January 2012

Jon Rosdahl, (CSR)

Slide 1

doc.: IEEE 802.11-12/0089r0

Submission

Venue Plans and AnalysisDate: 2012-01-18

Name Affiliations Address Phone email Jon Rosdahl CSR 10871 N 5750 W

Highland, UT 84003 +1-801-4923-4023 jrosdahl@ieee.org

Authors:

January 2012

Jon Rosdahl, (CSR)

Slide 2

doc.: IEEE 802.11-12/0089r0

Submission

Abstract

This Presentation looks answer questions about future Venues and Treasury processes used by 802.11.

January 2012

Jon Rosdahl, (CSR)

Slide 3

doc.: IEEE 802.11-12/0089r0

Submission

Don't worry about the world coming to an end today.

It is already tomorrow in Australia."---Charles M. Schulz

January 2012

Jon Rosdahl, (CSR)

Slide 4

doc.: IEEE 802.11-12/0089r0

Submission

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 802.11 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

January 2012

Jon Rosdahl, (CSR)

Slide 5

doc.: IEEE 802.11-12/0089r0

Submission

What is the committed venue plan for the next few years?

2012, 2013, 2014 have nearly all been committed.

January 2012

Jon Rosdahl, (CSR)

Slide 6

doc.: IEEE 802.11-12/0089r0

Submission

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.

January 2012

Jon Rosdahl, (CSR)

Slide 7

doc.: IEEE 802.11-12/0089r0

Submission

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.

January 2012

Jon Rosdahl, (CSR)

Slide 8

doc.: IEEE 802.11-12/0089r0

Submission

Venues 2014January 19-24, 2014 - --Hyatt Century Plaza, Los Angeles, CA, US

Wireless Interim Session*  

March 16-21, 2014 –Hyatt Regency Atlanta, Atlanta, GA, US802 Plenary Session.

May 11-16, 2014 ----Hilton Waikoloa, Big Island, HIWireless Interim Session*

July 13-18, 2014 --- Manchester Grand Hyatt, San Diego, CA, US802 Plenary Session.

September 14-19, 2014--TBD- European target (possible Sept 7-12)Wireless Interim Session*

November 2-7, 2014   Hyatt Regency San Antonio, TX, US802 Plenary Session.

January 2012

Jon Rosdahl, (CSR)

Slide 9

doc.: IEEE 802.11-12/0089r0

Submission

Other Future Venues Scheduled

• May 15-20, 2016 – Hilton Waikoloa, Big Island, HIWireless Interim Session*

January 2012

Jon Rosdahl, (CSR)

Slide 10

doc.: IEEE 802.11-12/0089r0

Submission

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.

January 2012

Jon Rosdahl, (CSR)

Slide 11

doc.: IEEE 802.11-12/0089r0

Submission

From Minutes March 2009

– Venue Planning (11-09-0286r5)• 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.

January 2012

Jon Rosdahl, (CSR)

Slide 12

doc.: IEEE 802.11-12/0089r0

Submission

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?

January 2012

Jon Rosdahl, (CSR)

Slide 13

doc.: IEEE 802.11-12/0089r0

Submission

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.

January 2012

Jon Rosdahl, (CSR)

Slide 14

doc.: IEEE 802.11-12/0089r0

Submission

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 -- 12 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

January 2012

Jon Rosdahl, (CSR)

Slide 15

doc.: IEEE 802.11-12/0089r0

Submission

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• 2009 -- 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

January 2012

Jon Rosdahl, (CSR)

Slide 16

doc.: IEEE 802.11-12/0089r0

Submission

Which event dates are open for site selection?

Sept 2013 (Najing, China Pending Approval)

Jan/May/Sept 2015Jan/Sept 2016

January 2012

Jon Rosdahl, (CSR)

Slide 17

doc.: IEEE 802.11-12/0089r0

Submission

If 802.11 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 Account1. Determine how to split assests.

3. Open New Bank Account4. Hire a Meeting Planner

January 2012

Jon Rosdahl, (CSR)

Slide 18

doc.: IEEE 802.11-12/0089r0

Submission

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.

January 2012

Jon Rosdahl, (CSR)

Slide 19

doc.: IEEE 802.11-12/0089r0

Submission

Does the group want to pursue the independence route?

See following slides outlining the Independent Treasury Issues

January 2012

Bruce Kraemer, MarvellSlide 19

January 2012

Jon Rosdahl, (CSR)

Slide 20

doc.: IEEE 802.11-12/0089r0

Submission

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.

January 2012

Jon Rosdahl, (CSR)

Slide 21

doc.: IEEE 802.11-12/0089r0

Submission

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

January 2012

Jon Rosdahl, (CSR)

Slide 22

doc.: IEEE 802.11-12/0089r0

Submission

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

January 2012

Jon Rosdahl, (CSR)

Slide 23

doc.: IEEE 802.11-12/0089r0

Submission

Other issues with stopping Joint Wireless Sessions.

• 802.11 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).

• 802.11 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

January 2012

Jon Rosdahl, (CSR)

Slide 24

doc.: IEEE 802.11-12/0089r0

Submission

References