IEEE 802 Wireless Meeting Venue Reports and Future Plenary Contracts Update

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Jon Rosdahl from Qualcomm provided updates on the current status of 802 Wireless Interim Session venue plans, a recap of 802 Executive Committee decisions, and future 802 Plenary venue contract statuses up to 2027. The presentation highlighted selected venues, open dates, and upcoming contracts for IEEE 802 meetings, detailing decisions made and upcoming events.

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  1. December 2023 doc.: IEEE 802 EC-23/0001r08 IEEE 802WCSC Meeting Venue Manager Report 2023 Date: 2023-12-13 Authors: Name Jon Rosdahl Qualcomm Affiliations Address 10871 N 5750 W Highland, UT 84003 Phone +1-801-492-4023 Jrosdahl @ ieee . org email Technologies, Inc. Report Slide 1 Jon Rosdahl, Qualcomm

  2. December 2023 doc.: IEEE 802 EC-23/0001r08 Abstract Current Status of 802 Wireless Interim Session venue plans as of Nov 13, 2023, as presented to the IEEE 802 Wireless Chairs Standing Committee in conjunction with the 2023 December 802W Telecon December 13th, 2023. Report Slide 2 Jon Rosdahl, Qualcomm

  3. December 2023 doc.: IEEE 802 EC-23/0001r08 Recap of 802 EC Decisions from November Plenary The following choices were selected by the 802 Executive committee: 2025 July - Melia Castilla Madrid, Madrid, Spain (Co located with IETF) 2025 November - Marriott Marquis Queen s Park, Bangkok, Thailand 2026 March - Hyatt Regency Vancouver, Vancouver, Canada (part of the Covid rebooking) 2026 November - Marriott Marquis Queen s Park, Bangkok, Thailand 2027 July - Gothia Towers, Gothenburg, Sweden This leaves the following open dates: IEEE 802 - (500+pax - 19 meeting rooms) beyond 2027 RFP was successfully filled. Report Slide 3 Jon Rosdahl, Qualcomm

  4. December 2023 doc.: IEEE 802 EC-23/0001r08 Future 802 Plenary Venue Contract Status 2024 March 10-15 Hyatt Regency Denver at Colorado Convention Center, Denver, CO, (March 2021) 2024 July 14-19 Sheraton Le Centre Montreal, Montreal, Quebec, Canada (July 2020) 2024 November 10-15 Hyatt Regency Vancouver, Vancouver, Canada (Nov 2021) 2025 March 9-14 Hilton Atlanta, Atlanta, GA, United States (2 of 2 March 2020). 2025 July 27-August 1 Melia Castilla Madrid, Madrid, Spain (Changing Week to July 27) 2025 November 9-14 Marriott Marquis Queen s Park, Bangkok, Thailand 2026 March 8-13 - Hyatt Regency Vancouver, Vancouver, Canada (Change from Chicago) 2026 July 13-18 Le Centre Sheraton Montreal, Montreal (July 2022 attrition offset) 2026 November 8-13 - Marriott Marquis Queen s Park, Bangkok, Thailand 2027 March 14-19 Hilton Atlanta, Atlanta, GA, United States ( offset potential shortfall 2023/2025) 2027 July 11-16 - Gothia Towers, Gothenburg, Sweden 2027 November 14-19 Hawaiian Village, Oahu, Hawaii, United States 802 EC Approved Contract is being Negotiated. Contracts Executed As of Dec 13, 2023 Report Slide 4 Jon Rosdahl, Qualcomm

  5. December 2023 doc.: IEEE 802 EC-23/0001r08 Recap of 802W Decisions from November Plenary The 802 Wireless Chairs Committee determined that they would continue the review of the proposals submitted and make a decision on Dec 13, 2023. However, They did make the following tentative two choices: 2025 May - Hilton Prague, Prague, Czech Republic 2027 September - Grand Hyatt Atlanta, Buckhead, GA - (repeat for Covid considerations). This leaves the following open dates: IEEE802 Wireless - (300+pax - 11 meeting rooms) 2026-01 (11-16) Americas 2026-05 (10-15) Europe 2027-01(10-15) - Americas 2027-05 (9-14) Asia Report Slide 5 Jon Rosdahl, Qualcomm

