Re: [802-LMSC] +++ LMSC Consent Agenda – Topic ++ 2025 Sept 2 Telecon - Sponsoring 802.11bn AdHoc - Bangkok

[Elizabeth Kochuparambil <bethk@xxxxxxxx>]

Hi Jon - Added as item 3.011 to the agenda.

Thanks for the transparency.

~Beth

On Fri, Aug 22, 2025 at 6:16 PM Jon Rosdahl <jrosdahl@xxxxxxxx> wrote:

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

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Jon Rosdahl                                           Engineer, Senior Staff
IEEE 802 LMSC Executive Secretary  Qualcomm Technologies, Inc.
office: 801-492-4023                             10871 North 5750 West
cell:   801-376-6435                               Highland, UT 84003 USA

Email: jrosdahl@xxxxxxxx

A Job is only necessary to eat!
A Family is necessary to be happy!!

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