Submission doc.: IEEE 802-EC-14/0080r4 Jon Rosdahl, CSRSlide 1 ExSec Agenda Items November 2014 Date: 2014-11-07 Authors:

ExSec Agenda Items November 2014

Jon Rosdahl, CSRSlide 1ExSec Agenda Items November 2014Date: 2014-11-07

Authors:Submissiondoc.: IEEE 802-EC-14/0080r4doc.: IEEE 802-EC-14/0080r3November 2014Jon Rosdahl, CSRPage 1SubmissionJon Rosdahl, CSRSlide 2AbstractMonday Opening EC Items:5.13 Future Venue Contract Status

Friday Closing EC Items:F4.01 Future Venues ReportF4.02 March Meeting FeeF4.03 Future Leadership Conferences (Workshops)*F8.044 Executive Secretary Report*F8.06 Announcement of 802 EC Interim Telecon (Tuesday 3 Feb 2015, 1-3pm ET)*F8.07 Call for Tutorials for Mar 2015 Plenary (Monday, 9 March 2015)

Submissiondoc.: IEEE 802-EC-14/0080r4doc.: IEEE 802-EC-14/0080r3November 2014Jon Rosdahl, CSRPage 2SubmissionMonday Opening EC Mtg5.13 Future venue contract statusJon Rosdahl, CSRSlide 3Submissiondoc.: IEEE 802-EC-14/0080r4M5.13 Future venue contract statusFuture Venue Contract Status Document:802-EC-12/40r8More details to be added to spreadsheetContracts completed since July:2015 March Estrel - Berlin2016 March The Venetian Macao2017 July Estrel - BerlinTargets for Consideration this week:2017 March: Dallas Atlanta - Orlando2017 November: Orlando2018 November: SingaporeTuesday 6:05 7:15 Crocket A - discussionSlide 4Jon Rosdahl, CSRSubmissiondoc.: IEEE 802-EC-14/0080r4doc.: IEEE 802-EC-14/0080r3November 2014Jon Rosdahl, CSRPage 4SubmissionFuture Venues IEEE 802 Plenary Sessions Presented at Grand Hyatt San Antonio, November 2014MEETING VENUE OPTIONS: MARCH, 2017HOTEL: GRM$: MR$: F&B-MIN$: WIFI:HR DALLAS$239/NTCOMPNO F&B MIN*TBC- ROOM RATE INCLUDES INTERNET ACCESS- * TO BE CONFIRMEDHR ATLANTA$199/NTS/DCOMP$100,00O++TBCROOM RATE INCLUDES INTERNET ACCESS200 GUEST ROOMS AT EARLY BIRD OF $189/NT S/DCARIBE ORLANDO$170/NTCOMPTBCTBC- ROOM RATE INCLUDES INTERNET ACCESS- MAX GUEST ROOMS 500 + OVERFLOW AT BUENA VISTA 200 AT $150/NT- FOOD TRUCKS CAN BE BROUGHT ONTO THE HOTEL PROPERTY FOR LUNCH SERVICES.- COMPLIMENTARY HOTEL TRANSPORTATION IS AVAILABLE IN THE EVENING HOURS TO LOCAL ATTRACTIONS AND RESTAURANTS.At the present, Face to Face Events is waiting for additional meeting specifications and pricing from the venues listed above. Please consider these destinations for March 2017.

Jon Rosdahl, CSRSlide 5Submissiondoc.: IEEE 802-EC-14/0080r45SubmissionFuture Venues IEEE 802 Plenary Sessions Presented at Grand Hyatt San Antonio, November 2014MEETING VENUE OPTIONS: NOVEMBER 2017HOTEL: GRM$: MR$: F&B-MIN$: WI-FI:CARIBE ORLANDO$139/NTCOMP nonest $7500- Room rate includes internet access- Food trucks can be brought onto the hotel property for lunch services- Complimentary hotel transportation is available in the evening hours to local attractions and restaurants.- 600 Group BlockNOTE:Hilton New Orleans /Hyatt New Orleans and Hyatt Regency Orlando are not available for the November 2017 meeting dates.At the present, face to face events is waiting for additional meeting specifications and pricing from the venue listed above. Please consider this destinations for November 2017.

