Executive Secretary Agenda Items November Plenary - Waikoloa

Executive Secretary Agenda Items November Plenary - Waikoloa

November 2019 doc:802 EC-19/0193r0 Executive Secretary Agenda Items November 2019 Plenary Jon Rosdahl IEEE 802 Executive Secretary [email protected] EEE 802 Report Page 1 November 2019 doc:802 EC-19/0193r0 Event Conduct and Safety Statement IEEE believes that science, technology, and engineering are fundamental human activities, for which openness, international collaboration, and the free flow of talent and ideas are essential. Its meetings, conferences, and other events seek to enable engaging, thought-provoking conversations that support IEEEs core mission of advancing technology for humanity. Accordingly, IEEE is committed to providing a safe, productive, and welcoming

environment to all participants, including staff and vendors, at IEEE-related events. EEE 802 Report IEEE 802 November 2019 Plenary Page 2 November 2019 doc:802 EC-19/0193r0 Event Conduct and Safety Statement IEEE has no tolerance for discrimination, harassment, or bullying in any form at IEEE-related events. All participants have the right to pursue shared interests without harassment or discrimination in an environment that supports diversity and inclusion. Participants are expected to adhere to these principles and respect the rights of others. IEEE seeks to provide a secure environment at its events. Participants should report any behavior inconsistent with the principles outlined here, to onsite staff, security or venue personnel, or [email protected] EEE 802

Report IEEE 802 November 2019 Plenary Page 3 November 2019 doc:802 EC-19/0193r0 802 Exec Sec Agenda Items 5.14 II myProject redesign Status Report 5 Min 5.18 II Update Finances 40th Anniversary Social 5 Min 6.02 II Current and Future Venue Report 10 Min EEE 802 Report IEEE 802 November 2019 Plenary Page 4 November 2019

doc:802 EC-19/0193r0 5.14 II myProject redesign Status Report 5 Min Purpose of MyProject upgrade: Replace all current functionalities using modern, reliable, flexible and scalable technology and a modern scripting language (JavaScript). Update any functionalities to the current Board-approved processes Include terminology changes from Sponsor and Sponsor ballot to Standards Committee and Standards Association Include GDPR requirements Additional and improved functionality and usability comments are saved for consideration in subsequent releases EEE 802 Report IEEE 802 November 2019 Plenary Page 5 November 2019 doc:802 EC-19/0193r0

5.14 myProject redesign Status Report As reported during the IEEE SA SASB mtg Nov 7, 2019: Development, regression and performance testing continuing through sprints Closeout of must fix items continues; A backlog of future improvements remains (implemented after roll-out) Scheduled volunteer testing: December 2-6, 2019 Go No Go announcement expected by Dec 13, 2019 Expect cutover to updated myProject: January 27 to February 2, 2020 After 802 and PES meetings If extensive fixes and retesting are required, dates will change Go-live considerations include must-fix issues discovered during user testing and retests EEE 802 Report IEEE 802 November 2019 Plenary Page 6 November 2019 doc:802 EC-19/0193r0

5.14 myProject redesign Status Report Cutover scheduling: No ballots should be in progress during cutover: one week blackout period. If cutover begins January 27, 2020: Last day to open a 30-day ballot is Friday, December 27, 2019 Last day to open a 30-day ballot invitation is Friday, December 27, 2019 Last day to open a 10-day recirculation is Thursday, January 16, 2019 First day to resume MyProject actions is no later than Monday, February 3, 2019 If Testing finds extensive fixes and retesting are required, dates will change. Report IEEE 802 November 2019 Plenary EEE 802 Page 7 November 2019 doc:802 EC-19/0193r0 Potential IEEE/IEEE-SA Tool Changes During the IEEE-SA Standards Board meeting last Thursday, in the IEEE-SA Managing Directors report from Konstantinos included a bullet on a Mentor and IMAT replacement.

