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EX Sec Report doc.: IEEE EC-14/0044r3 July 2014 Jon Rosdahl, CSRSlide 1 ExSec Agenda Items July 2014 Date: 2014-07-18 Authors:

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Presentation on theme: "EX Sec Report doc.: IEEE EC-14/0044r3 July 2014 Jon Rosdahl, CSRSlide 1 ExSec Agenda Items July 2014 Date: 2014-07-18 Authors:"— Presentation transcript:

1 EX Sec Report doc.: IEEE EC-14/0044r3 July 2014 Jon Rosdahl, CSRSlide 1 ExSec Agenda Items July 2014 Date: 2014-07-18 Authors:

2 EX Sec Report doc.: IEEE EC-14/0044r3 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.) Friday: 4.02 MI: Future Venues: (2 Motions) 4.023II: PCO Contract Award (Executive Session - public output) 4.024 MI: Network RFP AdHoc Formation 4.04 Effective Use of Tutorial Time 4.041 Feedback of July 2014 Tutorials/Bof 4.05 MI: Announcement of Nov 2013 802 EC Workshop 8.044 II: Exec Secretary Report **8.06. II: 7 Oct 2014 IEEE 802 EC Interim Telecon 1-3pm ET **8.07. II: Call for Tutorials for the Nov 2014 Plenary in San Antonio, TX

3 EX Sec Report doc.: IEEE EC-14/0044r3 AGENDA ITEM: 5.14 IEEE 802 Plenary July 2014 – San Diego, CA– Monday EC Plenary July 2014 Jon Rosdahl, CSRSlide 3

4 EX Sec Report doc.: IEEE EC-14/0044r3July 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-12-0040-07-00EC-802- plenary-future-venue-contract-status.xlsxhttps://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-07-00EC-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

5 EX Sec Report doc.: IEEE EC-14/0044r3 Future 802 Sponsored Plenary and Interims 2014 Nov 2-7 – Grand Hyatt San Antonio, TX 2015 January 11-16 – Hyatt Regency Atlanta, GA 2015 March 8-13 – Estrel Hotel, Berlin, Germany 2015 July 12-17 – Hilton Waikoloa Village, HI 2015 Nov 8-13 – Hyatt Regency Dallas, TX 2016 January 17-22 – Hyatt Regency Atlanta, GA Slide 5Jon Rosdahl, CSR July 2014

6 EX Sec Report doc.: IEEE EC-14/0044r3 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

7 EX Sec Report doc.: IEEE EC-14/0044r3 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

8 EX Sec Report doc.: IEEE EC-14/0044r3 10 Potential PCO Providers 1.**Association Management Solutions http://www.amsl.com/ http://www.amsl.com/ 2.**Conference Direct http://conferencedirect.com http://conferencedirect.com 3.**Face to Face Events http://www.facetoface- events.com http://www.facetoface- events.com 4.*Hamilton Group Meeting Planners http://www.hgmp.com/ http://www.hgmp.com/ 5. IEEE Meeting and Conference Management http://ieeemcm.org http://ieeemcm.org 6. **Airinex http://www.arinex.com.au/ http://www.arinex.com.au/ 7. **Strategic Business Communications, Inc. www.sbcinc.info www.sbcinc.info 8.Perfect PlanIt http://www.perfectplanit.comhttp://www.perfectplanit.com 9.**Inventures http://www.inventures.com/http://www.inventures.com/ 10.Plannernet http://www.plannernet.com/http://www.plannernet.com/ * = Indicated would bid **=Responded with a Bid July 2014 Jon Rosdahl, CSRSlide 8

9 EX Sec Report doc.: IEEE EC-14/0044r3 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

10 EX Sec Report doc.: IEEE EC-14/0044r3 2015 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

11 EX Sec Report doc.: IEEE EC-14/0044r3 FRIDAY AGENDA ITEMS: IEEE 802 Plenary July 2014 – San Diego, CA– Friday Closing EC Plenary July 2014 Jon Rosdahl, CSRSlide 11

