IEEE 802 March 2018 Plenary Meeting Agenda and Venue Updates

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Stay updated with the latest agenda items, venue reports, and future venue information discussed at the IEEE 802 March 2018 Plenary Meeting. Learn about important topics such as contracting processes, network assistance, and upcoming venues in different cities worldwide.

  • IEEE
  • Plenary
  • Venue
  • Contract
  • Meeting
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  1. March 2018 doc:802 EC-18/0028r3 Executive Secretary Agenda Items March 2018 Plenary Jon Rosdahl IEEE 802 Executive Secretary jrosdahl@ieee.org EEE 802 Report Page 1

  2. March 2018 doc:802 EC-18/0028r3 802 Exec Sec Agenda Items 6.02 II Current and Future Venue Report EEE 802 Report Page 2 IEEE 802 March 2018 Plenary

  3. March 2018 doc:802 EC-18/0028r3 5.142 Current and Future Venue Report IEEE 802 Things to Know Thanks Face to Face Events Emailed to all registered attendees EEE 802 Report Page 3 IEEE 802 March 2018 Plenary

  4. March 2018 doc:802 EC-18/0028r3 Network and Wired Cafe WIRED CAF Please report any disruption of service in the caf to VeriLAN staff. NETWORK HELP DESK Network Help is available for attendees experiencing difficulties accessing the meeting network. Located near the Registration Desk EEE 802 Report Page 4 IEEE 802 March 2018 Plenary

  5. March 2018 doc:802 EC-18/0028r3 2018 Future Venues July 8-13, Manchester Grand Hyatt, San Diego, CA, USA November 11-16, Marriott Marquis Queen's Park, Bangkok, Thailand EEE 802 Report Page 5 IEEE 802 March 2018 Plenary

  6. March 2018 doc:802 EC-18/0028r3 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 EEE 802 Report Page 6 IEEE 802 March 2018 Plenary

  7. March 2018 doc:802 EC-18/0028r3 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, 2017 1pm 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. EEE 802 Report Page 7 IEEE 802 March 2018 Plenary

  8. March 2018 doc:802 EC-18/0028r3 IEEE 802 Contracting Process December 2017 Review 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: a.PCNT -- LMSC pending contracts submitted to IEEE or ECNT -- LMSC executed contracts b.LGCT -- 802 Wireless Group pending contracts submitted to IEEE or EXCT -- 802 Wireless Group executed contracts 2.Send Contract to IEEE 802 Contracts (ieee802-contracts@ieee.org) 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 ieee802-contracts@ieee.org a. 802 LMSC executed contracts posted by 802 LMSC Executive Secretary or b. 802 Wireless executed contracts posted by 802 Wireless Chair EEE 802 Report Page 8 IEEE 802 March 2018 Plenary

  9. March 2018 doc:802 EC-18/0028r3 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) EEE 802 Report Page 9 IEEE 802 March 2018 Plenary

  10. March 2018 doc:802 EC-18/0028r3 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. EEE 802 Report Page 10 IEEE 802 March 2018 Plenary

  11. March 2018 doc:802 EC-18/0028r3 Request for WG Straw Poll concerning this Venue Would you like to return to this venue? 802.3 -- Y: N: 802.11 Y: N: 802 EC : Did you enjoy the social? 802.3 Y: N: Did Not Attend: 802.11 Y: N: Did Not Attend: EEE 802 Report Page 11 IEEE 802 March 2018 Plenary

  12. March 2018 doc:802 EC-18/0028r3 FUTURE VENUE ADHOCS -- EEE 802 Report Page 12 IEEE 802 March 2018 Plenary

  13. March 2018 doc:802 EC-18/0028r3 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 EEE 802 Report Page 13 IEEE 802 March 2018 Plenary

  14. March 2018 doc:802 EC-18/0028r3 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 2019 - Vienna End time 9:00am EEE 802 Report Page 14 IEEE 802 March 2018 Plenary

  15. March 2018 doc:802 EC-18/0028r3 2020 Approved Venues March 2020 Hilton Atlanta, Atlanta, GA, USA July 2020 November 2020 Marriott Marquis Queen s Park, Bangkok, Thailand Contract executed Sheraton Centre Montreal, Montreal, Canada 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 2017 - 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 EEE 802 Report Page 15 IEEE 802 March 2018 Plenary

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

  17. March 2018 doc:802 EC-18/0028r3 2021 Plenary Open RFP Open RFP to Major Venues Fairmont, Hilton, Hyatt, Marriott, etc. 700 attendees 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 Possible Targets March San Diego Seattle New Hyatt Houston Marriott Union Station, St. Louis EEE 802 Report Page 17 IEEE 802 March 2018 Plenary

  18. March 2018 doc:802 EC-18/0028r3 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. EEE 802 Report Page 18 IEEE 802 March 2018 Plenary

  19. March 2018 doc:802 EC-18/0028r3 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 - EEE 802 Report Page 19 IEEE 802 March 2018 Plenary

  20. March 2018 doc:802 EC-18/0028r3 FRIDAY CLOSING EC PLENARY 4.03 802 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) EEE 802 Report Page 20 IEEE 802 March 2018 Plenary

  21. March 2018 doc:802 EC-18/0028r3 F4.03 802 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 EEE 802 Report Page 21 IEEE 802 March 2018 Plenary