The report slides said that requirements discovery was underway, that the IEEE-SA is looking for opportunities to meet needs of users with a COTS or customized COTS solutions, and that there was a buy vs build analysis underway. The IEEE is also starting to evaluate new financial tool optoins that would replace NetSuite. EEE 802 Report IEEE 802 November 2019 Plenary Page 8 November 2019 doc:802 EC-19/0193r0 5.18 II Update Finances 40th Anniversary Social 5 Min From Oct 4th 2019 Telecon: In March 2020 have the opportunity to go to Georgia Aquarium for the March Social. Rosdahl was asking for feedback about the event and if there should be a $25 fee for participation for the event. There was discussion regarding the venue and cost. EC agreed that the Social budget (without objection) of 90K was ok. The chair asked if there were any objections to proposed $25 fee for the social. There were none

EEE 802 Report IEEE 802 November 2019 Plenary Page 9 November 2019 doc:802 EC-19/0193r0 5.18 Update Finances 40th Anniversary Social Social Budget: $90,000 Includes: 5 Busses looping transport (5:45pm to 10:30pm ) Aquarium Admission $ 7,500 $10,770 Evening Aquarium Admission (6PM to 9PM) (600 at $17.95) Guests to receive a wristband as they exit the Ballroom into the Rotunda for touring. The wristband allows access in and out of the ballroom during the event. Reception Stations (6pm-8pm) Sample Menu (600 at $55) - $33,000

Beer and Wine Cash Bar (6pm-10pm) $ 9,900 2 drink tickets ($8,400); Cashier/Bar Tender ($1,500) EEE 802 Report IEEE 802 November 2019 Plenary Page 10 November 2019 doc:802 EC-19/0193r0 6.02 Current and Future Venue Report IEEE 802 Things to Know Thanks Face to Face Events IEEE 802 Things to Know ppt file Emailed to EC Members 10 Nov. IEEE 802 Things to Know memo sent to Attendees 11 Nov. EEE 802 Report IEEE 802 November 2019 Plenary

Page 11 November 2019 doc:802 EC-19/0193r0 What you need to know about the IEEE 802 Plenary Session November 10-15, 2019 Waikoloa, Hawaii, USA EEE 802 Report Page 12 November 2019 doc:802 EC-19/0193r0 Who is Meeting Where and When Scheduled Sessions http://schedule.802world.com/schedule/schedule/show Meeting Space Maps Map Page: http://802world.org/plenary/meeting-map/ How to read room numbers on schedule

IEEE 802 will be using Covention Center at the Hilton Waikoloa, Ground Floor/Lagoon Level Access to Meeting Space, at Hilton Waikoloa Tram Stop, Conference Center (Elevator Access) Property Walking Paths (Head towards the Grand Promenade) Grand Staircase from Main Lobby EEE 802 Report IEEE 802 November 2019 Plenary Page 13 November 2019 doc:802 EC-19/0193r0 Where to Attend Sessions, Pick Up an Event Name Badge and Log Session Attendance All sessions shall take place in the Convention Center at the Hilton Waikoloa Village

Registration shall be located in the Grand Promenade of the Convention Center. Name Badges, Registration and Event Information Available Sunday Monday Friday November 15th 7:30 AM 12:00 PM https://www.regonline.com/builder/site/Default.aspx?EventID=2569183 Attendance Tool (IMAT) Report November 11th Thursday November 14th 7:30 AM 5:00 PM Registration Website

November 10th 5:00 PM 8:00 PM https://imat.ieee.org/my-site/home IEEE 802 November 2019 Plenary EEE 802 Page 14 November 2019 doc:802 EC-19/0193r0 Internet - Meeting Network Meeting Space Network Hilton Waikoloa Convention Center Meeting Space and Break Areas SSID: IEEE802

Password: Wireless Meeting Near Encryption Protocol: WPA2 Pre Shared Key Space Network Help the meeting room Kona 1 Linespeed Report ieeeieee Staff will be available IEEE 802 November 2019 Plenary EEE 802 Page 15 November 2019 doc:802 EC-19/0193r0

Getting Something to Eat and Drink Attendee Food and Beverage Breaks Continental Breakfast 7:30 AM 8:30 AM AM Coffee/Tea Break 10:00 AM 11:00 AM PM Coffee/Tea Break w/ snacks 3:00 PM 4:00 PM Lunch Service Monday Thursday 12:00 PM 1:30 PM Friday Lunch Service For attendees of Friday Sessions 12:00 PM 1:30 PM Lagoon Lanai, with overflow seating Waters Edge Ballroom Lagoon Lanai Food and Beverage for Registered Attendees Only Please Report IEEE 802 November 2019 Plenary