  6. December 2023 doc.: IEEE 802 EC-23/0001r08 Future Interim Venue Status As of Nov 12, 2023 2024-01 (14-19) Hilton Panama, Panama, Panama (Rebooked from Jan 2022) 2024-05 (12-17) Marriott Warsaw, Warsaw, Poland (Rebook from May 2022) 2024-09 (8-13) Hilton Waikoloa, Waikoloa, HI, USA 2025-01 (12-17) Kobe, Japan TBC (Moved from May 2023) 2025-05 (11-16) Hilton Prague, Prague, Czech Republic (Contract TBC) 2025-09 (14-19) Hilton Waikoloa, Waikoloa, HI, USA 2026-01 (11-16) RFP - Americas 2026-05 (10-15) RFP - Europe 2026-09 (13-18) Hilton Waikoloa, Waikoloa, HI, USA 2027-01 (10-15) RFP - Americas (could rotate J-M) 2027-05 (9-14) RFP - Asia (could rotate J-M) 2027-09 (12-17) Grand Hyatt Atlanta, Buckhead, GA, USA (Contract TBC) Meeting Planner: Dotted Venues: Face to Face Events Starred Venues :MTG Events Report Slide 6 Jon Rosdahl, Qualcomm

  7. December 2023 doc.: IEEE 802 EC-23/0001r08 1. Motion to approve Location for May 2025 Hilton Prague, Prague, Czech Republic 2023-12-13 Motion: Approve the location of the 2025 May IEEE 802W Interim to be held at the Hilton Prague, Prague, Czech Republic. Moved: Jon Rosdahl Second: Ann Krieger Note: This is a ECJT wireless chairs motion. Results: Unanimous Consent Report Slide 7 Jon Rosdahl, Qualcomm

  8. December 2023 doc.: IEEE 802 EC-23/0001r08 2. Motion to approve Location for 2027 September Grand Hyatt Atlanta, Buckhead, GA 2023-12-13 Motion: Approve the location of the 2027 September IEEE 802W Interim to be held at the Grand Hyatt Atlanta, Buckhead, GA. Moved: Jon Rosdahl Second: Clint Powell Note: This is a ECJT wireless chairs motion. Results: Unanimous Consent Report Slide 8 Jon Rosdahl, Qualcomm

  9. December 2023 doc.: IEEE 802 EC-23/0001r08 2024 January 802 Wireless Interim Panama Hilton, Panama Date: January 14-20, 2024 Location: Panama City, Panama Mtg Planner: MTG Events Rebooked due to Covid-19 from 2021 May and 2022 January Budget: $300/500/700 (hotel disc 3ngts), $600/800/1000 (remote/no disc) Initial: 275 + 325 = 600 attendees - Revised: 247 + 338 = 585 attendees Income: $356,463.49 Expense: $339,676.07 Net Meeting: $16,787.42 Per Attendee: Cost = $580.64 Reg Revenue = $538.12 Current Registrations: Hotel: 198, Non-Hotel: 31 In Person: 229 Remote: 279 = 508 (as of Dec 10, 2023) Early Bird closed: December 01, 2023. Standard Reg Closes: January 5, 2024 Updated Dec 10, 2023 Report Slide 9 Jon Rosdahl, Qualcomm

  10. December 2023 doc.: IEEE 802 EC-23/0001r08 2024 May 802 Wireless Interim JW Marriott Warsaw, Warsaw, Poland Date: 2024 May 12-17 Location: JW Marriott Warsaw, Warsaw, Poland Mtg Planner: MTG Events Rebook from 2020 May and 2022 May Registration Target to open March 12, 2024 Hotel Room Rate: approx. US$178.20 inc VAT in Breakfast payable in PLN Budget: $600/800/1000 (-$300 for hotel Discount) -- 275 + 325 = 600 attendees Income: $338,111 Expense: $362,088 Net Meeting: -$23,977 Per Attendee: Costs = $603.48 Revenue = $523.83 Slide 10 Report Jon Rosdahl, Qualcomm