  22. March 2018 doc:802 EC-18/0028r3 F4.03 Future Venue AdHoc Report EEE 802 Report Page 22 IEEE 802 March 2018 Plenary

  23. March 2018 doc:802 EC-18/0028r3 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 2019 - Vienna End time 9:00am EEE 802 Report Page 23 IEEE 802 March 2018 Plenary

  24. March 2018 doc:802 EC-18/0028r3 2020 Approved Venues Contract Status March 2020 Hilton Atlanta, Atlanta, GA, USA July 2020 November 2020 Marriott Marquis Queen s Park, Bangkok, Thailand Contract executed Sheraton Centre Montreal, Montreal, Canada 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 2017 - 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 EEE 802 Report Page 24 IEEE 802 March 2018 Plenary

  25. March 2018 doc:802 EC-18/0028r3 Motion Move to approve as the venue for July 2022: Sheraton Centre Montreal, Montreal, Canada; Moved: Jon Rosdahl Second: David Law Motion: Unanimous EEE 802 Report Page 25 IEEE 802 March 2018 Plenary

  26. March 2018 doc:802 EC-18/0028r3 2021 Plenary Open RFP Open RFP to Major Venues Fairmont, Hilton, Hyatt, Marriott, etc. 700 attendees 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 Possible Targets March San Diego Seattle New Hyatt Houston Marriott Union Station, St. Louis EEE 802 Report Page 26 IEEE 802 March 2018 Plenary

  27. March 2018 doc:802 EC-18/0028r3 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. EEE 802 Report Page 27 IEEE 802 March 2018 Plenary

  28. March 2018 doc:802 EC-18/0028r3 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 EEE 802 Report Page 28 IEEE 802 March 2018 Plenary

  29. doc.: IEEE 802-EC-13/0012r0 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, 500-600 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 Submission

  30. March 2018 doc:802 EC-18/0028r3 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 9 -1 -3 Motion Passes Reference Agenda Item #4.00 EEE 802 Report Page 30 IEEE 802 March 2018 Plenary

  31. March 2018 doc:802 EC-18/0028r3 Future Venue Insight Future 802 Plenary Sessions: July 2018 Manchester Grand Hyatt San Diego Nov 2018 Bangkok, Thailand Contract Status doc 802 EC-16/66r2: https://mentor.ieee.org/802-ec/dcn/16/ec-16-0066-02-00EC-802-plenary-future-venue- contract-status.xlsx EEE 802 Report Page 31 IEEE 802 March 2018 Plenary

  32. March 2018 doc:802 EC-18/0028r3 802 Plenary July 2018 Save the Date: July 8 -13 San Diego, CA, USA Registration target to open: Mid April Hotel Information: Manchester Grand Hyatt, San Diego, CA, USA EEE 802 Report Page 32 IEEE 802 March 2018 Plenary

  33. March 2018 doc:802 EC-18/0028r3 Information: Hyatt Regency Orange County, California IEEE Discounted Corporate Rate- $158 w/ complimentary standard Internet To book this rate, visit www.orangecounty.regency.hyatt.com, 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 800-233-1234 and request the IEEE rate. This rate is valid through 4/30/18. EEE 802 Flyer sent to the Stds-802-All reflector. Report Page 33 IEEE 802 March 2018 Plenary

  34. March 2018 doc:802 EC-18/0028r3 *F8.045 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 EEE 802 Report Page 34 IEEE 802 March 2018 Plenary

  35. March 2018 doc:802 EC-18/0028r3 F8.05 Announcement of 802 EC Interim Telecon (Tuesday 5 June 2018, 1-3pm ET) Agenda for Interim EC meeting Tuesday 5 June 2018 1-3PM ET Initial Proposed Draft Agenda 1. Welcome/Intro/Approve Agenda 2. Report: EC Action Item Summary 3. The EC AdHoc 4. Venue Issues: 1. Report: July 2018 Plenary Status 2. Report on 2020 Future Venue Contract status 5. Formal Actions Motions from WG Chairs 6. Other Reports from WG Chairs - Nikolich 5 min - D Ambrosia - Marks 10 min 15 min - Rosdahl - Rosdahl 8 min 3 min Per Chairs Guideline Confirm during the Closing EC Plenary. EEE 802 Report Page 35 IEEE 802 March 2018 Plenary

  36. March 2018 doc:802 EC-18/0028r3 *F8.06 Call for Tutorials for July 2017 Plenary Tutorials to be held Monday, 8 July 2018 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. 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 EEE 802 Report Page 36 IEEE 802 March 2018 Plenary

  37. March 2018 doc:802 EC-18/0028r3 Straw Poll for Returning to This Venue Would you like to return to this venue? 802.3 -- Y: 62 N: 109 802.11 Y:28 N: 51 802.15 - Y:5 N: 18 802 EC : y:8 N: 4 Did you enjoy the social? 802.3 Y: 65 N: 37 Did Not Attend: 40 802.11 Y: 26 N: 20 Did Not Attend: 29 802.15 -- Y: 8 N: 2 Did not Attend: 12 802 EC: Y: 12 N: 1 Did Not Attend: 1 EEE 802 Report Page 37 IEEE 802 March 2018 Plenary

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