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Re: [802SEC] Proposed process to choose March 2011 802 Plenary

Roger -

I think this is a very positive suggestion. We should do it.


At 04:21 28/11/2007, Roger B. Marks wrote:
>I think it's time to plan the process for choosing the site of the
>March 2011 802 Plenary. I recommend we try a new approach.
>In my view, the best path to success is to work with a local host who
>wants our session and will be willing to put its name and credibility
>on the line to make sure it goes right. I have some experience in
>this area. I served as the Meetings and Symposia Chair of an IEEE
>Society that threw an annual Symposium for around 8,000 to 10,000
>people. The event is big enough that the site is chosen annually
>eight years in advance. Still, the competition to host is strong, and
>it is not unusual to have three proposals from which to choose. The
>process involves a request for proposals, a site visit committee, and
>a formal site selection process. Proposals are selected based on
>location, facilities, costs, the interest of the local community, and
>the commitment of the local organizing committee. The results are
>great. The locals want the Symposium, and they work hard to deliver
>one that people will remember. [Since I served as Vice Chair of one
>of those local committees, I know how hard people work to pull off a
>successful event to which their name is attached.]
>Long ago, I used to organize 802.16 interim sessions myself when I
>had no other option. I always chose a site near my home. Sometimes
>people would say something like, "Hey, let's meet in Rio; that would
>be a great spot." I would say, "Sorry; I know Denver; I don't know
>Rio." Eventually, I developed a simple site selection process based
>on host proposals. Now, when someone asks for Rio, I say "Great, why
>don't you make a proposal?" Every four months, when we choose a site,
>we have at least one proposal to consider, and we have had as many as
>four at once. We get, for the most part, committed local members who
>convince their company to join in and, in the best cases, bring along
>the local industry, academic, and government communities.
>I think that 802 is in a similar situation now. Buzz knows North
>America like I know Denver. We can tell Buzz to go make a meeting in
>Rio, but we may not be happy with the results, and we may not build
>any lasting relationships.
>I suggest that we seek proposals to host the March 2011 Plenary and
>make a choice at the July session. Here is a specific timeline to get
>(1) by 31 January: IEEE 802 Executive Secretary issues a draft set of
>facility requirements and issues a Request for Interest (RfI) seeking
>a letter of intent from any prospective hosts.
>(2) 7 March: Deadline for letter of intent that would name
>prospective host and venue but without a firm commitment to host.
>(3) 21 March: 802 EC approves a request for proposals (RfP),
>including facility requirements and hosting specifications, with a
>specific submittal template to allow ready intercomparison. 802 EC
>also authorizes travel expenses for site visits to prospective hosts
>identified by letter of intent.
>(4) 20 June: Deadline for host proposals issued in response to the RfP.
>(5) 1 July: Executive Secretary submits report summarizing proposals
>and results of site visits.
>(6) 14 July: During a tutorial slot, host candidates overview their
>(7) 18 July: 802 EC votes to accept a proposal.
>Note that this would not require any EC action before the March 802
>Plenary. We just need Step (1) to kick it off.
>The RfP could specify that we are particularly seeking venues outside
>North America and would expect to give them preference. We could also
>be rigid about this, but my personal opinion is that we should be
>flexible, retaining the option to choose a North American site if
>that was the only reasonable option. Anyway, the RfP would be subject
>to EC discussion.
>If we take an approach like this, I have a lot of confidence that we
>will get a good response. I am committed to working with prospective
>hosts to get us at least one solid hosting offer outside North America.
>I welcome your thoughts on this proposal.
>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.