Jon Rosdahl, CSRSlide 6Submissiondoc.: IEEE 802-EC-14/0080r46SubmissionFuture Venues IEEE 802 Plenary Sessions Presented at Grand Hyatt San Antonio, November 2014MEETING VENUE OPTIONS: November 2018HOTEL: GRM$: MR$: F&B-MIN$: WI-FI:Suntec Convention VariesTBCTBC TBCCenter-Bob has nearly got this deal doneVerbal report given by Bob during the Opening EC meetingJon Rosdahl, CSRSlide 7Submissiondoc.: IEEE 802-EC-14/0080r47SubmissionEC Closing Plenary Agenda ItemsF4.01 Future Venues ReportF4.02 March Meeting FeeF4.03 Future Leadership Conferences (Workshops)*F8.044 Executive Secretary Report*F8.06 Announcement of 802 EC Interim Telecon (Tuesday 3 Feb 2015, 1-3pm ET)*F8.07 Call for Tutorials for Mar 2015 Plenary (Monday, 9 March 2015)Slide 8Jon Rosdahl, CSRSubmissiondoc.: IEEE 802-EC-14/0080r4Next meeting reminderJanuary 2015 Atlanta Deadlines Hotel EARLY BIRD RATE (November 21, 2014): $US 169/Night (plus applicable taxes) subject to availability and will only be available until 50% (1500 rm nights) of the IEEE 802 Group Block has been filled or November 21, 2014 which ever comes first.

Hotel EEE 802 GROUP RATE (Friday December 19, 2014): $US 179/Night (plus applicable taxes)subject to availability and will be available until Friday December 19th or the Group Block (3000 rm nights) has been filled which ever comes first.

Meeting Registration deadlines:Early: Before 6 PM Pacific Time, Friday, December 5, 2014Standard: After Early and before 6 PM Pacific Time, Wednesday January 7, 2015Late/On-site: After 6 PM Pacific Time, Wednesday January 7, 2015Slide 9Jon Rosdahl, CSRNovember 2014Submissiondoc.: IEEE 802-EC-14/0080r42015 March Plenary - March 8-13, 2015Estrel Berlin Germany --Time to make Hotel Reservations Meeting Registrations expected to open first week of December 2014.Hotel Reservation Deadline: IEEE 802 GROUP RATE DEADLINE*: MONDAY, JANUARY 12, 2015 (Germany*)

ESTREL HOTEL CANCELLATION POLICY * Individual guest room reservations can be cancelled free of charge until 4 weeks prior to arrival date.* After this date, all cancellations or no shows, the Estrel will charge 80% of the room rate as cancellation charges.* Cancel Reservation by email: [email protected]

Slide 10Jon Rosdahl, CSRNovember 2014Submissiondoc.: IEEE 802-EC-14/0080r4Motion to Approve 2015 Berlin Meeting Fee stepsMove to eliminate the Early registration step in the registration process for 2015 March Plenary in Berlin.Moved: Jon Rosdahl 2nd: Clint ChaplinResult: 9 y 3 N 2 A Motion Passes

Slide 11Jon Rosdahl, CSRSubmissiondoc.: IEEE 802-EC-14/0080r4Future Venue Meeting discussionMarch 2017Looked at corporate contacts for any Hyatt, or Hilton Hyatt/Fairmont Vancouver as a combo was also a possibilityBids from Atlanta/Dallas/Orlando/Vancouver

Nov 2017Caribe Orlando, FL Very good dealAtlanta/Dallas/New Orleans/Seattle not available/too costly..Slide 12Jon Rosdahl, CSRSubmissiondoc.: IEEE 802-EC-14/0080r4March 12-17, 2017 - Vancouver, Bc, CanadaMeeting Venue: Hyatt Regency Vancouver/ Fairmont Hotel VancouverMEETING VENUE TYPE: 4-5-star Hotels

Number Of Meeting Rooms: 40 (Hyatt And Fairmont)Estimated Function Space Cost: ComplimentaryF&B Minimum: $75,000++CAD Per HotelAV Available: Out-sourceNetwork Available: Out-sourceGuest Room Block Recommended: 500-600 50% Each HotelRecommended Hotel(s): Hyatt Regency Vancouver / Fairmont Hotel VancouverEstimated Room Rates: $195++ CAD/nt Single (est. $170++ US/nt)Closest International Airport: Vancouver International AirportSecondary Transportation Required: Taxi or Canada LineBusiness Currency & Estimated Exchange Rate: 1 CAD $$Dollar = USD$1.14Incentives (Government, Trade, Tourism etc.): not available.`Jon Rosdahl, CSRSlide 13Submissiondoc.: IEEE 802-EC-14/0080r413SubmissionMotion to Approve Venue for 802 Plenary Session March 2017Approve Hyatt Regency Vancouver/ Fairmont Hotel Vancouver, Vancouver, BC, Canada, as the site for the IEEE 802 Plenary Session March 12-17, 2017.

