Submission

doc.: IEEE 802-EC-13/0033r1July 2013

Jon Rosdahl, CSRSlide 1

ExSec Agenda ItemsJuly 2013 Plenary

Date: 2013-07-19

Name Affiliations Address Phone email Jon Rosdahl CSR

Technologies Inc.

10871 N 5750 W Highland, UT, 84003

801-492-4023 jrosdahl@ieee.org

Authors:

Submission

doc.: IEEE 802-EC-13/0033r1July 2013

Jon Rosdahl, CSRSlide 2

Abstract

Agenda Items from the IEEE 802 Executive Secretary for the IEEE 802 March 2013 Plenary

Monday:

5.15 II Future venue contract status & Vendor Contract Renewal Statu s

5.16 II Geneva 2013 Expectation

Friday: 4.02 MI Future Venues

4.05 II Announcement of Nov 2013 802 EC Workshop

4.07 II Meeting Planner RFP AdHoc (Rosdahl, Gilb, Heile, Nikolich, Chaplin)

9.03 II Executive Secretary report

9.08 II EC Interim Telecon: Oct 1. 2013 13:00 EDT

9.09 II Call for Tutorials: November

Submission

doc.: IEEE 802-EC-13/0033r1July 2013

Jon Rosdahl, CSRSlide 3

Monday Agenda Items

5.15 II Future venue contract status & Vendor Contract Renewal Status

5.16 II Geneva 2013 Expectation

Submission

doc.: IEEE 802-EC-13/0033r1July 2013

Jon Rosdahl, CSRSlide 4

5.17 II Future venue contract status & Vendor Contract Renewal Status

Future Venues

See doc: 802-EC-12/0040r4

https://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-04-00EC-802-plenary-future-venue-contract-status.xlsx

1. IETF Joint Meetings

2. OFC Meeting Dates

3. Non-North American Venues –Priorities Set from March

4. Vendor Contract Status

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

IETF Joint MeetingsFrom the Discussion at the Joint IETF-IEEE meeting:

1. How often to meet face-to-face?

Once a year? Once every other year?

2014 not any clear choice as both groups are firm on locations – no automatic choice

2015 – IETF is going to Dallas in March –

IEEE is going to Dallas in Nov --

The possibility move to March, and have back to back meeting in Dallas....?

Did not seem possible as IETF is meeting later in the month.

Instead we need to pick a date to have leadership meet.Slide 5

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

Non-North American Venues

Priorities from March:

2015 March – Barcelona/Rome/Berlin

2016 March -- Macau/Shanghai/Yokahoma

2017 July – Copenhagen/Gothenberg/Vienna

2017 March – New Orleans / Florida

Even Years – Target Asia/Pacific

Odd Years – Target Europe

EC Session to discuss Future Venue details:Tues 9-10am (CICG) or 6-7pm (ITU) –

Slide 6

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

Status of Vendor Contracts

Network Services

Contract started: April 2012

Contract expires: March 2015

Meeting Services

Contract started: Nov 2008 (one extension)

Contract expires: July 2014

Plan for RFP process Nov 2013 to March 2014

Meeting Manager

No further effort – Proposal to remove from OMSlide 7

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

5.18 II Geneva 2013 Expectation

What to expect?Mainly it will be the same as any other Plenary

What is Different?1. No common hotel

2. Meeting rooms are in more than one building

3. Breaks on own – cafeteria are located in each building

4. Some rooms are not available in the evening

5. Some room configurations will be different (open square)

6. No organized Social

7. Opening Plenary – 11-12am

Slide 8

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

 Geneva Expectations (cont)

Monday, Tuesday, Wednesday and Thursday :

Meetings in CICG and CCV must end before 6:30pm (18:30)

Please leave buildings promptly.

*All Evening Meetings (PM3) after 6pm must be held in ITU.

Note: that Power to ITU meeting rooms will be out from 9pm Tues until 6am Wed.

Friday :

*All Meetings are to be held in ITU.

Slide 9

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

 Geneva Expectations (cont)

Other Meeting items:

    1. Opening Plenary Meeting ‐ Monday 11:00-12:00‐‐ Welcome to Geneva and give ITU chance to address Participants.

802 EC officers at head table – WG Chairs in 2nd row

    2. Tutorials ‐ Monday ‐‐ ITU Popov Room.

Slide 10

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

Friday Agenda Items

4.02 MI Future Venues

9.03 II Executive Secretary report

9.xx II Call for Tutorials: November

9.xx II EC Interim Telecon: Oct 1. 2013 13:00 EDT

July 2013

Slide 11

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

4.02 MI Future Venues 1. Geneva Meeting Feedback

2. Motion to approve Site Visit for Beijing

3. Motion to approve Site visit for Barcelona – Possible site for March 2015 Plenary

4. Motion to approve Sands Venetian Macau, China for the March 2016 Plenary Venue.

5. Motion to approve Memorandum of Understanding to complete Contract negotiations

Slide 12

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

Geneva Meeting FeedbackPoll results:

.1 – did not poll –

.3 – 48 yes 76 no

.11 – 24 yes 16 no

.15 – 16 yes 20 no

.18 – comments no poll

.19 – 3 yes 3 no

.21 – 10 yes 0 no – if network better

.22 – ??

.24 – ??

Total Reported: 101 yes 115 No

EC Straw Poll: Should Geneva be target for July 2019?

Yes: No: Slide 13

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

Motion to approve Site Visit for Beijing

Whereas China World Hotel and Traders Hotel, Beijing, China is the venue for March 2014,

Move to approve a Site inspection trip for no more than 4 people with an overall budget expenses expected less than $25,000.

