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Submission doc.: IEEE 802-EC-13/0033r1 July 2013 Jon Rosdahl, CSRSlide 1 ExSec Agenda Items July 2013 Plenary Date: 2013-07-19 Authors:

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Presentation on theme: "Submission doc.: IEEE 802-EC-13/0033r1 July 2013 Jon Rosdahl, CSRSlide 1 ExSec Agenda Items July 2013 Plenary Date: 2013-07-19 Authors:"— Presentation transcript:

1 Submission doc.: IEEE 802-EC-13/0033r1 July 2013 Jon Rosdahl, CSRSlide 1 ExSec Agenda Items July 2013 Plenary Date: Authors:

2 Submission doc.: IEEE 802-EC-13/0033r1 July 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 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 :00 EDT 9.09 II Call for Tutorials: November

3 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

4 Submission doc.: IEEE 802-EC-13/0033r1July 2013 Jon Rosdahl, CSRSlide 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 EC-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

5 Submission doc.: IEEE 802-EC-13/0033r1 IETF Joint Meetings From 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 5Jon Rosdahl, CSR July 2013

6 Submission doc.: IEEE 802-EC-13/0033r1 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 6Jon Rosdahl, CSR July 2013

7 Submission doc.: IEEE 802-EC-13/0033r1 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 OM Slide 7Jon Rosdahl, CSR July 2013

8 Submission doc.: IEEE 802-EC-13/0033r 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 8Jon Rosdahl, CSR July 2013

9 Submission doc.: IEEE 802-EC-13/0033r1 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 9Jon Rosdahl, CSR July 2013

10 Submission doc.: IEEE 802-EC-13/0033r1 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 2 nd row 2. Tutorials Monday ITU Popov Room. Slide 10Jon Rosdahl, CSR July 2013

11 Submission doc.: IEEE 802-EC-13/0033r1 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 :00 EDT July 2013 Slide 11Jon Rosdahl, CSR

12 Submission doc.: IEEE 802-EC-13/0033r 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 12Jon Rosdahl, CSR July 2013

13 Submission doc.: IEEE 802-EC-13/0033r1 Geneva Meeting Feedback Poll 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 13Jon Rosdahl, CSR July 2013

14 Submission doc.: IEEE 802-EC-13/0033r1 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 2 nd : Shellhammer Slide 14Jon Rosdahl, CSR July 2013

15 Submission doc.: IEEE 802-EC-13/0033r1 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 2 nd : Shellhammer Slide 15Jon Rosdahl, CSR July 2013

16 Submission doc.: IEEE 802-EC-13/0033r1 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 free shuttle, 5 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 16Jon Rosdahl, CSR July 2013

17 Submission doc.: IEEE 802-EC-13/0033r1 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 2 nd : Shellhammer Slide 17Jon Rosdahl, CSR July 2013

18 Submission doc.: IEEE 802-EC-13/0033r1 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 2 nd : Shellhammer Slide 18Jon Rosdahl, CSR July 2013

19 Submission doc.: IEEE 802-EC-13/0033r Nov 2013 EC Workshop EC Workshop: Nov 16, 2013 Length: 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 19Jon Rosdahl, CSR July 2013

20 Submission doc.: IEEE 802-EC-13/0033r 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 20Jon Rosdahl, CSR July 2013

21 Submission doc.: IEEE 802-EC-13/0033r 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 21Jon Rosdahl, CSR July 2013

22 Submission doc.: IEEE 802-EC-13/0033r Oct 2013 Interim Telecon - Agenda for Interim EC meeting – Tuesday 01 OCT PM ET Initial Draft Agenda – 1. Welcome/Intro/Approve Agenda - Nikolich 5 min – 2. Report: – 3. Report: July EC Action Item Summary - DAmbrosia 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 40 th Anniversary Celebration - DAmbrosia 15 mim Per Chairs Guideline – Confirm during the Closing EC Plenary. Slide 22Jon Rosdahl, CSR July 2013

23 Submission doc.: IEEE 802-EC-13/0033r Call for Tutorials for the Nov 2013 Plenary in Dallas, Texas Tutorials to be held Tuesday Nov 12, 2012 Tutorial Request form: quest_Form.doc 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 Sept 27 th Slide 23Jon Rosdahl, CSR July 2013

24 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 EC-802-plenary-future-venue-contract-status.xlsx


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