Status of Host Location for Fall Event

["Jane Harnad" <jane.harnad@oasis-open.org>]

Dear Emergency Management Committee Members,

 

Dee Schur forwarded the notes from the last Member Section conference call.  The notes addressed concerns with the Emergency Management Adoption Event Sub-Committee’s approval to attempt to secure a facility in the Gaithersburg, MD area.  Unfortunately, it sounds like the Event Sub-Committee (SC) and Member Section (MS) are NOT on the same page.  In an effort to re-connect everyone, I’m addressing this email to the MS, Event SC, and Adoption TC.  Please be sure to let me know if anyone else needs to be involved in this decision-making process because I don’t want to waste any more time on miscommunication.  In addition, I’d like to arrange a special conference call this Wednesday at 2:00 PM ET to address the issues noted below, as well as any other event-related concerns. 

 

Background on why the DHS facilities didn’t work out: 

 

1.       Space Availability – only one DHS facility in the DC area was able to accommodate the space required for both the conference and interoperability demonstration – the NOAA facility in Silver Springs, MD

2.       Lack of Internet Access – for security reason, no internet would be available to conference participants (interoperability demonstrations would have to be deleted from the program, as many vendors require internet access to prove interactive data retrieval)

3.       No September Dates – the only dates NOAA had available were October 15-16, which are also very close to both the NEMA & IAEM events

 

Background on the hotel search & obstacles: 

 

1.       Available Space & Dates – at last check, no hotels in the Crystal City area had space available in the Sept/Oct timeframe for our event

2.       Sleeping Room Guarantees – many hotels won’t allow clients to book meeting room space without guaranteeing a certain number of sleeping rooms each night, which would expose OASIS to financial liability

3.       Catering – lunch would be a requirement each day or a higher room rental fee would be charged (again exposing OASIS to financial liability)

4.       Internet Access – most hotels will require payment for Internet access, which may prove to be very expensive (audio visual will also be an expense)

 

Reasons why the sub-committee decided on the NIST facility:  http://www.nist.gov/public_affairs/gallery/adbldg1.htm

 

• Accessibility – DC metro area, metro accessibility with complimentary shuttle service, free parking, shuttle service would be provided by OASIS - to & from host hotel(s)
• Space Availability – auditorium, interoperability demonstration room, and registration/break area would be made available, free of charge
• Catering – coffee, continental breakfast, and luncheon options are available for fee as a group or on an individual basis (by the attendee)
• Audio Visual Equipment – standard audio visual equipment would be made available, free of charge
• Internet Access – wireless Internet access is available to everyone in the conference facility, free of charge
• Hotel Sleeping Room Rates – NIST would allow us to use their rate at two area hotels ($119 holiday inn & $140 marriott) with no guarantee & liability to OASIS

 

* Additional benefit:  The event would be held in conjunction with the OASIS Identity Management Conference.

 

Budget Issues:

 

It was noted that the MS agreed to put aside 20K to sponsor the event.  Although this is terrific news, and would cover most of the costs associated with a DHS or NIST hosted event; it would only cover a portion of the anticipated costs for an event held at a hotel.  Below is a rough breakdown of possible hotel expenses for your review.

 

Based on 200 people (below are estimates only):

 

Coffee Breaks = $1,200 each day @ 2 days = $ 2,400

Room Rental (with lunch) = $2,500 each day @ 2 days = $5,000

Luncheons = $ 7,000 each day @ 2 days = $14,000

Audio Visual = $2,300 each day @ 2 days = $4,600

Internet = $4,000 ($20 per guest) = $4,000

 

The total estimate above comes to roughly 30K.  This doesn’t include OASIS staff time, printing, marketing, reception, and/or other event-related expenses.  A hotel-hosted event would most likely cost us about 20K per day in the DC area, which means 40K would need to be secured at the time of booking. 

 

BTW:  This was the main reason we originally decided to shift our focus to a member facility (cutting anticipated expense in half).

 

What’s next…

 

In order for us to move forward with the dates reserved at the NIST facility – 29 & 30 of September, we need to have a final decision made no later than the end of this week. If the decision is to cancel that space, we’ll need to begin our search from scratch again.  The search will include ideas from the Committee on other member hosts, locations in the area (other than Crystal City), new dates, etc…  Starting the search over again will most likely prevent us from launching the event dates & location prior to the start of the summer season (as originally planned).  This will also hurt our production timeline, and therefore most likely force us to shift potential event dates to late October &/or November (of course bringing up other conflicts – such as competing events, holidays, etc…).  If we do decided to move forward with the space at NIST – preliminary details on the event are ready to be announced.  We’re putting the finishing touches on the overall event description, expected audience, and website now.  The current plan was to launch the event this week.

 

As a reminder, I’d like to arrange a special conference call this Wednesday at 2:00 PM ET to address these and other issues regarding the event.  Please let me know if you are unable to attend. 

 

Thank you, Jane