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ExSec Agenda Items July 2014

ExSec Agenda Items July 2014. Authors:. Date: 2014-07-14. Abstract. 2014 July: Agenda Items for 802 Executive Secretary: Monday: 5.13 Future venue contract status & Vendor Contract Renewal Status. (Note - Executive Session to be held tenatively Tuesday, 15-Jul, 7 to 8 am.).

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ExSec Agenda Items July 2014

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  1. ExSec Agenda Items July 2014 Authors: • Date:2014-07-14 Jon Rosdahl, CSR

  2. Abstract • 2014 July: Agenda Items for 802 Executive Secretary: • Monday: • 5.13 Future venue contract status & Vendor Contract Renewal Status. (Note - Executive Session to be held tenatively Tuesday, 15-Jul, 7 to 8 am.) Jon Rosdahl, CSR

  3. Jon Rosdahl, CSR IEEE 802 Plenary July 2014 – San Diego, CA– Monday EC Plenary Agenda item: 5.13

  4. Agenda item: 5.14 Future venue contract status & Vendor Contract Renewal Status • Updated Future Venues File posted: • https://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-07-00EC-802-plenary-future-venue-contract-status.xlsx • Future Venues Discussion • Meeting on Wed 8-10am – Banker Hill • Future Meeting Space allocation – • Do not plan on more than 5 or 6 rooms in parallel. • Size: 100% -75% -50% -25% -~20 people • WG/TAGs less than 30 get only one room Jon Rosdahl, CSR

  5. 802 Sponsored Meetings • 2014 Nov 2-7 – Grand Hyatt San Antonio, TX • 2015 January 11-16 – Hyatt Regency Atlanta, GA • 2015 March 8-13 – Estrel Hotel, Berlin, Germany • 2015 July 12-17 – Hilton Waikoloa Village, HI • 2015 Nov 8-13 – Hyatt Regency Dallas, TX • 2016 January 17-22 – Hyatt Regency Atlanta, GA Jon Rosdahl, CSR

  6. March 8-13, 2015 Berlin, Germany Estrel hotel and convention center • NUMBER OF MEETING ROOMS: ~40+ - • BASED ON # ATTENDEES: 600 • Estimated Cost: $578,000 (Includes Lunch) • Est. Per Person: $964 • Est. Loss: $176,000 • GUEST ROOM BLOCK RECOMMENDED: Yes • ESTIMATED ROOM RATE: ~157 € ($213) single, • Includes, VAT, buffet breakfast & WiFi • Exchange Rate: 1 € =$1.36 USD. • Incentives (Government, Trade, Tourism etc.): • Signing bonus available 10% on Mtg Room rental – possible to have extra with 2-meeting deal Jon Rosdahl, CSR

  7. July 9-14, 2017 Berlin, Germany Estrel Hotel and Convention center • NUMBER OF MEETING ROOMS: ~40+ • BASED ON # ATTENDEES: 600 • Estimated Cost: $490,000 (Includes Lunch) • Est. Per Person: $817 • Est. Loss: $88,000 • GUEST ROOM BLOCK RECOMMENDED: Yes • ESTIMATED ROOM RATE: ~117 € ($159) single, • Includes, VAT, buffet breakfast & HighspeedWiFi • Exchange Rate: 1 € =$1.36 USD. • Incentives (Government, Trade, Tourism etc.): 10% of mtg room rental if signed by Dec 14 (~$10k savings) Jon Rosdahl, CSR

  8. Jon Rosdahl, CSR July 9-14, 2017 Waikoloa Move Plenary Contract to Nov 2019 Waikoloa Hilton Waikoloa Hotel • NUMBER OF MEETING ROOMS: ~40+ • BASED ON # ATTENDEES: 661 • 2012 act Cost: $297,999.40++ (Includes Breakfast And Lunch) • 2012 Act Per Person: $752.81 • 2012 Act Loss: $80,000 • GUEST ROOM BLOCK RECOMMENDED: Yes • ESTIMATED ROOM RATE: ~$169/189++ single, • Includes: Exemption of resort fee $25 per night, Wi-Fi • Incentives (Government, Trade, Tourism etc): none • Add 2 Interims – Same prices – Avoid Penalties

