Greetings,
in the past, we have had different WGs add a meeting to the beginning or end of the Plenary Session, and included the incremental costs into the overall budget of the Plenary without any fanfare.
James has asked that we be a bit more transparent with this type of addition to a Plenary.
I am asking to include on the September 2, 2025 LMSC Telecon Consent Agenda :
MI
Motion: 802 LMSC to Host 802.11bn AdHoc - Rosdahl - 0 minutes
If removed from the Consent Agenda I would ask for 15 minutes to discuss.
Background:
The 802.11 WG approved holding an AdHoc 3 days prior to the 2025 November IEEE 802 Plenary at the Bangkok Marriott Marquis Queen’s Park in Bangkok, Thailand.
I have worked with the Meeting Planners and the hotel and we have an estimate on the costs for the Adhoc. Attendees of the AdHoc would pay an additional meeting fee to cover the incremental costs with their Plenary Session fees. The estimates are what we know now, but we hope to be able to reduce some of the final costs. We have estimated a 50% in person attendance, with 50% attending remotely. We also needed to add to the RoomBlock for the Plenary, so we have included additional rooms on the week prior as well as increasing the main Plenary RoomBlock to accommodate the increasing number of plenary attendees.
The budget is included in this email below and a file has been posted in Mentor (802WFin-25/0068r0).
You will note that there is a small surplus from the estimated 180 total Attendees that would be left to the IEEE 802 LMSC
The Proposed Motion that we could make and add to the Consent Agenda would be as follows:
Motion: 802 LMSC to Host 802.11bn AdHoc:
Move to host the 802.11bn AdHoc on November 6-8, 2025 to be held at the Bangkok Marriott Marquis Queen’s Park Hotel in Bangkok, Thailand the 3 days prior to the 2025 November IEEE 802 Plenary. Each AdHoc attendee will pay an AdHoc registration fee of $150.00 to offset the incremental costs of the AdHoc.
Moved: Jon Rosdahl
Second: Robert Stacey
Proposed Budget details:
| IEEE
802.11 TGbn AdHoc |
|
Venue: |
Bangkok
Marriott Marquis Queen’s Park |
Version 2 |
|
| Thursday, November 6 -
Saturday, November 8, 2025 |
|
|
Estimated Attendees: |
50-90 |
|
August 22, 2025 |
|
| 8am to 18:00pm |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| ESTIMATED BUDGET: based on
In-Person 90 |
|
|
|
|
|
|
|
| Full Day Meeting Package: |
Price THB per person |
Estimated # of Attendees |
# of Days |
Total |
Total |
Cost Per Person |
Cost Per Person |
| Meeting Room with full
meeting set up (bottled water, notepads, pencils and candies) |
|
|
|
THB |
USD |
THB |
USD |
| Room rental cost |
฿2,400.00 |
90 |
1 |
฿216,000.00 |
$6,480.00 |
฿2,400.00 |
฿72.00 |
| 1 morning coffee break and 1
afternoon coffee breaks |
|
|
|
|
|
|
|
| Lunch at dedicated venue
including of drinking water |
฿2,400.00 |
90 |
2 |
฿216,000.00 |
$6,480.00 |
฿2,400.00 |
฿144.00 |
| Meeting room speakers,