  11. December 2023 doc.: IEEE 802 EC-23/0001r08 2024 Sept 802 Wireless Interim: Hilton Waikoloa Date: 2024 September 8-13 Location: Hilton Waikoloa, Waikoloa, HI (Rebooked from 2020-09) Mtg Planner: Face to Face Events Registration Target to open July 1, 2024 Budget: $600/800/1000 (-$300 for hotel Discount) -- 275 + 325 = 600 attendees Income: $338,111 Expense: $ 375,799 (2022 Expenses) Net Meeting: (-$37,688) Per Attendee: Costs = $753.13 Revenue = $521.36 Report Slide 11 Jon Rosdahl, Qualcomm

  12. December 2023 doc.: IEEE 802 EC-23/0001r08 RFP for 802W Interims Status as of Dec 11, 2023 The IEEE 802W Interim Sessions are the week of the 2nd Sunday in Jan/May/Sept each year With one required in Asia in odd years and one in Europe in even years. The estimated room block is about 1350 Estimate 250-275 in person. Specific Requirements for Meeting Space/Network/AV etc. are in Doc 802 EC-23146r0: https://mentor.ieee.org/802-ec/dcn/23/ec-23-0146-00-WCSG-ieee-802w-rfp-2023.xlsx Potential Open Dates: 1.2025-05 (11-16) Hilton Prague, Prague, Czech Republic - TBC 2.2026 Jan 11-16 -- Targeting America 3.2026 May 10-15 -- Targeting Europe 4.2027 Jan 10-15 -- Targeting America 5.2027 May 9-14 -- Targeting Asia 6.2027 Sept 12-17 Grand Hyatt Atlanta, Buckhead, GA - TBC Report Slide 12 Jon Rosdahl, Qualcomm

  13. December 2023 doc.: IEEE 802 EC-23/0001r08 MTG Events Potential Open Dates: 1.2025-05 (11-16) Hilton Prague, Prague, Czech Republic - TBC 3.2026 May 10-15 -- Targeting Europe 5.2027 May 9-14 -- Targeting Asia Report Slide 13 Jon Rosdahl, Qualcomm

  14. December 2023 doc.: IEEE 802 EC-23/0001r08 IEEE 802 INTERIM MEETINGS Mtg Events RFP SUMMARY Report Slide 14 Jon Rosdahl, Qualcomm

  15. December 2023 doc.: IEEE 802 EC-23/0001r08 IEEE 802 Interim May 2026 Top Choices: NZ Auckland Scotland Edinburgh London - Metropole Report Slide 15 Jon Rosdahl, Qualcomm

  16. December 2023 doc.: IEEE 802 EC-23/0001r08 New Zealand - Auckland Cordis Hotel Dates 1 May 7-16, 2026 Venue 2 New Zealand, Auckland The Cordis Hotel Internet Speed/Cost (<$7k) 3 Price & speed TBC Hotel Room Rate 4 $236 USD Space Type 5 Hotel Name of AV Comp. 6 Encour Airport 7 Auckland Visas 8 Visa waivered for these countries Cost of Mtg Space 9 US$16,000 F&B Min + Cost 10 US$42,000 min 250 Other 11 FYI its winter in NZ Report Slide 16 Jon Rosdahl, Qualcomm

  17. December 2023 doc.: IEEE 802 EC-23/0001r08 New Zealand - Wellington Convention Cnt Dates 1 January 11-16, 2026 Venue 2 New Zealand, Wellington Convention Centre Internet Speed/Cost (<$7k) 3 Price & speed TBC Hotel Room Rate 4 <$200 USD 4 hotels nearby Space Type 5 Convention Centre Name of AV Comp. 6 TBC Airport 7 Wellington 1 hour flight from Auckland Visas 8 Visa waivered for these countries Cost of Mtg Space 9 US$114,000 F&B Min + Cost 10 US$40,000 Other 11 Report Slide 17 Jon Rosdahl, Qualcomm