Moved: Jon Rosdahl 2nd: Clint ChaplinResult: 14 y 0 n 0 a Motion PassesSlide 14Jon Rosdahl, CSRSubmissiondoc.: IEEE 802-EC-14/0080r4November 5-10, 2017 - Orlando, FloridaMeeting Venue: Caribe Hotel and Convention CenterMeeting Venue Type: 3-Star Hotel

Number Of Meeting Rooms: 40 Estimated Function Space Cost: complimentaryF&B Minimum: none required , Food Trucks available for lunch servicesAV Available: Out-sourceNetwork Available: Out-source, 100 Mbps - $7500 USGuest Room Block Recommended: 600 (all at the Caribe)Recommended Hotel(s): CaribeEstimated Room Rates: $139++ /nt Single Closest International Airport: Orlando International AirportSecondary Transportation Required: Taxi or Car RentalBusiness Currency & Estimated Exchange Rate: US DollarOther: Complimentary hotel transportation is available in the evening hours to local attractions/restaurants/other entertainment.

Jon Rosdahl, CSRSlide 15Submissiondoc.: IEEE 802-EC-14/0080r415SubmissionMotion to Approve Venue for 802 Plenary Session November 2017Approve Caribe Hotel and Convention Center, Orlando, Florida, as the site for the IEEE 802 Plenary Session November 5-10, 2017.

Moved: Jon Rosdahl 2nd: Clint ChaplinResult: 14 y 0 n 0 a Motion PassesSlide 16Jon Rosdahl, CSRSubmissiondoc.: IEEE 802-EC-14/0080r4F4.03 Future Leadership Conferences (Workshops)Potential Future Workshop Dates:

Atlanta One of January 2015 or 2016

San Diego - One of July 2014 or 2016 or 2018 Slide 17Jon Rosdahl, CSRSubmissiondoc.: IEEE 802-EC-14/0080r4Workshop Leadership History2009 - 1st Workshop: Geoff and James2011 - 2nd Workshop: Bruce and Jon2012 - 3rd Workshop: Roger and Steve2013 - 4th Workshop: Adrian and Adrian2014 - 5th Workshop: Subir and ApurvaFuture Candidates:Glenn, David, Mike, Bob,Pat, John D., Clint

Slide 18Jon Rosdahl, CSRJuly 2014Submissiondoc.: IEEE 802-EC-14/0080r4 *F8.034 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 servicesCarry out Duties of Treasurer if Treasurer unavailableChairs Guideline list of major duties:1) 802 Meetings: Efficiency Improvement2) 802 Plenary Sessions: Facilities and Services3) IEEE 802 Registration Database4) Assist IEEE 802 TreasurerSlide 19Jon Rosdahl, CSRJuly 2013Submissiondoc.: IEEE 802-EC-14/0080r4*F8.06 Announcement of 802 EC Interim Telecon (Tuesday 3 Feb 2015, 1-3pm ET)Agenda for Interim EC meeting Tuesday 3 Feb 2015 1-3PM ETInitial Proposed Draft Agenda1. Welcome/Intro/Approve Agenda - Nikolich5 min 2. Report: Nov EC Action Item Summary-DAmbrosia5 min3. Report: July 2015 Waikoloa Plenary Status - Rosdahl3 min-- 4. Report: Mar 2015 Berlin Plenary Session Status - Rosdahl3 min--5. Network RFP/contract progress report -Rosdahl5 minPer Chairs Guideline Confirm during the Closing EC Plenary.Slide 20Jon Rosdahl, CSRJuly 2013Submissiondoc.: IEEE 802-EC-14/0080r4*F8.07 Call for Tutorials for Mar 2015 PlenarySlide 21Jon Rosdahl, CSRTutorials to be held Monday, March 9, 2015Tutorial Request form: http://www.ieee802.org/802_tutorials/802_Tutorial_Request_Form.docAs a reminderplease 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 23 Jan 2015.

Submissiondoc.: IEEE 802-EC-14/0080r4Jon Rosdahl, CSRSlide 22Referenceshttps://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-08-00EC-802-plenary-future-venue-contract-status.xlsx

Submissiondoc.: IEEE 802-EC-14/0080r4doc.: IEEE 802-EC-14/0080r3November 2014Jon Rosdahl, CSRPage 22SubmissionNameAffiliationsAddressPhoneemail

Jon RosdahlCSR Technologies Inc10871 N 5750 WHighland, UT [email protected]