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Re: [802SEC] Meeting Space Information for the 2019 July 802 Plenary at the Austria Center Vienna

John,
   I have not said Wednesday could be an option now or in the past...we said that we would not have a Social, so that is typically on Wednesday evening.

   I did not try to get space for Wednesday...it was not asked for until today from Steve (802.3).

  Getting more space is not as simple as just "asking for it"..it changes the contract and you have to then get their side to update the contract, then we have to get the IEEE to review it again.  The costs are what I would term Ala carte, you ask for a room, then there is a square meter fee for the room, the AV, the power, and support services.  For the days and times we have already booked, we can try to get an additional rooms, but we have used most if not all the rooms on the main floor and the lower floor that we are mainly on.  This limits our services charges. 

The Doors will be opened about 30 minutes prior to the start times of our meetings, and we need to be out of the building about 30 minutes after the end or our meetings.
So for example, if the meeting ends at 6, please be out before 6:30pm...if the meeting ends at 9:30, please be out by 10:00.  If the meeting starts at 7, They are trying to be there 30 minutes early, but I would say for sure at 6:45, you should be able to enter.  The Conference Center in general have 8-6pm hours.

The "business as usual" is the normal allocations of rooms as noted in the spreadsheet I attached yesterday.  It lists the nominal rooms used by the WGs, and was reviewed by representatives of all the WG last March during the 7:30 Thursday AdHoc Meeting Resources meeting.  The list in March was a bit more restrictive, but I have been able to get some extra space to make it more "business as usual".  The Room count is actually higher than was used in March.

I am sorry your having some anxious moments.  Hopefully this will help allay your fears and concerns.

Regards,
Jon


-----------------------------------------------------------------------------
Jon Rosdahl                 Engineer, Senior Staff
office: 801-492-4023      Qualcomm Technologies, Inc.
cell:   801-376-6435      10871 North 5750 West
                                   Highland, UT 84003

A Job is only necessary to eat!
A Family is necessary to be happy!!


On Thu, May 30, 2019 at 11:18 AM <jdambrosia@gmail.com> wrote:

Jon,

Could you clarify something for me please?

 

You indicate below it has been  have determined that the center can be kept open late on Sunday, Monday, Tuesday and Thursday.  (Looks like status of Wed changed between this email and the prior notification you sent?). But then you indicate that we will not be reserving anything further beyond what is already reserved. 

 

So essentially everyone needs to vacate their rooms at 6pm, and then the rooms you have noted below will be the only ones available?  I had a different impression when I spoke with you and we discussed the tutorial status.  I thought you had indicated business as usual – so that people in rooms at 6pm could continue past til the later noted hours.

 

Sorry if being a bit dense – things have been quite unsettling for me the past two weeks.

 

John

 

From: ***** IEEE 802 Executive Committee List ***** <STDS-802-SEC@ieee.org> On Behalf Of Jon Rosdahl
Sent: Wednesday, May 29, 2019 6:08 PM
To: STDS-802-SEC@LISTSERV.IEEE.ORG
Subject: [802SEC] Meeting Space Information for the 2019 July 802 Plenary at the Austria Center Vienna

 

Greetings,

   I have spoken or exchanged emails with many of you, and I guess I have not posted an official notification of the Meeting Arrangements for the Plenary to the reflector.

 

During the 2019 March 802 Plenary in Vancouver, I showed a version of the attached file that showed the Major allocations of space.

Attached is an updated spreadsheet with MACRO Assignments at the Austria Center Vienna that I used for making the reservations at the conference center.

This will be used in matching your requests for meetings in July.

 

Note that Priority was given to the requirements given during our Meeting in Vancouver last March.

 

We determined then that we would not have a Tutorial because at the time, there was not a definite plan to be able to have a room large enough for the tutorial on Monday night.  The 802 LMSC was informed during the Closing EC Plenary that there would be no Tutorial, and that the WGs could use Monday Evening for WG meetings. (see doc EC-19/32r3: https://mentor.ieee.org/802-ec/dcn/19/ec-19-0032-03-00EC-executive-secretary-agenda-items-march-2019-plenary-vancouver.pptx)

 

After the April Site Visit, we determined that we would be able to use the Conference center for all our meeting needs, and would not need to use the Melia Hotel for any space  for the IEEE 802 Plenary.

 

However, the Coexistence Workshop that requires a separate registration and badge to attend is going to be held at the Melia. (http://grouper.ieee.org/groups/802/11/Workshops/2019-July-Coex/workshop.htm).  The Workshop is not sponsored by the IEEE 802, but rather has 3 sponsors (HPE, Quantenna, and IEEE Wireless Treasury). 

 

I have tried to be as accommodating and responsive as possible. 

The traditionally early morning 7am or 7:30 am  (Tuesday Wednesday and Thursday) meetings are able to be accommodated, in-spite of the push back from the conference center. However, we will not be adding any more meetings earlier than 8am.

 

For the Evenings, originally we were told we could not keep the center open after 6pm, but we have determined that we could on Sunday, Monday, Tuesday and Thursday.  Again, we will not be adding too much to what we have already reserved.

(802 EC Boardroom - 12 person board room - Sunday until 21:30;

802.1 - 60pax - Monday and Tuesday until 20:00;

802.3 - 250pax - Monday and Tuesday until 21:30;

802.11 - 30pax - Sunday, Monday,Tuesday, Thursday until 21:30;

802.11 - 250pax - Monday and Tuesday until 21:30;

802.15 - 70pax - Tuesday until 21:30 and Thursday until 20:30;

802.18/.19/.21 - 30pax - Tuesday until 21:30)

 

For Friday, we have the 802.11 closing Plenary, the 802 EC Boardroom in the morning(08:00-12:00), the 802 Closing Plenary in the afternoon (13:00-18:00) and an IEC/IEEE 60802 joint project meeting all day (08:00-18:00).  We have to be out of the building by 6:30pm.  The incremental costs for space/AV/food etc. were not excessive, but not zero.

 

Note that if we want to save some money, we should be more circumspect on the max set size of the rooms.  If you really have a room that will never have more than 60 people, then we do not want to arbitrarily set it to be size 100.

 

I hope that this clarifies a bit what to expect for the meeting space in Vienna.  The property is really a nice facility, but it is not a hotel property.

 

I have to set the final room sizes by June 14th, so if in your requests you were a bit more liberal with your estimates than you really need, please let Dawn/Lisa/Me know as soon as possible.

 

Kind Regards,

Jon

 


-----------------------------------------------------------------------------
Jon Rosdahl                 Engineer, Senior Staff
office: 801-492-4023      Qualcomm Technologies, Inc.
cell:   801-376-6435      10871 North 5750 West
                                   Highland, UT 84003


A Job is only necessary to eat!
A Family is necessary to be happy!!

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