  18. December 2023 doc.: IEEE 802 EC-23/0001r08 Scotland - Edinburgh Int Conv. Centre Dates 1 May 15-21, 2026 (dates to be amended) Venue 2 Edinburgh International Convention Centre Internet Speed/Cost (<$7k) 3 Price & speed TBC Hotel Room Rate 4 $250-150 USD - hotel nearby Space Type 5 Convention Centre Name of AV Comp. 6 TBC Airport 7 Edinburgh Turnhouse Airport Visas 8 Cost of Mtg Space 9 US$190,000 inc VAT F&B Min + Cost 10 US$45,000 based on 250 Other 11 15% discount for 2027 Report Slide 18 Jon Rosdahl, Qualcomm

  19. December 2023 doc.: IEEE 802 EC-23/0001r08 London - Metropole Dates 1 TBC Venue 2 London Metropole Internet Speed/Cost (<$7k) 3 TBC Hotel Room Rate 4 259 = US$325 needs to be reduced Space Type 5 Hotel Name of AV Comp. 6 TBC Airport 7 Heathrow Visas 8 Required for specific countries Cost of Mtg Space 9 Waived for F&B F&B Min + Cost 10 US$188,000 min Other 11 Report Slide 19 Jon Rosdahl, Qualcomm

  20. December 2023 doc.: IEEE 802 EC-23/0001r08 London - ExCel London Dates 1 May 10-15, 2026 - TBC Venue 2 ExCel London Convention Centre Internet Speed/Cost (<$7k) 3 TBC Hotel Room Rate 4 13 Hotels in the area Space Type 5 Convention Centre Name of AV Comp. 6 Anna Valley external Airport 7 Heathrow Visas 8 Required for specific countries Cost of Mtg Space 9 US$238,000 F&B Min + Cost 10 US$80,000 based on 250 Other 11 Report Slide 20 Jon Rosdahl, Qualcomm

  21. December 2023 doc.: IEEE 802 EC-23/0001r08 Dublin - The Convention Centre Dates 1 January 11 - 16, 2026 May 2026 TBC Venue 2 Ireland, Dublin Dublin Convention Centre Internet Speed/Cost (<$7k) 3 Price TBC speed confirmed Hotel Room Rate 4 $160 200 USD 4-8 min walk Space Type 5 Convention Centre Name of AV Comp. 6 In house Airport 7 Dublin Airport 12 km from airport Visas 8 Required for specific countries Ireland is the only county in Europe to offer US Pre-Clearance Facility, 170 Destinations, 55 airlines Cost of Mtg Space 9 US$340,000 inc VAT F&B Min + Cost 10 US$69,000 based on 250 Other 11 Data projectors included Report Slide 21 Jon Rosdahl, Qualcomm

  22. December 2023 doc.: IEEE 802 EC-23/0001r08 IEEE 802 Interim May 2027 Top Two Initial Choices: New Zealand - tbc Abu Dhabi Report Slide 22 Jon Rosdahl, Qualcomm

  23. December 2023 doc.: IEEE 802 EC-23/0001r08 London - ExCel London Dates 1 May 9-14, 2027 - TBC Venue 2 ExCel London Convention Centre Internet Speed/Cost (<$7k) 3 TBC Hotel Room Rate 4 13 Hotels in the area Space Type 5 Convention Centre Name of AV Comp. 6 Anna Valley external Airport 7 Heathrow Visas 8 Required for specific countries Cost of Mtg Space 9 US$238,000 F&B Min + Cost 10 US$80,000 based on 250 Other 11 Report Slide 23 Jon Rosdahl, Qualcomm

  24. December 2023 doc.: IEEE 802 EC-23/0001r08 Singapore - Hilton Singapore Orchard Dates 1 May 9-14, 2027 Venue 2 Singapore, Hilton Singapore Orchard Internet Speed/Cost (<$7k) 3 TBC Hotel Room Rate 4 $296++ USD Space Type 5 Hilton Name of AV Comp. 6 TBC Airport 7 Singapore Visas 8 Required for specific countries Cost of Mtg Space 9 US$227,240 F&B Min + Cost 10 US$134,000 based on 250 Other 11 $$ Report Slide 24 Jon Rosdahl, Qualcomm

