1. Executive Secretary Agenda Items March 2018 Plenary
doc: 802 EC-18/0028r3
March 2018
Executive Secretary Agenda Items March 2018 Plenary
Jon Rosdahl IEEE 802 Executive Secretary
IEEE 802 March 2018 Plenary

2. 802 Exec Sec Agenda Items
6.02 II Current and Future Venue Report

3. 5.142 Current and Future Venue Report
IEEE 802 Things to Know– Thanks Face to Face Events
ed to all registered attendees

4. Network and Wired Cafe Located near the Registration Desk WIRED CAFÉ
Please report any disruption of service in the café to VeriLAN staff.
NETWORK HELP DESK
Network Help is available for attendees experiencing difficulties accessing the meeting network.
Located near the Registration Desk

5. 2018 Future Venues
July 8-13, Manchester Grand Hyatt, San Diego, CA, USA
November 11-16, Marriott Marquis Queen's Park, Bangkok, Thailand

6. 2019 Future Venues
March 10-15, Hyatt Regency Vancouver and Fairmont Hotel Vancouver, Vancouver, Canada
July 14-19, Austria Congress Centre, Vienna, Austria
November 10-15, Hilton Waikoloa Village, Kona, HI, USA

7. Contract Process Meeting Report
doc: 802 EC-18/0028r3
March 2018
Contract Process Meeting Report
Contracts for Meeting venues and vendors requires following IEEE-SA processes. It seems that every few years it is good to review the process and determine where disconnects may have been created.
We had a meeting as scheduled on Mon Dec 4, pm – 2pm (EST) at NJ445-Yagi room in Piscataway, NJ.
We were able to agree on the process and update the contact points and listserv reflectors to ensure all are informed of the submitted documents.
IEEE 802 Contracting Process December 2017 Review
802 Community Contracts Reflector
802 community will use to disseminate information in regards to IEEE 802 contracts.
The reflector sends to:
a. 802 LMSC Chair (Paul Nikolich)
b. 802 LMSC Executive Secretary (Jon Rosdahl)
c. 802 Wireless Chair (Bob Heile)
d. IEEE Finance Manager (Christopher Verga)
e. IEEE MCE Contracts contact (Marci Semel)
f. IEEE Business Operations Associate (Jon Gaughran)
g. IEEE 802 Staff Lead (Jonathan Goldberg)
h. Conference Mailbox Reflector
Contract Processing
1. Post contract to Mentor 802Fin (for LMSC contracts) or Mentor 802WFin (for 802 Wireless
group contracts) as appropriate with the following document coding in the document name:
PCNT -- i. LMSC pending contracts submitted to IEEE
b. ECNT -- i. LMSC executed contracts
c. LGCT -- i. 802 Wireless Group pending contracts submitted to IEEE
d. EXCT -- i. 802 Wireless Group executed contracts
2. Send Contract to IEEE 802 Contracts
3. IEEE MCE Contracts (Marci) picks this up, reviews contract and sends to IEEE Legal
4. After IEEE Legal review, IEEE MCE Contracts (Marci) checks final version with IEEE 802 Executive Secretary via IEEE 802 Contracts reflector
5. IEEE MCE Contracts (Marci) submits contract via IEEE Strategic Sourcing process includes IEEE Business Operations Associate (Jon Gaughran) as Business Manager on the requisition
6. IEEE Strategic Sourcing processes contract for signing (3 – 5 business days on IEEE side)
7. IEEE MCE Contracts (Marci) shares executed contract via
a. 802 LMSC executed contracts posted by 802 LMSC Executive Secretary
b. 802 Wireless executed contracts posted by 802 Wireless Chair
IEEE 802 March 2018 Plenary