EEE 802 Page 16 November 2019 doc:802 EC-19/0193r0 Request for information from 802 Plenary WG Attendees We need to try to get an accurate count to prepare for the Breaks and Lunch on Friday. During your WG Opening Plenary, we need to determine how many will be staying to attend the 802 EC Closing Plenary, the 802.11 Closing Plenary and/or the 802.1 " IEC/IEEE 60802" meetings on Friday Nov 15. Please report back to Jon by end of day Monday Nov 11 Questions to Ask: If you be at one of the three meetings on Friday ( 802 EC Closing Plenary, the 802.11 Closing Plenary or the 802.1 " IEC/IEEE 60802" meeting ) will you participate (eat/drink) : with the AM Break? with Lunch? with the PM Break? EEE Please report all three numbers as it will effect our guarantees for F&B expenses for Friday. 802 Report IEEE 802 November 2019 Plenary

Page 17 November 2019 doc:802 EC-19/0193r0 Audio Visual SCREENS, MICROPHONES ETC If you have any difficulty with the screens, microphones or other sound equipment in your meeting room kindly contact: Face to Face Events staff at the Registration and Information Desk OR Email: [email protected] PROJECTORS All projectors are equipped with HDMI connections. You are responsible for providing your own HDMI adapter. Note: No VGA cables are provided. Please turn off the projectors at the close of each meeting. Please notify Linespeed in Waikoloa 1 or send an email to [email protected] if you need assistance with your projector. Report IEEE 802 November 2019 Plenary EEE 802 Page 18

November 2019 doc:802 EC-19/0193r0 Tourism Information SpeediShuttle IEEE 802 Booking Website (See coupon on Badge) https://www.speedishuttle.com/a/multiaff/sp1/res/one_way?reservation _params=1&trip[0][service_area]=4&code=F2F88721&trip[trip_type]=ro undtrip&host=https://www.speedishuttle.com/ Tourism Hawaii, Big Island Website https://www.gohawaii.com/islands/hawaii-big-island Hilton Waikoloa Specials for Attendees and their guests. Big Island Breakfast $US35.00 inclusive (gratuity additional) 3 Course Prix Fix Menu at KPC, $US72.00 Vista Hour (Happy Hour) at Nui Italian 5:00 pm to 6:00 pm and 9:00 pm to 10:00 pm Restaurants https://www.gohawaii.com/islands/hawaii-big-island/restaurants https://www.queensmarketplace.net/dining/ Report IEEE 802 November 2019 Plenary EEE 802 Page 19

November 2019 doc:802 EC-19/0193r0 Social Event Who All registered attendees and their guests are welcome to purchase tickets to attend. Tickets are $US24.99 per person, a maximum of 600 tickets sold Purchase tickets online by logging into registration:: https://www.regonline.com/registration/Checkin.aspx?EventId=2569183 What Live Music Hear the live energetic drum beats and Polynesian folk music Breathtaking Dance Watch the stage come alive with hula dancing and fire performers Delicious Cuisine Taste exotic flavors and locally sourced island ingredients, buffet style. Bar Service shall be available, the purchase of ticket includes a drink coupon. Where King Kamehameha Court --- WRIST BAND REQUIRED Pickup starting Tuesday 1pm

When Wednesday November 13th, 2019 6:30 PM 8:30 PM Report EEE 802 IEEE 802 November 2019 Plenary Page 20 November 2019 Special Event doc:802 EC-19/0193r0 - Dolphin Quest in Lagoon Who All registered attendees and their guests are welcome to enjoy the show. What Start your morning with a blend of adventure and tranquility. Youll enjoy starting your day alongside the dolphins in the spacious Hilton Waikoloa Village Main Lagoon filled with marine life and a cascading waterfall.