  25. December 2023 doc.: IEEE 802 EC-23/0001r08 Abu Dhabi UAE - National Convention Centre Dates 1 May 9-14, 2027 Venue 2 Abu Dhabi National Convention Centre Internet Speed/Cost (<$7k) 3 TBC Hotel Room Rate 4 $140-235 USD within walking distance Space Type 5 Convention Centre Name of AV Comp. 6 In house Airport 7 Zayed International Airport, UAE is 7th safest in world Visas 8 Required for specific countries 70 countries offered 30 day visas Cost of Mtg Space 9 US$55,650 F&B Min + Cost 10 US$67,620 based on 250 Other 11 Data projectors included & US$20k funding Report Slide 25 Jon Rosdahl, Qualcomm

  26. December 2023 doc.: IEEE 802 EC-23/0001r08 Other Locations Considered Asia: Singapore, Istanbul Europe: Hilton Metropol London, Dublin, Vienna, Croatia, Istanbul Africa: Egypt Report Slide 26 Jon Rosdahl, Qualcomm

  27. December 2023 doc.: IEEE 802 EC-23/0001r08 Face to Face Events Potential Open Dates: 2.2026 Jan 11-16 -- Targeting America 4.2027 Jan 10-15 -- Targeting America 6.2027 Sept 12-17 Grand Hyatt Atlanta, Buckhead, GA - TBC Report Slide 27 Jon Rosdahl, Qualcomm

  28. December 2023 doc.: IEEE 802 EC-23/0001r08 F2F IEEE802 WIRELESS PROPOSALS Report Slide 28 Jon Rosdahl, Qualcomm

  29. December 2023 doc.: IEEE 802 EC-23/0001r08 IEEE802 WIRELESS January 2026 Top Two Choices: Austin Reston Report Slide 29 Jon Rosdahl, Qualcomm

  30. December 2023 doc.: IEEE 802 EC-23/0001r08 Hyatt Regency Austin 1. January 2026 2. Austin, Texas USA 3. Internet speed/cost: (<$7k): TBD 4. Hotel Room Rate $229.00 USD 5. Hotel Only No Conference Center 6. Name AV company - Encore 7. Austin Bergstrom International Airport 9.6 miles from hotel 8. Visa Required for specific countries 9. Costs of the Meeting Space: Meeting room rental complimentary with satisfied F&B Minimum 10.F&B Minimum- $200,000 USD Report Slide 30 Jon Rosdahl, Qualcomm

  31. December 2023 doc.: IEEE 802 EC-23/0001r08 Hyatt Regency Reston 1. January 2026 2. Reston, Virgina, USA 3. Internet speed/cost: (<$7k) : TBD 4. Hotel Room Rate: $199.00 USD 5. Hotel Only No Conference Center 6. Name AV company - Encore 7. Dulles International Airport IAD 8. Visa Required 9. Costs of the Meeting Space: Meeting room rental complimentary with satisfied F&B Minimum 10.F&B Minimum- $130,000 USD Report Slide 31 Jon Rosdahl, Qualcomm

  32. December 2023 doc.: IEEE 802 EC-23/0001r08 Hyatt Regency Bellevue 1. January 2026 2. Bellevue, Washington USA 3. Internet speed/cost: (<$7k): TBD 4. Hotel Room Rate: $198.00 USD 5. Hotel Only No Conference Center 6. Name AV company - Encore 7. Sea Tac International Airport 17.5 Miles from hotel 8. Visa Required for specific countries 9. Costs of the Meeting Space: Meeting room rental complimentary with satisfied F&B Minimum 10.F&B Minimum- $80,000 USD Report Slide 32 Jon Rosdahl, Qualcomm

  33. December 2023 doc.: IEEE 802 EC-23/0001r08 Hyatt Regency Irvine 1. January 2026 2. Irvine, CA USA 3. Internet speed/cost: (<$7k): TBD 4. Room Rate: $249 USD 5. Hotel Only No Conference Center 6. Name AV company - Encore 7. John Wayne Airport: 3.5 miles from hotel 8. Visa Required for specific countries 9. Costs of the Meeting Space: Meeting room rental complimentary with satisfied F&B Minimum 10.F&B Minimum: $150,000 USD Report Slide 33 Jon Rosdahl, Qualcomm