8. IEEE 802 Contracting Process December 2017 Review
doc: 802 EC-18/0028r3
March 2018
IEEE 802 Contracting Process December 2017 Review
Contract Processing
Post contract to Mentor 802Fin (for LMSC contracts) or Mentor 802WFin (for 802 Wireless group contracts) as appropriate with the following document coding in the document name:
PCNT -- LMSC pending contracts submitted to IEEE or ECNT -- LMSC executed contracts
LGCT Wireless Group pending contracts submitted to IEEE or EXCT Wireless Group executed contracts
Send Contract to IEEE 802 Contracts
IEEE MCE Contracts (Marci) picks this up, reviews contract and sends to IEEE Legal
After IEEE Legal review, IEEE MCE Contracts (Marci) checks final version with IEEE 802 Executive Secretary via IEEE 802 Contracts reflector
IEEE MCE Contracts (Marci) submits contract via IEEE Strategic Sourcing process includes IEEE Business Operations Associate (Jon Gaughran) as Business Manager on the requisition
IEEE Strategic Sourcing processes contract for signing (3 – 5 business days on IEEE side)
IEEE MCE Contracts (Marci) shares executed contract via
a. 802 LMSC executed contracts posted by 802 LMSC Executive Secretary or b. 802 Wireless executed contracts posted by 802 Wireless Chair
802 Community Contracts Reflector
802 community will use to disseminate information in regards to IEEE 802 contracts.
The reflector sends to:
a. 802 LMSC Chair (Paul Nikolich)
b. 802 LMSC Executive Secretary (Jon Rosdahl)
c. 802 Wireless Chair (Bob Heile)
d. IEEE Finance Manager (Christopher Verga)
e. IEEE MCE Contracts contact (Marci Semel)
f. IEEE Business Operations Associate (Jon Gaughran)
g. IEEE 802 Staff Lead (Jonathan Goldberg)
h. Conference Mailbox Reflector
IEEE 802 March 2018 Plenary

9. Vendor Contract Status
Face to Face Events – in process – New MSA being prepared. – EC Motion to extend contract was passed Nov 2017.
Verilan – Contract expires Nov 2018
Linespeed providing network for IETF and ICSOC in Bangkok the week prior and the week after, thus it makes sense to use Linespeed for our meeting in the middle to reduce costs.
(Already setup and ready to use the week prior)

10. Thursday AdHoc Meetings
Next Venue Meeting planning – Thurs 7:30am
Review meeting space plan for July 2018 Plenary
Future Venues AdHoc – Thurs 8:00am
Review options and discuss choices and issues for 2020 and 2021.

11. Request for WG Straw Poll concerning this Venue
Would you like to return to this venue?
Y:    N:
– Y: N:
802 EC :
Did you enjoy the social?
– Y:   N:   Did Not Attend:
– Y: N: Did Not Attend:

12. Future Venue AdHocS --

13. Next Venue Meeting planning – Thurs 7:30 am
Agenda:
Start time 7:30 am
Review meeting space plan for 2018 July Plenary
Manchester Grand Hyatt, San Diego, CA, USA
Adjourn 8:00am

14. Future Venues AdHoc – Thurs 8 am
Agenda:
Start time – 8:00 am
Review Contract responses for 2020 – all approved
Open RFP for 2021 dates -
Hilton Hawaiian Village – 2024
July Vienna
End time – 9:00am

15. 2020 Approved Venues Hilton Atlanta, Atlanta, GA, USA
March 2020
July 2020
November 2020
Hilton Atlanta, Atlanta, GA, USA
Sheraton Centre Montreal, Montreal, Canada
Marriott Marquis Queen’s Park, Bangkok, Thailand
Contract executed
Problems with Hilton Atlanta – Hyatt O’Hare willing to give the same deal we had in 2018 as an alternative. Recent adjustment may make reasonable deal in Atlanta work out. May want to get
Option for July 2022 if we get a reduced rate of sub US$200 (xchg rates as of 2018). Would group be willing to accept 2022 to gain Tourism money and reduced rates? Adhoc – no objection
July Motion: Move to approve as the venues for 2020:
March: Hilton Atlanta;
July: Sheraton Centre Montreal;
November: Marriott Marquis Queen’s Park
Moved: Jon Rosdahl Second: Bob Heile Motion passed Unanimously

16. 2020 July Venue Network Validation
doc: 802 EC-18/0028r3
March 2018
2020 July Venue Network Validation
Venue
Room Rate
Food Beverage Minimum
Sheraton Centre Montreal
$269-$349++CAD (US$200)
 $150,000++CAD (US$112,000)
Network Visit was made and validated potentially good venue
IEEE 802 March 2018 Plenary

17. 2021 Plenary – Open RFP
Open RFP to Major Venues – Fairmont, Hilton, Hyatt, Marriott, etc. 700 attendees
Possible Targets
March
San Diego
Seattle – New Hyatt
Houston Marriott
Union Station, St. Louis
July
Estrel Berlin, Germany (2015/2017)
Vienna, Austria (2019)
Dubrovnik, Croatia (new Hyatt Regency- open 2019)
Marriott Madrid, Spain – Site visit done
Nov
San Diego
Seattle – New Hyatt
New Orleans
Houston Marriott
Union Station, St. Louis

18. Hilton Hawaiian Village, Oahu – Nov 2024
Still working on potential bid for Nov 2024.
(EC November straw poll requested investigation.)
IETF had a successful event
4000 guestrooms
Very large Meeting Space
Close to external commercial stuff.