mixers, 1 microphone |
|
|
|
|
|
|
|
| 1 Flipchart with markers |
|
|
|
|
|
|
|
| 1 LCD Projector and screen |
|
|
|
|
|
|
|
| Stage, podium, in house
light system |
|
|
|
|
|
|
|
| Reception Desk |
|
|
|
|
|
|
|
| WIFI (?? Mbps Bandwidth) |
|
|
|
|
|
|
|
| Lunch venue: |
|
|
|
|
|
|
|
| 6 November: Join
International Buffet Lunch at Goji Kitchen and Bar |
|
|
|
|
|
|
|
| 7 November: Join
International Buffet Lunch at Goji Kitchen and Bar |
|
|
|
|
|
|
|
| 8 November: Private lunch at
meeting room (minimum 50 persons for buffet menu) |
|
|
|
|
|
|
|
| Meeting Rooms: |
|
|
|
|
|
|
|
| 6 November: Thursday |
|
|
|
|
|
|
|
| Thai Boromphimarn 4 - 3rd FL: 54SR:
1LCD/S+HT2+1TM+1FM+1WM+SBD+SP *TBC |
|
|
|
|
|
|
|
| Thai Boromphimarn 5 - 3rd FL: 54SR:
1LCD/S+HT2+1TM+1FM+1WM+SBD+SP |
|
|
|
|
|
|
|
| 7-8 November: Friday and
Saturday |
|
|
|
|
|
|
|
| Thai Chitlada 1 – 2nd FL: 90 SR:
1LCD/S+HT3+2TM+1FM+1WM+SBD+SP |
|
|
|
|
|
|
|
| Thai Chitlada 2 – 2nd FL: 45 SR:
1LCD/S+HT2+1TM+1FM+1WM+SBD+SP |
|
Sub Total |
|
€
432,000.00 |
$12,960.00 |
€
4,800.00 |
$216.00 |
| Note: VAT-7.7% +SC - 10% |
|
Taxes (17.7%) |
|
€
76,464.00 |
$2,293.92 |
€
849.60 |
$38.23 |
| TOTAL
PACKAGE |
|
TOTAL |
|
€
508,464.00 |
$15,253.92 |
€
5,649.60 |
$254.23 |
| |
|
|
|
|
|
|
|
| |
|
|
|
|
|
|
|
| AV SERVICES
& POWER |
AV SERVICES &
POWER |
TOTAL |
|
|
|
|
|
| Hotel -
Additional AV required - Jon to bring 2 Scarlett Boxes |
Estimate only |
|
|
|
|
|
|
| Hotel -
Additional Power required (including 2XLR cables/room) |
Estimate only |
|
|
€
150,000.00 |
$4,500.00 |
€
1,666.67 |
$50.00 |
| |
|
Taxes (17.7%) |
|
€
26,550.00 |
$796.50 |
€
295.00 |
$8.85 |
| Note:
pricing still to be confirmed hotel AV Vendor |
AV SERVICES &
POWER |
TOTAL |
|
€
176,550.00 |
€
5,296.50 |
€
1,961.67 |
€
58.85 |
| NETWORK
SERVICES |
|
|
|
|
|
|
|
| Hotel: 100
Mbps bandwidth for all meeting rooms |
# of Days: |
|
|
|
|
|
|
| |
3 |
|
|
€
130,000.00 |
$ 3,900.00 |
€ 1,444.44 |
$43.33 |
| |
|
Taxes (17.7%) |
|
€
23,010.00 |
$ 690.30 |
€ 255.67 |
$7.67 |
|
NETWORK SERVICES |
TOTAL |
|
€
153,010.00 |
$
4,590.30 |
€
1,700.11 |
$51.00 |
| MEETiNG SERVICES |
|
|
|
|
|
|
|
| Face To Face
Events include: |
Flat Fee: |
$4,500.00 |
|
|
$4,500.00 |
|
$25.00 |
| Reg Site/Svs,
Pre, On-Site, Post Hotel Meeting Logistics |
| |
MEETING SERVICES |
TOTAL |
|
|
$4,500.00 |
|
$25.00 |
| |
|
|
|
|
|
|
|
| |
|
|
|
|
|
|
|
| |
ESTIMATED TOTAL |
TOTAL |
|
€
838,024.00 |
$24,344.22 |
€
9,311.38 |
$279.34 |
| |
COST PER PERSON |
TOTAL |
|
|
|
|
|
| Exchange Rate: |
|
|
|
|
|
|
|
| THB |
฿1.00 |
|
|
|
|
|
|
| USD |
$0.03 |
|
|
|
|
|
|
| |
|
|
|
|
|
|
|
|
AdHoc Income: |
|
|
|
|
|
|
|
|
|
AdHoc Attendee In-Person: |
90 |
$150.00 |
$13,500.00 |
|
|
|
|
AdHoc Attendee Remote: |
90 |
$150.00 |
$13,500.00 |
|
|
|
|
|
180 |
|
|
|
|
|
|
|
|
Income Total |
$27,000.00 |
|
|
|
|
|
|
Expense Total |
$24,344.22 |
|
|
|
|
|
|
net: |
$2,655.78 |
|
Thank you for your support in this matter,
Jon