The purpose of the trip includes:The site inspection would include all the meeting space, meeting room

layouts, network capabilities, AV/power requirements, F&B specifications, security, staffing coordination, shipment arrangements and any other session considerations, including pricing and billing procedures.

Standard Travel expenses (e.g. Coach Class Air travel, local transport, food and lodging) would be reimbursed.

Moved: Rosdahl 2nd: Shellhammer

Slide 14

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

Motion to approve Site visit for Barcelona – Possible Plenary Venue for March 2015

or March 2017

Whereas Barcelona, Spain is a potential venue location for March 2015 or March 2017

Move to approve a Site inspection trip for no more than 4 people with an overall budget expenses expected less than $25,000.

The purpose of the trip includes:The site inspection would include all the meeting space, meeting room layouts,

network capabilities, AV/power requirements, F&B specifications, security, staffing coordination, shipment arrangements and any other session considerations, including pricing and billing procedures.

Standard Travel expenses (e.g. Coach Class Air travel, local transport, food and lodging) would be reimbursed.

Move: Rosdahl 2nd: Shellhammer

Slide 15

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

Proposed Future Venue for IEEE‐802 March 13‐18, 2016 Plenary Session

Sands Venetian Macau Hotel & Conference Center, Macau, PRC

• NUMBER OF MEETING ROOMS: 40++ (~65 with all breakouts), all excellent quality

• ESTIMATED FUNCTION SPACE COST: $0, all included with Room Block proposed

• AV Provided: Yes, with Hi‐Resolution LCD Projectors and Mics (included in DDR)

• NETWORK AVAILABLE: All fiber distribution with up to 1Gb/s in all meeting areas

• Option Dates: March 13‐18, 2016 | Est Reg Fee: $500/$600/$800 w/ $300 surcharge

• GUEST ROOM BLOCK RECOMMENDED (Y/N): 600+ (700 initial) (>3,000 total)

• RECOMMENDED HOTEL: Sands Venetian Macau Hotel & Conference Center

• Early‐bird Rate: 1,400 MOP (=US$175) +15% svc+tax, ≤50% of block before 1/29/2016

• Std Room Rate: 1,550 MOP (=US$195) +15% svc+tax, ≥50% of block after 1/29/2016

• Full Daily Delegate Rate(DDR): 740 MOP/day (=US$95) +10% svc, includes buffet breakfast, 3‐course, 3‐entrée choice buffet lunch, AM & PM Breaks, and all AV svcs.

• Airports: Macau International (MFM), or Hong Kong International (HKG)

• Airport Transfers: @MFM: free shuttle, 5 min, @HKG: 40 min ferry + free shuttle‐bus

• Business Currency & Estimated Exchange Rate: 1.00 $US = 7.99 MOP

• Incentives (Government, Trade, Tourism, Sponsors, etc.): Yes, Amounts are t.b.d.

• Contract Terms & Subsidies are still in negotiation. Expect net positive surplus.

Slide 16

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

Motion to approve Macau, China for the March 2016 Plenary Location

Motion to approve Plenary Venue location:2016 March – Sands Venetian Macau Hotel & Conference Center,

Macau, PRC

Moved: Jon Rosdahl 2nd: Shellhammer

Slide 17

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

Motion to approve Memorandum of Understanding

Motion to approve the Memorandum of Understanding to complete the Macau Contract negotiations with an expenditure not to exceed $7500.

Moved: Rosdahl 2nd: Shellhammer

Slide 18

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

4.05 Nov 2013 EC Workshop

EC Workshop: Nov 16, 2013Length: Dinner on Friday night, work Saturday 8am-5pm

Remember to register through the workshop, then adjustment for workshop to be made for Friday and Saturday night stays.

Workshop Leader:Action Tracker to be named later

Agenda to be announced at Interim Call

Expectation is no treasury impact for workshop

Slide 19 Jon Rosdahl, CSR

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

4.07 II Meeting Planner RFP AdHoc

Meeting Planner Contract Expires July 2014

Plan to Start RFP after Nov 2013 Plenary

Plan to use some of the workshop time

Sub committee:

Nikolich, Rosdahl, Chaplin, Heile, Gilb

Slide 20

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

9.03 II 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 21

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

9.08 -- 1 Oct 2013 Interim Telecon -

Agenda for Interim EC meeting

– Tuesday 01 OCT 2013 1-3PM ET

Initial Draft Agenda–  1. Welcome/Intro/Approve Agenda                                      - Nikolich                          5 min

–  2. Report:

–  3. Report: July EC Action Item Summary                         - D’Ambrosia                     2 min

–  4. Discussion: EC Leadership workshop action item review – ????     15 min

–  5. Report: March 2013 Beijing Meeting Plan Status                  - Rosdahl                      3 min

–  6. Motion: Confirm approval of March 2016 venue contract   - Rosdahl                     8 min

–  7. Discussion: Ethernet 40th Anniversary Celebration               - D’Ambrosia                15 mim

Per Chairs Guideline – Confirm during the Closing EC Plenary.

Slide 22

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1

Jon Rosdahl, CSR

9.09 Call for Tutorials for the Nov 2013 Plenary in Dallas, Texas

 Tutorials to be held Tuesday Nov 12, 2012

Tutorial Request form: http://www.ieee802.org/802_tutorials/802_Tutorial_Request_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 Sept 27th 2013.Slide 23

July 2013

Submission

doc.: IEEE 802-EC-13/0033r1July 2013

Jon Rosdahl, CSRSlide 24

References

Future Venue Contract status:

https://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-04-00EC-802-plenary-future-venue-contract-status.xlsx