Where Lagoon, seating in Lagoon Lanai or in areas surrounding the Lagoon. When Tuesday November 12th, 2019 7:35 AM Report EEE 802 IEEE 802 November 2019 Plenary Page 21 November 2019 doc:802 EC-19/0193r0 Meeting Planner Contact Information Face to Face Events Event Office(s) Meeting Planner Office Waikoloa 1 Meeting Planner Direct Dawn Slykhouse

Mobile # 1 (408) 594-1342 Email: [email protected] Skype: dslykhouse Lisa Ronmark Mobile # 1 (604) 316-4947 Email: [email protected] Skype: lisa.ronmark Requests/Inquiries/Schedule Updates [email protected] EEE 802 Report IEEE 802 November 2019 Plenary Page 22 November 2019 doc:802 EC-19/0193r0 2020 Future Venues 15-20 March 2020

Hilton Atlanta, Atlanta, GA, USA 40th Anniversary Celebrations!! 12-17 July 2020 Sheraton Centre Montreal, Montreal, Canada 8-13 November 2020 Marriott Marquis Queens Park, Bangkok, Thailand EEE 802 Report IEEE 802 November 2019 Plenary Page 23 November 2019

doc:802 EC-19/0193r0 2021 Future Venues 14-19 March 2021 Hyatt Regency Denver at Colorado Convention Center Contract Executed 11-16 July 2021 Marriott Madrid Auditorium Contract under negotiations 14-19 November 2021 Hyatt Regency Vancouver Contract executed EEE 802 Report

IEEE 802 November 2019 Plenary Page 24 November 2019 doc:802 EC-19/0193r0 More Future Venues Committed Future Venues Contract Executed 2022 July 10-15 - Sheraton Centre Montreal 2023 Nov 12-17 Hawaiian Village (Oahu) 2027 Nov 14-19 Hawaiian Village (Oahu) Committed Future Venues Contract negotiations underway. 2021 July 11-16 Marriott Madrid, Spain 2023 July 9-14 Estrel, Berlin, Germany Potential Venues: - Discuss on Thursday Future Venues AdHoc EEE 802 Report IEEE 802 November 2019 Plenary Page 25 November 2019

doc:802 EC-19/0193r0 Request for WG Straw Poll concerning this Venue How many people would like to come back to this venue (did you like the venue) (Y/N)? (Please report Yes and No results from your closing plenary meetings) EEE 802 Report IEEE 802 November 2019 Plenary Page 26 November 2019 doc:802 EC-19/0193r0 FUTURE VENUE ADHOCS -EEE 802 Report IEEE 802 November 2019 Plenary Page 27

November 2019 doc:802 EC-19/0193r0 Next Venue Meeting planning Thurs 7:30 am Proposed Agenda: Start time 7:30 am Review meeting space plan for 2020 March Plenary Hilton Atlanta, Atlanta, GA, USA Adjourn 8:00am EEE 802 Report IEEE 802 November 2019 Plenary Page 28 November 2019 doc:802 EC-19/0193r0 Future Venues AdHoc Thurs 8 am Proposed Agenda:

Start time 8:00 am Venue locations: Austin JW Marriott (Con) Seattle - Hyatt Melbourne Australia Baltimore --- Marriott New Orleans Hyatt Regency New Orleans Open RFP for 2022 dates March and November (Asia/US Domestic) Open RFP for 2023 dates March (US Domestic) Open Dates for 2024 March, July, Nov Asia/Pacific for one Venue End time 9:00am Report EEE 802 IEEE 802 November 2019 Plenary Page 29 November 2019 doc:802 EC-19/0193r0 2021 Future Venues

14-19 March 2021 Hyatt Regency Denver at Colorado Convention Center Contract Executed 11-16 July 2021 Marriott Madrid Auditorium Contract under negotiations 14-19 November 2021 Hyatt Regency Vancouver Contract executed EEE 802 Report IEEE 802 November 2019 Plenary Page 30

November 2019 doc:802 EC-19/0193r0 More Future Venues Committed Future Venues Contract Executed 2022 July 10-15 - Sheraton Centre Montreal 2023 Nov 12-17 Hawaiian Village (Oahu) 2027 Nov 14-19 Hawaiian Village (Oahu) Committed Future Venues Contract negotiations underway. 2021 July 11-16 Marriott Madrid, Spain 2023 July 9-14 Estrel, Berlin, Germany Potential Venues: - Discuss on Thursday Future Venues AdHoc EEE 802 Report IEEE 802 November 2019 Plenary Page 31 November 2019 doc:802 EC-19/0193r0 FRIDAY CLOSING EC PLENARY

