Re: [802SEC] Proposed process to choose March 2011 802 Plenary
Roger,
I think this is a fantastic idea and strongly support it!
Mat
Matthew Sherman, Ph.D.
Engineering Fellow
BAE Systems - Network Systems (NS)
Office: +1 973.633.6344
Cell: +1 973.229.9520
email: matthew.sherman@baesystems.com
-----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 11:22 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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