary to complete the contract preparation and IEEE contract execution, with James Gilb as the 802 Exec Committee designee. Moved: Jon Rosdahl 2 nd : James Gilb Slide 16Jon Rosdahl, CSR November 2013

17. Submission doc.: IEEE EC-13/0022r1 II 8.034 Executive secretary report LMSC 802 – P&P list of major duties: 1.Oversee Venue selection – 2.Present summaries of venue options. 3.Oversee activities related to facilities and services 4.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 Slide 17Jon Rosdahl, CSR July 2013

18. Submission doc.: IEEE EC-13/0022r1 II* 8.06 – 3 June 2014 Interim Telecon - Agenda for Interim EC meeting – Tuesday 3 JUN 1-3PM ET Initial Proposed Draft Agenda – 1. Welcome/Intro/Approve Agenda - Nikolich 5 min – 2. Report: Nov EC Action Item Summary - D’Ambrosia 2 min – 3. Report: July 2014 San Diego Meeting Plan Status - Rosdahl 3 min --4. RFP progress report -Rosdahl 5 min - 5. WG Meetings online vs F2F - Gilb/Thomson 30 min Per Chairs Guideline – Confirm during the Closing EC Plenary. Slide 18Jon Rosdahl, CSR July 2013

19. Submission doc.: IEEE EC-13/0022r1 II* 8.07 Call for Tutorials for the July 2014 Plenary in San Diego, CA Tutorials to be held Monday, July 14, 2014 Tutorial Request form: http://www.ieee802.org/802_tutorials/802_Tutorial_Re quest_Form.doc http://www.ieee802.org/802_tutorials/802_Tutorial_Re quest_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. All requests for Tutorials must be made by 30 May 2014. Slide 19Jon Rosdahl, CSR March 2014

20. Submission doc.: IEEE EC-13/0022r1March 2014 Jon Rosdahl, CSRSlide 20 References