4.01: II Future Venues AdHoc Report 8.044 II Executive Secretary Report 8.06 II Announcement of 802 EC Interim Telecon (Tuesday 4 Feb 2020, 1-3pm ET ) 8.07 II Call for Tutorials for March 2020 Plenary EEE 802 Report IEEE 802 November 2019 Plenary Page 32 November 2019 doc:802 EC-19/0193r0 F4.01 Future Venue AdHoc Report EEE 802 Report IEEE 802 November 2019 Plenary Page 33

November 2019 doc:802 EC-19/0193r0 Straw Poll Results for Returning to This Venue Would you like to return to this venue? 802.1 -- Y: N: 802.3 -- Y: N: 802.11 Y: N: 802.15 Y: N: 802.18 - Y: N: 802.21 Y: N: 802.22 - Y: N: 802 EC Y: N: EEE 802

Report IEEE 802 November 2019 Plenary Page 34 November 2019 doc:802 EC-19/0193r0 Future Venue Insight Future 802 Plenary Sessions in 2020: 15-20 March 2020 Hilton Atlanta, Atlanta, GA, USA 12-17 July 2020 Sheraton Centre Montreal, Montreal, Canada 8-13 November 2020 Marriott Marquis Queens Park, Bangkok, Thailand Contract Status doc 802 EC-16/66r9: https://mentor.ieee.org/802-ec/dcn/16/ec-16-0066-09-00EC-802-plenary-future-venue-contract-status.xlsx Future Calendar I have been asked to post the IEEE-SA Calendar to Mentor for your reference. I have added the 802 (and 802W) meetings as well to show the combined calendar. 2020 Calendar:

https://mentor.ieee.org/802-ec/dcn/19/ec-19-0042-00-00EC-2020-sasb-calendar-with-802-meetings-added.doc EEE 802 Report IEEE 802 November 2019 Plenary Page 35 November 2019 doc:802 EC-19/0193r0 802 Plenary March 2020 Save the Date: 15-20 March 2020 Hilton Atlanta, Atlanta, GA, USA Registration target to open: First part of December 2019 IEEE 802 40th Anniversary Session EEE 802 Report IEEE 802 November 2019 Plenary

Page 36 November 2019 doc:802 EC-19/0193r0 *F8.045 Executive Secretary report LMSC 802 P&P list of major duties: 1. 2. 3. 4. 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: Report 1) 802 Meetings: Efficiency Improvement 2) 802 Plenary Sessions: Facilities and Services

3) IEEE 802 Registration Database 4) Assist IEEE 802 Treasurer IEEE 802 November 2019 Plenary EEE 802 Page 37 November 2019 doc:802 EC-19/0193r0 F8.06 Announcement of 802 EC Interim Telecon (Tuesday 4 February 2020, 1-3pm ET) Agenda for Interim EC meeting Tuesday 4 Feb 2020 1-3PM ET Initial Proposed Draft Agenda 1. Welcome/Intro/Approve Agenda - Nikolich 5 min 2. Report: EC Action Item Summary - DAmbrosia 10 min 3. Venue Issues: 1. Report: March 2020Plenary Status

- Rosdahl 3 min 2. Report on 2022/2023 Future Venue Contract status - Rosdahl 8 min 4. Formal Actions Motions from WG Chairs 5. Other Reports from WG Chairs 6. Rules and P&P Issues 1. Review AudCom responses -Gilb 15 Min Per Chairs Guideline Confirm during the Closing EC Plenary. EEE 802 Report IEEE 802 November 2019 Plenary Page 38 November 2019 doc:802 EC-19/0193r0

*F8.07 Call for Tutorials for March 2020 Plenary Tutorials to be held Monday, 16 March 2020 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 31 January 2020 Report IEEE 802 November 2019 Plenary EEE 802 Page 39

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