  9. March 13-18, 2016 Macau, PRC Sands Venetian Macau Hotel & Conference Center, Macau, PRC • NUMBER OF MEETING ROOMS: ~48+ • BASED ON # ATTENDEES: 725 • Estimated Cost: $400,000 (Includes Breakfast/Lunch) • Est. Per Person: $582 • Est. Gain: $2,000 • GUEST ROOM BLOCK RECOMMENDED: Yes • ESTIMATED ROOM RATE: • Early-bird Rate: 1,550 MOP (=$190US) up to 38% of block by 12/31/2015 • Std Room Rate: 1,750 MOP (=$220US) ≥47% • Budget (@Holiday Inn): 1,000 MOP (=$125US) < 10% of block • +15% svc+tax • Exchange Rate: 1 € =$1.36 USD. • Incentives (Government, Trade, Tourism etc.): US$250K Jon Rosdahl, CSR

  10. Details: March 13-18, 2016 Macau, PRC Sands Venetian Macau Hotel & Conference Center, Macau, PRC • Meeting Rooms: 48+ (~65 with all breakouts), • Contract Based on 725 attendees • Guaranteed Function Space Cost: $0, all included with Room Block proposed • AV Provided: Yes, with Hi-Resolution LCD Projectors and Mics (included in DDR) • Network : All fiber distribution with Enet jacks, ≥1Gb/s in all meeting areas • Guestroom Block: 600+ (725 initial) (=3,454 Room Nights total), attrition for <75% • Early-bird Rate: 1,550 MOP (=$190US) +15% svc+tax, up to 38% of block by 12/31/2015 • Std Room Rate: 1,750 MOP (=$220US) +15% svc+tax, ≥47% of block after 12/31/2015 • Note: Fri & Sat nt rates are higher: Early (=2000&2600 MOP), Std (=2200&2800 MOP) • Budget (@Holiday Inn nextdoor): 1,000 MOP (=$125US)+15% svc+tax ≥10% of block • Full Daily Delegate Rate(DDR): 840 MOP/day (=$105US) +10% svc, includes buffet breakfast, buffet lunch, AM & PM Breaks, and all AV services. • Estimated Exchange Rate: 1.00 MOP =US$0.13 (7.098 MOP = US$1) • Incentives (Government, Trade, Tourism, Sponsors, etc.): Yes, est. amounts ~US$250K Jon Rosdahl, CSR

  11. PCO RFP • Professional Conference Organizer (PCO) Request For Proposal (RFP) • Schedule of Events: • 28 April 2014RFP distributed to 10 suppliers • 15 May 2014 Supplier intention to bid or not bid due • 7 Suppliers indicate willingness to Bid • 30 May 2014RFP due to IEEE Executive Secretary • 6 Suppliers provide a response to RFP • 18 July 2014 Supplier notification of contract award • 30 July 2014 Final Contract executed Jon Rosdahl, CSR

  12. Jon Rosdahl, CSR 10 Potential PCO Providers • Association Management Solutionshttp://www.amsl.com/ • Conference Directhttp://conferencedirect.com • Face to Face Eventshttp://www.facetoface-events.com • Hamilton Group Meeting Plannershttp://www.hgmp.com/ • IEEE Meeting and Conference Managementhttp://ieeemcm.org • 6. Airinexhttp://www.arinex.com.au/ • 7. Strategic Business Communications, Inc.www.sbcinc.info • PerfectPlanIthttp://www.perfectplanit.com • Inventureshttp://www.inventures.com/ • Plannernethttp://www.plannernet.com/

  13. Tuesday 7-8 am PCO Bid Review • Executive Session Review of Bids and the proposal from IEEE EC RFP AdHoc Committee: • Tuesday Morning 7-8am in Banker Hill • All Bid Information is available to IEEE 802 EC members in Executive Session. • Please remember we have an NDA executed with the Bidders and the IEEE. We want to ensure we do not disclose any of the bidding information. Jon Rosdahl, CSR

  14. 2015 Network RFP Plan • Request for Proposal (RFP) to begin in November • AdHoc RFP Committee to be formed • Schedule of Events: • 28 Nov 2014RFP distributed to suppliers • 12 Dec 2014 Supplier intention to bid or not bid due • 30 Jan 2015RFP due to IEEE Executive Secretary • 13 March 2015 Supplier notification of contract award • 31 March 2015 Final Contract executed Jon Rosdahl, CSR

  15. References Jon Rosdahl, CSR

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