Re: [802SEC] Sold out hotel.

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George Zimmerman, Ph.D.

President & Principal

CME Consulting, Inc.

Experts in Advanced PHYsical Communications

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On Oct 7, 2024, at 11:09 AM, Chad Jones (cmjones) <00000b60b3f54e8d-dmarc-request@listserv.ieee.org> wrote:

I can’t speak for plenaries; you’d have to ask Jon or face-to-face. I suspect it didn’t happen often (selling out the hotel – this is different than filling the room block. What I‘m hearing is the hotel has no more rooms, still waiting for confirmation of this), but in our post-covid era, we are relearning some things we used to take for granted. On the interim side, we are reserving smaller room blocks because the hybrid meeting options means some folks will never be in person again. For interims, what I’ve stated is our policy. It’s hard enough to get hosts. I don’t want to make it harder on them or increase their potential risk. We reserve a room block based on past history (I’m tracking out interim attendance so that we can hopefully get better at predicting turn out), and once that’s full and there is no way for the hotel to add rooms (perhaps one or more nights are full), then the in-person discount is no longer available regardless of the registration type.

Regards,

Chad Jones

Principal Engineer, Cisco Systems

Executive Secretary, IEEE 802.3 Working Group

Chair, IEEE P802.3da Task Force

Principal, NFPA 70 CMP3

From: n81147@gmail.com <n81147@gmail.com>
Date: Monday, October 7, 2024 at 1:28 PM
To: Chad Jones (cmjones) <cmjones@cisco.com>, STDS-802-SEC@LISTSERV.IEEE.ORG <STDS-802-SEC@LISTSERV.IEEE.ORG>
Subject: Re: [802SEC] Sold out hotel.

Sadly, true. But this particular "gaming" is possible now. Someone can make a reservation, get the discount, then change it. It happens. A few people will take advantage of whatever we do in ways ethical people shouldn't. We disagree on how this should affect the majority, but I suspect this is a fundamental philosophical difference. More relevant to the current discussion: How many times have we sold out the hotel block? This is relevant information to have before we make a rule change. We are learning as we go so I expect the frequency to go down ;-). I think the rules allow making adjustments session by session if needed for a particular situation.

FWIW

On 10/7/2024 9:08 AM, Chad Jones (cmjones) wrote:

I had one more thought about this. What happens when the hotel fills and we start granting exceptions and now someone wants to cancel their hotel reservation so they can move their hotel of choice? This WILL happen. And now we no longer meet our rom block…

The sad part of this story is people will always try to game the system. We have to make rules that punish the majority because of the minority.

Regards,

Chad Jones

Principal Engineer, Cisco Systems

Executive Secretary, IEEE 802.3 Working Group

Chair, IEEE P802.3da Task Force

Principal, NFPA 70 CMP3

From: n81147@gmail.com <n81147@gmail.com>
Date: Friday, October 4, 2024 at 7:31 PM
To: Chad Jones (cmjones) <cmjones@cisco.com>, STDS-802-SEC@LISTSERV.IEEE.ORG <STDS-802-SEC@LISTSERV.IEEE.ORG>
Subject: Re: [802SEC] Sold out hotel.

I agree with Chad's conclusion if not entirely his reason:

A reason for the discount to encourage people to stay at the meeting hotel to ensure we make the room block and avoid a costly expense which, if it happens often enough, will require raising the meeting fee for everyone. If we've sold out the hotel, this also ensures we've met the room block. However, we offer a substantial registration discount for registering early. We encourage early registration for several reasons, one being it enables our meeting planners to make adjustments that reduce costs in many cases, making it possible to maintain our budgets and keep meeting fees low.

I have some sympathy for people who work at large companies that can be slow to make decisions, but our meetings are planned with at least two years lead time in most cases. If the company's policy and/or internal delays causes them to miss the room block, and it costs them extra for registration, then that is a decision that they've made. If it matters to your budget, plan ahead.

I do think we should consider exceptions if we grossly underestimate the room block, if the venue reduces our room block from what we've agreed, or someone can show that they made a good faith attempt to get their room(s) early enough but something went wrong.

That's one participants (and wireless treasurer's) opinion.

FWIW

Ben

On 10/4/2024 12:36 PM, Chad Jones (cmjones) wrote:

My two cents: this is the 100% right decision. Giving this waiver would lead to people waiting to reserve the hotel hoping it fills up so they can book with their preferred hotel…

Regards,

Chad Jones

Principal Engineer, Cisco Systems

Executive Secretary, IEEE 802.3 Working Group

Chair, IEEE P802.3da Task Force

Principal, NFPA 70 CMP3

From: ***** IEEE 802 Executive Committee List ***** <STDS-802-SEC@listserv.ieee.org> on behalf of Clint Chaplin <clint.chaplin@GMAIL.COM>
Date: Friday, October 4, 2024 at 2:58 PM
To: STDS-802-SEC@LISTSERV.IEEE.ORG <STDS-802-SEC@listserv.ieee.org>
Subject: [802SEC] Sold out hotel.

After some discussion, the decision is to not allow a sold-out hotel to be an uexcuse to waive the penalty for not staying in the hotel.

--

Clint Chaplin
Standards Engineer
Samsung Research America

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