19. 2019 Vienna Discussion Report on Financial analysis
Report on potential set of options we can reduce costs with.
Need to recognize the income adjustments as well as costs.
Presentation to EC -

20. Friday Closing EC Plenary
doc: 802 EC-18/0028r3
March 2018
Friday Closing EC Plenary
Leadership Mtg for July 2018
4.04: II/MI Future Venue AdHoc Report and Motions
8.044 II Executive Secretary Report
8.06 II Announcement of 802 EC Interim Telecon
(Tuesday 5 June 2018, 1-3pm ET )
8.07 II Call for Tutorials for March 2018 Plenary
(8 July 2018– Deadline – 24 May 2018)
IEEE 802 March 2018 Plenary

21. F4.03 802 Leadership Mtg for July 2018
doc: 802 EC-18/0028r3
March 2018
F Leadership Mtg for July 2018
San Diego –
Saturday July 14th
One Day – Saturday 8-5pm
Leadership Mtg – Led by John D’Ambrosia/Glenn Parsons
Call for Topics – Strategic items
It was noted that only 3 are involved with IETF which meets in Montreal the week after and have meetings starting on Sunday.
IEEE 802 March 2018 Plenary

22. F4.03 Future Venue AdHoc Report

23. Future Venues AdHoc – Thurs 8 am
Agenda:
Start time – 8:00 am
Review Contract responses for 2020 – all approved
Open RFP for 2021 dates -
Hilton Hawaiian Village – 2024
July Vienna
End time – 9:00am

24. 2020 Approved Venues – Contract Status
March 2020
July 2020
November 2020
Hilton Atlanta, Atlanta, GA, USA
Sheraton Centre Montreal, Montreal, Canada
Marriott Marquis Queen’s Park, Bangkok, Thailand
Contract executed
Problems with Hilton Atlanta – Hyatt O’Hare willing to give the same deal we had in 2018 as an alternative. Recent adjustment may make reasonable deal in Atlanta work out. May want to get
Option for July 2022 if we get a reduced rate of sub US$200 (xchg rates as of 2018). Would group be willing to accept 2022 to gain Tourism money and reduced rates? Adhoc – no objection
July Motion: Move to approve as the venues for 2020:
March: Hilton Atlanta;
July: Sheraton Centre Montreal;
November: Marriott Marquis Queen’s Park
Moved: Jon Rosdahl Second: Bob Heile Motion passed Unanimously

25. Motion Move to approve as the venue for July 2022:
Sheraton Centre Montreal, Montreal, Canada;
Moved: Jon Rosdahl Second: David Law
Motion: Unanimous

26. 2021 Plenary – Open RFP
Open RFP to Major Venues – Fairmont, Hilton, Hyatt, Marriott, etc. 700 attendees
Possible Targets
March
San Diego
Seattle – New Hyatt
Houston Marriott
Union Station, St. Louis
July
Estrel Berlin, Germany (2015/2017)
Vienna, Austria (2019)
Dubrovnik, Croatia (new Hyatt Regency- open 2019)
Marriott Madrid, Spain – Site visit done
Nov
San Diego
Seattle – New Hyatt
New Orleans
Houston Marriott
Union Station, St. Louis

27. Hilton Hawaiian Village, Oahu – Nov 2024
Still working on potential bid for Nov 2024.
(EC November straw poll requested investigation.)
IETF had a successful event
4000 guestrooms
Very large Meeting Space
Close to external commercial stuff.

