IEEE Texas Technical Tour Scope, schedule & events planned for 2018-2019 By T. Scott Atkinson, Tour Organizer Garrett Polhamus, Tour Treasurer

Texas Technical Tour Team Chair – T. Scott Atkinson Treasurer – Garrett Polhamus San Antonio LM Chair – Jim Brakefield Advisor – Ernest Franke Advisor – Tom O’Brien Advisor – Bob Harris

Tour Sponsors: San Antonio Life Members Group / CTS Scope of Texas Tour Tour Sponsors: San Antonio Life Members Group / CTS Modeled after the previous IEEE Life Member Committee technical tours to Panama Canal England/Scotland Japan Organized like an IEEE Conference Consists of a bus tour (Maximum of 50) over 10 days Visit sites of significant technical interest to engineers/scientists includes cities: Houston, San Antonio, Austin and Dallas Includes hotels and most meals Includes receptions, social & cultural events & some free time All fees and transportation provided Focused on IEEE Life Members & their spouses but open to all comers.

Planned Public Announcements Fall of 2018: Notice listed in the IEEE Life Members Newsletter eNotice(s) to all Life Members December 2018: Save the Date with pre-registration of those wishing to participate with a $200 deposit per person, refundable for 90 days.

Final Registration & Tour Dates 1st Quarter of 2019: Deadline for full payment of intent to participate June 30th, 2019: Absolute deadline to pay all fees September/October, 2019 Tour Activities (10 consecutive days)

Events Planned Tour starts at check-in Houston, TX hotel (TBD) Preliminary Sites to be visited NASA Manned Spacecraft Center with visits to various NASA facilities University of Houston, Super Conductivity IEEE Milestone Rice University Technical Developments Southwest Research Institute Labs San Antonio Museum of Science and Technology (SAMSAT Free time on the San Antonio River Walk with reception and dinner. Austin Texas State Computing Center University of Texas Austin Electrical and Computer Engineering Center Texas Instruments in Dallas

Budget, Initial draft Summary REVENUES Numbers are based upon full registration of 50 travelers and associated expenses of hosting the 10 day tour. REVENUES Amount Registration* & Fees 160,000 Misc 5,500 Seed Money from CTS 5,000 Total Receipts 170,500 Based on preliminary estimated price of $3,200 per person.

Budget, Initial draft Summary EXPENSES Numbers are based upon full registration of 50 travelers and associated expenses of hosting the 10 day tour. EXPENSES Amount Guest hotels/meals 96,000 Bus 14,000 Program Expenses 15,000 Miscellaneous 13,100 Sub-total expenses `138,100 Repay Seed Money to CTS 5,000 Total Outlays 143,100

Budget, Initial draft Summary SURPLUS / (LOSS) SURPLUS PERCENTAGES Numbers are based upon full registration of 50 travelers and associated expenses of hosting the 10 day tour. SURPLUS / (LOSS) Amount Revenue – Expenses = 27,400 SA Life Member Group 60% 16,440 Central Texas Section 40% 10,960 SURPLUS PERCENTAGES BUDGET As % of Expenses 20% As % of Revenues 17%

Next Steps Motion to CTS Excom to approve project and budget Obtain Signed MOU with CTS Contact Houston, San Antonio, Austin & Dallas LM Volunteers Consider hiring Tour Operator (budgeted) Review and contract with Bus Company ($1,200 deposit) Identify best sites to include in Tour Arrange for hotels/restaurants at each city Firm up schedule Release publicity via eNotices to all IEEE Life Members and place article in IEEE Life Members Newsletter. Accept “Save the Date” deposits

Motion to CTS Excom I move that the Texas Technical Tour as described in this presentation be approved with a 2018-19 budget of $5,000 seed money and that the MOU be signed by the CTS Chair. T. Scott Atkinson, Organizer and Chair of the Tour Project

DISCUSSION?