  34. December 2023 doc.: IEEE 802 EC-23/0001r08 Other Locations Considered 1. Ottawa, Canada- Marriott Ottawa City Centre 2. Belfast, NIR- Europa Hotel 3. Dubai, UAE- Conference Center 4. San Francisco, CA- Grand Hyatt San Francisco 5. San Francisco, CA- Hilton Union Square 6. Columbus, OH- Hilton Columbus Downtown 7. Baltimore, MD- Hyatt Regency Baltimore 8. Denver, CO- Hyatt Regency Denver Tech Center 9. Vancouver, Canada- Hyatt Regency Vancouver 10. Qu bec City, Qu bec- Hilton Quebec City 11. Seattle, WA- Hyatt Regency Seattle 12. La Jolla, CA- Hyatt Regency La Jolla Report Slide 34 Jon Rosdahl, Qualcomm

  35. December 2023 doc.: IEEE 802 EC-23/0001r08 IEEE 802 WIRELESS January 2027 Top Three Choices: Victoria B.C. Reston Irvine Report Slide 35 Jon Rosdahl, Qualcomm

  36. December 2023 doc.: IEEE 802 EC-23/0001r08 Victoria Conference Centre & Fairmont Empress 1. January 2027 2. Victoria, B.C. Canada 3. Internet speed/cost: (<$7k) : TBD 4. Hotel Room Rate $187.66 USD 5. Victoria Conference Centre & Fairmont Empress 6. Name AV company - Encore 7. Victoria International Airport 8. Visa Required for specific countries 9. Costs of the Meeting Space: $15,573.31 USD 10.F&B Minimum: None Report Slide 36 Jon Rosdahl, Qualcomm

  37. December 2023 doc.: IEEE 802 EC-23/0001r08 Hyatt Regency Reston 1. January 2027 2. Reston, Virgina, USA 3. Internet speed/cost: (<$7k) : TBD 4. Hotel Room Rate: $199.00 USD 5. Hotel Only No Conference Center 6. Name AV company - Encore 7. Dulles International Airport IAD 8. Visa Required 9. Costs of the Meeting Space: Meeting room rental complimentary with satisfied F&B Minimum 10.F&B Minimum- $130,000 USD Report Slide 37 Jon Rosdahl, Qualcomm

  38. December 2023 doc.: IEEE 802 EC-23/0001r08 Hyatt Regency Irvine 1. January 2027 2. Irvine, CA USA 3. Internet speed/cost: (<$7k) TBD 4. Hotel Room Rate: $259 USD 5. Hotel Only No Conference Center 6. Name AV company - Encore 7. John Wayne Airport: 3.5 miles from hotel 8. Visa Required for specific countries 9. Costs of the Meeting Space: Meeting room rental complimentary with satisfied F&B Minimum 10.F&B Minimum: $150,000 USD Report Slide 38 Jon Rosdahl, Qualcomm

  39. December 2023 doc.: IEEE 802 EC-23/0001r08 Hyatt Regency Austin 1. January 2027 2. Austin, Texas USA 3. Internet speed/cost: (<$7k) :TBD 4. Hotel Room Rate : $239.00 USD 5. Hotel Only No Conference Center 6. Name AV company - Encore 7. Austin Bergstrom International Airport 9.6 miles from hotel 8. Visa Required for specific countries 9. Costs of the Meeting Space: Meeting room rental complimentary with satisfied F&B Minimum 10.F&B Minimum: $200,000 USD Report Slide 39 Jon Rosdahl, Qualcomm

  40. December 2023 doc.: IEEE 802 EC-23/0001r08 Other Locations Considered 1. Ottawa, Canada- Marriott Ottawa City Centre 2. Belfast, NIR- Europa Hotel 3. Dubai, UAE- Conference Center 4. San Francisco, CA- Grand Hyatt San Francisco 5. San Francisco, CA- Hilton Union Square 6. Columbus, OH- Hilton Columbus Downtown 7. Baltimore, MD- Hyatt Regency Baltimore 8. Denver, CO- Hyatt Regency Denver Tech Center 9. Vancouver, Canada- Hyatt Regency Vancouver 10.Qu bec City, Qu bec- Hilton Quebec City 11.Seattle, WA- Hyatt Regency Seattle 12.La Jolla, CA- Hyatt Regency La Jolla Report Slide 40 Jon Rosdahl, Qualcomm

