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



Hi Steve,  Yes, we have already agreed to adopt the plan with Pat's
addition and both Dawn and I are already pursuing several of the early
steps to ensure we stay on the schedule.  The other coincidental piece
of good news is we have turned at least 2 huge candidate hotels for
Asian venues that can easily accommodate an 802-plenary without strain
or horrendous expense and we even have some strongly motivated host
candidates for those venues so that would seem to put us well-down the
road towards a solid plan that we can review in June and choose in July
of this year.  We also have Geneva as a strong potential so I think
that's at least 3 more solid prospects than we had before and we may see
a few more by June.  So with the support and help of our other EC
members I think we've turned the corner on nNA venues and that Roger's
plan will get us to that goal on schedule.  

Thanx,  Buzz
Dr. Everett O. (Buzz) Rigsbee
Boeing IT
PO Box 3707, M/S: 7M-FM
Seattle, WA  98124-2207
Ph: (425) 373-8960    Fx: (425) 865-7960
Cell: (425) 417-1022
everett.o.rigsbee@boeing.com

-----Original Message-----
From: Shellhammer, Steve [mailto:sshellha@QUALCOMM.COM] 
Sent: Tuesday, January 08, 2008 10:22 AM
To: STDS-802-SEC@LISTSERV.IEEE.ORG
Subject: Re: [802SEC] Proposed process to choose March 2011 802 Plenary

Paul and Buzz,

	Now that we are in the New Year and we have completed the
critical vote that Paul wanted to finish first I just wanted to check if
we are going to implement Roger's plan for choosing a non-NA venue.

	There seemed to be strong support for the plan so I think all we
need to do now is execute the plan.

	Is someone planning to start step #1?

"(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."

Regards,
Steve


-----Original Message-----
From: ***** IEEE 802 Executive Committee List *****
[mailto:STDS-802-SEC@LISTSERV.IEEE.ORG] On Behalf Of Roger B. Marks
Sent: Tuesday, November 27, 2007 8:22 PM
To: STDS-802-SEC@LISTSERV.IEEE.ORG
Subject: [802SEC] Proposed process to choose March 2011 802 Plenary

Folks,

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  
there:

(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  
proposals.
(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.

Roger


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