12 EX Sec Report doc.: IEEE EC-14/0044r3 Jon Rosdahl, CSRSlide 12 4.02 Future Venue Meeting Report Future Venues File posted: https://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-07-00EC-802- plenary-future-venue-contract-status.xlsxhttps://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-07-00EC-802- plenary-future-venue-contract-status.xlsx Future Venues Mtg Report Meeting on Wednesday 8-10am – Banker Hill Reviewed EC-12/40r7 Bob H. Reviewed Asia Site Visits Site visit to 7 sites in Asia (2 in Bangkok, 2 in K-L, and 3 in Singapore) Update on Room Blocks for San Antonio, Atlanta, Waikoloa

13 EX Sec Report doc.: IEEE EC-14/0044r3 Potential Asian Venues for 2018 (and March 2016 back-up) Looked at Venues in Bangkok, K-L, Singapore and Shanghai Except Shanghai, locations offer financial incentives Venues having the best potential financially: JW Marriott/Ritz Carlton- Kuala Lumpur Suntec Convention Center- Singapore Singex Convention Center- Singapore Slide 13Jon Rosdahl, CSR July 2014

14 EX Sec Report doc.: IEEE EC-14/0044r3 Motion to Approve Venue for 802 Plenary session Nov 2016 Approve Hyatt Regency San Antonio, San Antonio, TX as site for the IEEE 802 Plenary Session Nov 6-11, 2016. Moved: Jon Rosdahl 2 nd : Bob Heile Result: 13-0-0 motion passes Slide 14Jon Rosdahl, CSR November 2013

15 EX Sec Report doc.: IEEE EC-14/0044r3 Motion to Approve Venue for 802 Plenary session Nov 2019 Whereas EC approved the 2017 July Plenary to be held in Berlin, Germany, we need to move a contract from Hilton Waikoloa Village that was on July 2017. Approve Hilton Waikoloa Village as site for the IEEE 802 Plenary Session Nov 10-15, 2019, and authorize the IEEE 802 Exec Secretary to complete the contract preparation and IEEE contract execution. Moved: Jon Rosdahl 2 nd : Bob Heile Result: 13-0-0 motion passes Slide 15Jon Rosdahl, CSR November 2013

16 EX Sec Report doc.: IEEE EC-14/0044r3 4.023 - II - PCO Contract Award (7/15 Exec Session Output) 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 On Tue, Jul 15, 2014 at 10:56 AM, Jon Rosdahl wrote: Greetings and Salutations,jrosdahl@ieee.org The IEEE 802 Executive Committee has decided to award the Professional Conference Organizer (PCO) contract (Aug 1, 2014 through Dec 31, 2018) to Face-to-Face Events. Kind Regards, Jon IEEE 802 Executive Secretary Slide 16Jon Rosdahl, CSR July 2014

17 EX Sec Report doc.: IEEE EC-14/0044r3 4.024 - 2015 Network RFP Plan Request for Proposal (RFP) to begin in November AdHoc RFP Committee to be formed Schedule of Events: 18 July 2014 Form FRP Committee 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 17Jon Rosdahl, CSR July 2014

18 EX Sec Report doc.: IEEE EC-14/0044r3 4.024 - 2015 Network RFP AdHoc EC Members that are members of the AdHoc Motion to approve the formation of the Network RFP AdHoc with the following EC Members: 1. Jon Rosdahl (AdHoc Chair) 2. Bob Heile 3. James Gilb 4. Paul Nikolich 5. Clint Chaplin Moved: Jon Rosdahl 2 nd : Steve Shellhammer Result:13-0-0 motion passes Slide 18Jon Rosdahl, CSR July 2014

19 EX Sec Report doc.: IEEE EC-14/0044r3 4.04 – DT - Effective Use of Tutorial Time The Purpose of the Tutorial Effective use of the time Can WG allocate sub group meetings in parallel Continue discussion on the EC Reflector Slide 19Jon Rosdahl, CSR July 2014

