page11
Venue contracts are negotiated by the Executive Secretary or an individual selected by the
Executive Secretary and affirmed by the IEEE 802 LMSC Chair. The venue contract summary is
presented for approval to the IEEE 802 LMSC. Upon approval of the IEEE 802 LMSC, the
IEEE 802 LMSC Executive Secretary submits the venue contract(s) to the IEEE procurement
office to formally execute the contract.
5.2 Interim sessions
In addition to plenary sessions, IEEE 802 LMSC Working Groups and Working Group subgroup
may hold interim sessions. An interim session may be for a single Working Group or Working
Group subgroup or it may be a joint interim session for any combination of Working Groups, and
subgroups.
Interim sessions shall have:
a)
Reasonable notification (greater than 30 days) in addition to any announcement given at a
Plenary session, and
b)
Few last minute shifts in location (much less than 1 per year).
5.2.1 Interim session hosts
Each interim session and joint interim session shall have a Host. The Host is the entity that is
responsible for the financial and logistical planning, and preparation for and execution of the
session.
An interim session or joint interim session may be hosted by the IEEE 802 LMSC, a Working
Group operating with treasury, several Working Groups operating with a joint treasury, or a non-
IEEE 802 LMSC entity. Working Groups and Working Group subgroups not authorized to
operate with treasury shall not host an interim session.
Alternatively, an interim session or joint interim session may be co-hosted (jointly hosted) by
any combination of Working Groups operating with treasury, Working Groups operating with a
joint treasury, and a non-IEEE 802 LMSC entities. Each of the entities co-hosting an interim
session (Co-hosts) shall have approved a written agreement stating the responsibilities and
liabilities of each Co-host and the disposition of any surplus funds before any financial
commitments are made for the co-hosted session. When an interim session is co-hosted, the term
Host means all of the Co-hosts as a single entity.
The Host may contract with meeting planners and/or other entities to assist it in hosting the
session.
The responsibilities, authorities, and liabilities of a Host are defined in the following list.
a)
The Host is solely responsible for the finances and the logistical planning, preparation for
and execution of the session.
b)
The Host will consult and coordinate with the Chair(s) of the Working Group(s) or
Working Group subgroup(s) participating in the session on the financial and logistical
planning, and preparation for and execution of the session.
c)
The Host is solely responsible for all contracts and agreements that are for goods and/or
services exclusively for the session.
d)
The Host is solely responsible for collecting the fees, if any, from attendees and for
paying the session expenses including any penalties.
IEEE 802 LMSC Operations Manual, v24 Revised August 31, 2020
Page 8