  41. December 2023 doc.: IEEE 802 EC-23/0001r08 Some Other Locations being considered Huawei would like to host an IEEE 802W meeting in Hong Kong, Macau or Sanya (Hainan) in either 2025 or 2026. Requests to consider the following general regions: Australia, Egypt, UAE, Western Europe, Singapore, China (Hong Kong, Macao, Sanya) Cities in 802 EC Survey: (Closed Oct 13) London, England 15/1; Dublin, Ireland 14/2; Bangkok, Thailand 12/4; Fukuoka City, Japan 12/4; Istanbul, Turkey 11/5; Brisbane, Australia 10/6; Abu Dhabi, UAE 10/6; Eastern Europe Jon Rosdahl, Qualcomm Report Slide 41

  42. December 2023 doc.: IEEE 802 EC-23/0001r08 Future Interim Meeting Fees 2024 IEEE 802 Wireless Interim Session meeting fees are set by the IEEE 802W Exec Committee of the Joint Treasury Meeting fees are expected to balance actual costs to zero over 2-3 years. 2024 Jan/May/Sept Fees: $600/$800/$1,000 Mixed Mode (In Hotel Stay Discount $300) IEEE 802 Plenary Session meeting fees are set by the IEEE 802 Executive Committee Currently base fee set by the 802 EC is $700/$900/$1100 (In Hotel Stay Discount $300). -- Meeting fees are increased to cover mixed mode expenses and Lunches 2023 Nov Plenary in Hawaii = $800/$1,100/$1,400 (In Hotel Stay Discount $300) 2024 March Plenary in Denver = $800/$1150/$1500 (In Hotel Stay Discount $300) 2024 July/November -- expect to set March 15, 2024. Report Slide 42 Jon Rosdahl, Qualcomm

  43. December 2023 doc.: IEEE 802 EC-23/0001r08 References From the WCSC Operations Manual 2.8 Meeting Venue Manager The Meeting Venue Manager is responsible for the following tasks: 1. Ensure that WCSC sponsored sessions are compliant with the IEEE Finance Operations Manual (FOM). The FOM contains policies and information related to IEEE finances, including policies and information related to financial stability, reporting requirements, asset and liability management, reserves, insurance coverage, business expense reporting, fund-raising, and contracts and purchase orders. 2. Work with the Professional Conference Organizer (PCO) to get a Request for Proposal (RFP) for the assigned dates. 3. Work with the PCO to send the RFP to one or more venues. 4. Review RFP responses from venue(s). 5. Perform venue site visits as needed, potentially with the PCO and network service provider, to determine suitability of a venue. 6. Present summaries of venue options to the WCSC for WCSC decision/selection. 7. Negotiate contract proposals on behalf of the WCSC. 8. Review venue contract terms and conditions with the WCSC. 9. Submit venue contract(s) to the IEEE Meetings Contracts and Events (MCE), IEEE legal and IEEE-SA Procurement to formally execute the contract. 10. Coordinate with the PCO and the WCSC chair on major decisions. 11. Attend the venue pre-conference meeting, walk the venue space with the PCO and meet with the hotel staff as the IEEE 802 WCSC point of contact. The PCO is the primary hotel contact. 12. Monitor the terms of the contract to ensure that IEEE 802 WCSC meets its obligations, and that the venue meets theirs. a. If the contract requires deposits, confirm that the Treasurer will make the deposits on time. b. Monitor contract review points (room block, food and beverage minimum requirements) and file contract addendums as necessary. Report Slide 43 Jon Rosdahl, Qualcomm