28. 2019 Vienna Discussion Report on Financial analysis
Report on potential set of options we can reduce costs with.
Need to recognize that income adjustments as well as cost adjustments.
Original Presentation to EC –
3 Venues were the target in 2013 – Vienna (next slide)., Copenhagen, Gothenburg

29. Proposed Future Venues for IEEE 802 Plenary Sessions Presented at Caribe Royale, Orlando, FL
Originally Presented March 2013 – slide 14 – EC-13/12r4
Vienna, Austria Vienna Conference Center & 3 Hotels NUMBER OF MEETING ROOMS: ~47+ Estimated Function Space Cost: t.b.d. (~~ € 275K = US$355K) AV AVAILABLE: Yes, AV services on-site NETWORK AVAILABLE: Yes, both Wired & Wireless network with Internet Access GUEST ROOM BLOCK RECOMMENDED (Y/N): Yes, rooms of 1040 RECOMMENDED HOTEL(S): 3 Hotels within walking distance ESTIMATED ROOM RATE: ~225. € sngl, ~255. € dbl, Closest International Airport: Vienna International Secondary Transportation Required: bus or taxi Business Currency & Estimated Exchange Rate: € (=$1.29) Incentives (Government, Trade, Tourism etc.): t.b.d. none at this time

30. From June 2015 EC Interim Telecon
Motion #2
Select Vienna, Austria Austria Center Vienna (ACV) & 4 Hotels (3 to 5 Stars) as the site of the 2019 July 14-19
IEEE 802 Plenary; and authorize the IEEE 802 Executive Secretary to finalize the formal contract and submit for execution by the IEEE procurement group.
Moved Rosdahl Second Stephens
Results Motion Passes
Reference Agenda Item #4.00

31. Future Venue Insight Future 802 Plenary Sessions:
July Manchester Grand Hyatt – San Diego
Nov Bangkok, Thailand
Contract Status doc 802 EC-16/66r2:

32. Save the Date: July 8 -13 – San Diego, CA, USA
802 Plenary July 2018
Save the Date: July – San Diego, CA, USA
Registration target to open: Mid April
Hotel Information:
Manchester Grand Hyatt,
San Diego, CA, USA

33. Information: Hyatt Regency Orange County, California
IEEE Discounted Corporate Rate- $158 w/ complimentary standard Internet
To book this rate, visit enter your dates and click on the “Special Rates” link. Enter your Corporate Rate (CR) number “98789” in the “Corporate or Group Code” box and hit “Check Availability”. Or you can call Hyatt Reservations at and request the “IEEE” rate. This rate is valid through 4/30/18.
Flyer sent to the Stds-802-All reflector.

34. *F8.045 Executive Secretary report
LMSC 802 – P&P list of major duties:
Oversee Venue selection –
Present summaries of venue options.
Oversee activities related to facilities and services
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

35. doc: 802 EC-18/0028r3
March 2018
F8.05 – Announcement of 802 EC Interim Telecon (Tuesday 5 June 2018, 1-3pm ET)
Agenda for Interim EC meeting – Tuesday 5 June PM ET
Initial Proposed Draft Agenda
Welcome/Intro/Approve Agenda  Nikolich  min
Report: EC Action Item Summary - D’Ambrosia 10 min
The EC AdHoc Marks 15 min
Venue Issues:
Report: July 2018 Plenary Status - Rosdahl  3 min
Report on 2020 Future Venue Contract status - Rosdahl min
Formal Actions – Motions from WG Chairs
Other Reports from WG Chairs
Per Chairs Guideline – Confirm during the Closing EC Plenary.
Other items to be ed to Jon
IEEE 802 March 2018 Plenary

36. *F8.06 – Call for Tutorials for July 2017 Plenary
doc: 802 EC-18/0028r3
March 2018
*F8.06 – Call for Tutorials for July 2017 Plenary
Tutorials to be held Monday, 8 July 2018
Tutorial Request form:
 As a reminder please refer to Chair's Guidelines section 2.5 Tutorials for the logistics for participating in sponsoring/presenting a Tutorial.
Note that Tutorial times are 80 minutes with 10 minutes to allow for presenters to setup and depart.
All requests for Tutorials must be made by 24 May 2018
All official tutorial request forms must be submitted no later than 45 days in advance of the Plenary Session.
Approved Tutorial Requests will be assigned a time slot based on the order in which they were received.
The Final Tutorial Schedule will be posted at and no less than 14 days in advance of the Plenary Session.
IEEE 802 March 2018 Plenary

37. Straw Poll for Returning to This Venue
Would you like to return to this venue?
Y: 62   N: 109
– Y:28 N: 51
Y:5 N: 18
802 EC : y:8 N: 4
Did you enjoy the social?
– Y: 65  N: 37   Did Not Attend: 40
– Y: N: Did Not Attend: 29
Y: N: Did not Attend: 12
802 EC: Y: 12 N: 1 Did Not Attend: 1