20 EX Sec Report doc.: IEEE EC-14/0044r3 4.041 - DT - Feedback of July 2014 Tutorials / BoF Feedback from 802.11 on Tutorial: Number Attending the BOF: 34 Suggestion to add energy to the presentation (small breakouts, and then review what the groups identified) Number Normally Attends Social :41 Not attending the Social:29 OK if Tutorial/WG Mtgs in parallel – 12 Y 58 N OK if BOF/WG Mtg parallel – 14 Y 38 N Prefer BOF vs Social – 5 BOF 43 Social Tutorial BOF like on Monday – 57 Y 1 N Slide 20Jon Rosdahl, CSR July 2014

21 EX Sec Report doc.: IEEE EC-14/0044r3 4.05 MI Announcement of Nov 2014 802 EC Workshop EC Workshop: Nov 8, 2014 Length: Dinner on Friday Night, work Saturday 8am-5pm Remember to register for hotel through the end of workshop, then adjustment for workshop nights will be made for Friday and Saturday night stays as required. Workshop Leader: __Apurva_____ Action Tracker:______Subir ___ Agenda to be announced on Interim Call Expectation is no treasury impact for workshop Slide 21Jon Rosdahl, CSR July 2014

22 EX Sec Report doc.: IEEE EC-14/0044r3 Workshop Leadership History 2009 - 1 st Workshop: Geoff and James 2011 - 2 nd Workshop: Bruce and Jon 2012 - 3 rd Workshop: Roger and Steve 2013 - 4 th Workshop: Adrian and Adrian 2014 - 5 th Workshop: _____ & _____ 2014 Candidates - Subir, Apurva, Future Candidates: Mike, Bob, Glenn, David, Pat, John D., Clint Slide 22Jon Rosdahl, CSR July 2014

23 EX Sec Report doc.: IEEE EC-14/0044r3 2014 EC Workshop Draft Agenda Tentatively: Geoff: definition of market relevance in context of Broad Market Potential Geoff/James: address confidential communications policy/process EC members: supply additional suggestions to Chair and Rec Sec EC Members: BOF and Tutorial definition and effectiveness EC Business Roundtable – James/Subir 23

24 EX Sec Report doc.: IEEE EC-14/0044r3 Motion to approve 2014 Workshop Move to approve the 2014 Workshop on Nov 8 th 2014 to be held in San Antonio, TX. Apurva Mody and Subir Das to be the Workshop leaders. Move John D’Ambrosia 2 nd James Gilb Result: 11-1-0 – Motion passes Slide 24Jon Rosdahl, CSR July 2014

25 EX Sec Report doc.: IEEE EC-14/0044r3 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 25Jon Rosdahl, CSR July 2013

26 EX Sec Report doc.: IEEE EC-14/0044r3 II* 8.06 – October 2014 Interim Telecon - Agenda for Interim EC meeting – Tuesday 7 OCT 1-3PM ET Initial Proposed Draft Agenda – 1. Welcome/Intro/Approve Agenda - Nikolich 5 min – 2. Report: Nov EC Action Item Summary - D’Ambrosia2 min – 3. Report: Nov 2014 San Antonio Meeting Plan Status - Rosdahl 3 min -- 4. Report: Jan 2015 Atlanta Interim Plan Status - Rosdahl3 min --5. Network RFP progress report -Rosdahl5 min - 6. Prepare Initial Workshop Agenda - Nikolich 20 min Per Chairs Guideline – Confirm during the Closing EC Plenary. Slide 26Jon Rosdahl, CSR July 2013

27 EX Sec Report doc.: IEEE EC-14/0044r3 II* 8.07 Call for Tutorials for the Nov 2014 Plenary in San Antonio, TX Tutorials to be held Monday, Nov 3, 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 19 Sept 2014. Slide 27Jon Rosdahl, CSR March 2014

28 EX Sec Report doc.: IEEE EC-14/0044r3July 2014 Jon Rosdahl, CSRSlide 28 References

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