  44. December 2023 doc.: IEEE 802 EC-23/0001r08 1. Motion to approve 2024 802W Interim Registration Fees 2023-09-10 Move to approve Session fees for the 2024 802 Wireless Mixed-mode Interims: January at the Hilton Panama, Panama City, Panama; May at the Marriot Warsaw, Warsaw, Poland, and September at the Hilton Waikoloa, Waikoloa, HI, USA at $600/$800/$1000 for any in-person or virtual attendee with a $300 discount for staying at least 3 nights in the session hotel. Moved: Ben Rolfe 2nd: Clint Powell Results: 8-0-0 (ECJT voters) Report Slide 44 Jon Rosdahl, Qualcomm

  45. December 2023 doc.: IEEE 802 EC-23/0001r08 2. Motion to approve Site Visit for Kobe, Japan 2023-09-10 Move to authorize the 802W Venue Manager, Jon Rosdahl, to go on a site visit with Linespeed and Mtg Events with the purpose to prepare for 2025 January IEEE 802 Wireless Mixed-mode Interim in Kobe, Japan. Expenses not to exceed: $10,000. Moved: Ben Rolfe 2nd: Robert Stacey Results: 7-0-1 (ECJT voters) Report Slide 45 Jon Rosdahl, Qualcomm

  46. December 2023 doc.: IEEE 802 EC-23/0001r08 3. Motion to approve Site Visit for Warsaw, Poland 2023-09-10 Move to authorize the 802W Venue Manager, Jon Rosdahl, to go on a site visit with Linespeed and Mtg Events with the purpose to prepare for 2024 May IEEE 802 Wireless Mixed-mode Interim in Warsaw Poland. Expenses not to exceed: $5,000. Moved: Ben Rolfe 2nd: Stephen McCann Results: 7-0-1 (ECJT voters) Report Slide 46 Jon Rosdahl, Qualcomm

  47. December 2023 doc.: IEEE 802 EC-23/0001r08 Email Ballot: Motion to approve Site Visit for Panama 2023-08-08 Ballot opens 2023-08-08 and closes either 2023-08-18 or when sufficient votes have been received to know the outcome: Move to authorize the 802W Venue Manager, Jon Rosdahl, to go on a site visit with Mtg Events with the purpose to prepare for 2024 January IEEE 802 Wireless Mixed-mode Interim. Expenses not to exceed: $3,000 Moved: Jon Rosdahl 2nd: Ben Rolfe Results: 6-0-0 (ECJT 6/8 responded) Report Slide 47 Jon Rosdahl, Qualcomm

  48. December 2023 doc.: IEEE 802 EC-23/0001r08 1. Motion to set Interim Session Type for 2024 2023-07-09 Motion: Hold the 2024 Wireless Interim sessions in mixed mode (in-person and electronic) o Moved: Tuncer Baykas, 2nd: Ann Krieger o No objection to approving by unanimous consent o [Voters - WC standing committees (WG and TAGs chairs, vice-chairs and secretaries)] [13 present] Report Slide 48 Jon Rosdahl, Qualcomm

  49. December 2023 doc.: IEEE 802 EC-23/0001r08 1. Motion to approve Location for Jan 2025 Kobe, Japan 2023-05-14 Approve holding the January 19-24, 2025, Wireless Interim session in Kobe, Japan. Moved: Jon Rosdahl Second: Stephen McCann Note: This is a wireless chairs motion. Results: Approve by unanimous consent. (Voter's present = 11) Report Slide 49 Jon Rosdahl, Qualcomm

  50. December 2023 doc.: IEEE 802 EC-23/0001r08 1. Motion to approve 2023 May Fees - Orlando. 2023-01-15 Move to approve Session fees for the 2023 May 802 Wireless Mixed-mode Interim, Hilton Orlando Lake Buena Vista Hotel (May 14-19, 2023), at $600/$800/$1000 for any in-person or virtual attendee. Registration Target to open No later than March 1, 2023 Rate Changes are Early-bird until March 31; Standard until April 28,2023. Refund Schedule: Full until March 31, $150 fee until April 28, and no refund after April 28, 2023. Moved: Jon Rosdahl 2nd: Ben Rolfe Results: 8-0-0 Motion Passes. Report Slide 50 Jon Rosdahl, Qualcomm

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