Thread Links Date Links
Thread Prev Thread Next Thread Index Date Prev Date Next Date Index

Re: [802SEC] 802-Hosted Interim for 802.3 WG in Vancouver for their January Interim

Title: Message
Buzz:
 
Thanks for answering Geoff's questions.  Though the answers might be relatively clear for this meeting, they aren't as clear for non-802 hosted interims.  Geoff and I talked about this some in Ottawa last week.  Things have changed for operating without Treasury, for our recent interim, IEEE signed the hotel contract (where it used to be the 802.3 meeting host's responsibility);  a similar situation exists for the meeting planner (again it used to be the meeting host contracting with the meeting planner), etc.
 
--Bob
 

Bob Grow
Chair, IEEE 802.3 Working Group

Intel, EC2-101
13290 Evening Creek Drive
San Diego, CA  92128

phone: 858-391-4622
mobile: 858-705-1829
fax:   858-391-4657
email: bob.grow@ieee.org


From: owner-stds-802-sec@listserv.ieee.org [mailto:owner-stds-802-sec@listserv.ieee.org] On Behalf Of Rigsbee, Everett O
Sent: Tuesday, October 05, 2004 2:58 PM
To: STDS-802-SEC@listserv.ieee.org
Subject: Re: [802SEC] 802-Hosted Interim for 802.3 WG in Vancouver for their January Interim

Colleagues,  Where I can certainly appreciate Geoff's concerns, I believe that all of his questions have legitimate answers, which we have developed and used for prior interims with great success.  I will itemize the answers below and you can judge for yourself. 
 
Perhaps it is time to formally quantify these points/assignments in a Chairs Guideline or Procedure, but the current process works well.  We are not missing any critical elements. 
 

Thanx,  Buzz
Dr. Everett O. (Buzz) Rigsbee
Boeing - SSG
PO Box 3707, M/S: 7M-FM
Seattle, WA  98124-2207
(425) 865-2443    Fx: (425) 865-6721
cell: (425) 417-1022
everett.o.rigsbee@boeing.com

-----Original Message-----
From: Geoff Thompson [mailto:gthompso@NORTELNETWORKS.COM]
Sent: Tuesday, October 05, 2004 2:11 PM
To: STDS-802-SEC@listserv.ieee.org
Subject: Re: [802SEC] 802-Hosted Interim for 802.3 WG in Vancouver for their January Interim

Colleagues-

While I understand that both Buzz and Bob need to move fairly quickly on this to make Bob's meeting happen, I have some reservations.

Recent interims have highlighted the fact that the oversight mechanisms that we have built-in over the years for plenaries do not do the job for interims.

Had I a vote, I would not vote to approve without strict definition of who is responsible for what.
        Who actually has decision authority for hotel and rate selection?   
WG Chair(s) based on best offers negotiated with hotel.  This is usually a pre-cursor to hotel selection and may even involve straw vote from WG members. 
        Who holds the hotel cancellation liability? 
The 802-Treasury just as it does for any 802-Hosted Plenary Sessions.  IEEE 802 Conference Guidelines limit the size of liability to amounts in Treasury reserve.   
        Who holds the hotel liability for failure to meet room-night commitments?   
The hotel contract specifies  the terms of any attrition penalties.  These are also limited by the IEEE 802 Conference Guidelines and bounded to limit impact on 802-Treasury.   
        Who determines the meeting fee?   
The 802 Treasurer based on estimated session budget and best estimate of expected attendance prepared by Meeting Planner and 802 Executive Secretary.  
        Who approves the meeting fee? 
 The figure selected is subject to approval by the WG Chair(s) on behalf of his/her WG(s). 
        Who selects the meeting planner?   
The 802 Executive Secretary, who is responsible for the session production.  To date this has always been our current Meeting Planning service provider (Face-To-Face Events). 
        What contracts are in place for interim meeting services? 
Hotel Contract, AV Services contract, Network Services Contract, and ISP Service Contract.  Normally no copying service contract is required for interim meetings if arrangement with local service is available. 
        Who reviewed and approved those contracts?   
All Contracts Reviewed & Approved by: 802 Exec Secy, 802 Treasurer, 802 Mtg Planner   
        What fees are involved?    
 Each contract contains pricing for services to be rendered, and can vary from one venue to the next.   
        Who decides whether or not the meeting fee includes lunches, socials.   
The WG Chair(s) in consultation with the 802 Mtg Planner. 

These are all problems that we have successfully coped with at the plenary level. We don't even have a definition of who is responsible for the decisions for a joint interim meeting. We have gotten ourselves into what I consider to be significant trouble by ignoring these issues in the past.

It is not appropriate to approve this motion without assigning and placing oversight responsibility. It is not OK to just assume that some flywheel effect will make everything turn out OK.

Geoff


At 01:09 PM 10/5/2004 -0700, Rigsbee, Everett O wrote:

Dear Colleagues,    Our success with doing 802-Hosted interim sessions has been very good.  We have budgeted conservatively, minimized contract liabilities, and always done just slightly better than an exact break-even for the 802-Treasury.  We would like to continue this record of success.  Thus far to date we have done two 802-Hosted Interims for the Wireless Working Groups (Orlando, Vancouver) and two for the Wired Working Groups (Vancouver, Vancouver).  We have recently been offered an excellent deal for another January interim at the Hyatt Regency Vancouver, and the 802.3 WG has expressed interest using this opportunity since attracting hosts right now is rather difficult for them, and they have the exact week which they were looking for.  So I am recommending that we quickly authorize another 802-Hosted interim for the January 23-28, 2005 IEEE-802.3 WG Interim Meeting and get this deal approved before it gets away.  The Hyatt Regency Vancouver has indicated that they would be happy to work with us on future January interims as well.

We will of course use our same "break-even" strategy for hosting this session so as to have minimal overall impact on our 802 Treasury.

I am asking Paul to run a fast email ballot to approve this 802-Hosting action.

So I will make the motion that the 802 EC approve 802-Hosting for the 802.3 Interim Session in Vancouver, BC.  I believe Bob Grow will second this motion.

Please direct any questions or comments to the reflector and the list above.

Thanx,  Buzz
Dr. Everett O. (Buzz) Rigsbee
Boeing - SSG
PO Box 3707, M/S: 7M-FM
Seattle, WA  98324-2207
(425) 865-2443    Fx: (425) 865-6721
everett.o.rigsbee@boeing.com

----------
This email is sent from the 802 Executive Committee email reflector.  This list is maintained by Listserv.
---------- This email is sent from the 802 Executive Committee email reflector. This list is maintained by Listserv.
---------- This email is sent from the 802 Executive Committee email reflector. This list is maintained by Listserv.
---------- This email is sent from the 802 Executive Committee email reflector. This list is maintained by Listserv.