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Re: [802SEC] +++ 10-day EC Email Ballot +++ Definition of hotel stay

I vote "Disapprove" (No).

I further note that our methods of allocating meeting costs has never made sense to me.  I DON'T believe in allocating any of the meeting costs to hotel stays.  I've always felt it should purely be covered in the meeting fee.  I'd much rather have the hotel give us a truly good hotel rate rather than hide meeting costs in the rate so that at least people understand what they are paying for.  In know that's not how it's been done, but I don't like the current practice.

Further I don't see how an arbitrary $300 fee makes up for a given amount of hotel stay.  Is it $50 a day the conference costs get supplemented by the hotel cost?  Certainly $165 a night (the next venue we have) can't all go towards the meeting costs.  So if someone stays 2 nights and skips out, it can't possibly have added up to the $300 extra we charge him if he didn't stay the 2 nights.  $150/night could not possibly have gone toward supplementing the meeting space.  So perhaps the right way is to amortize an amount per a night that they stay up to 5 nights?

Bottom line is we should be doing straight up accounting.  Charge people for the meeting in the meeting fee, not the hotel bill!


Matthew Sherman, Ph.D. 
Engineering Fellow 
BAE Systems -  Electronics, Intelligence & Support (EI&S) 
Office: +1 973.633.6344 
Cell: +1 973.229.9520 

-----Original Message-----
From: ***** IEEE 802 Executive Committee List ***** [] On Behalf Of James P. K. Gilb
Sent: Tuesday, October 05, 2010 4:26 PM
Subject: [802SEC] +++ 10-day EC Email Ballot +++ Definition of hotel stay

Dear 802 EC members

Paul Nikolich has delegated the conduct of the EC electronic ballot on 
the following motion to me.

In the November 2009 meeting, the EC passed the following motion:

"IEEE-802 Registration Procedures will be effective for the March 2010 
meeting as follows:
1)  We will advance the registration cut-off date by 2-weeks, from 
17-days prior to the meeting, to 31-days prior to the meeting.
2)  We will advance the hotel room-block cut-off by the same amount so 
that both occur on the same date.
3)  We will adjust the Session Registration Fees to the following formula:
    o Web Early-Registration Fee (prior to 31-day cut-off) will remain 
at $400.US
    o Web Registration Fee (after the Early-Registration cut-off but at 
least 7-days before start of session (Monday) will now be $500.US
   o Late Web or On-site Registration (less than 7-days before or during 
the session) will now be $600.US
4)  A $300.US surcharge will be added to the registration fee for those 
attendees not booking and staying in the 802-contracted hotel.  Proof of 
hotel stay will be required to prevent the surcharge."

The purpose of this motion is to clarify what a "hotel stay" means. 
Accordingly, the motion is as follows:

Moved that "In order to avoid paying the $300 US surcharge on the 
registration, a hotel stay is defined as at least two nights booking and 
staying in the 802 contracted hotel.  The effect of voting no on this 
motion is that a hotel stay is defined as at least one night booking and 
staying in the 802 contracted hotel." Effective beginning with the 
November 2010 meeting.

Move: Gilb
Seconded: Law

Note that although I am moving the motion for the purpose of resolving 
this issue, I will be voting no as I believe that the original motion is 
clear that only a single night is required by the wording.

Start of ballot: Wednesday 5 October 2010 Close of ballot: Friday 15 
October, 11:59PM AOE

Early close: As required in subclause 'Electronic Balloting' of 
the IEEE project 802 LAN/MAN Standards Committee (LMSC) Operations 
Manual, this is notice that, to ensure the release is provided in a 
timely manner, this ballot may close early once sufficient responses are 
received to clearly decide a matter.

James Gilb

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.