Re: [emergency-adoption] RE: [emergency-sc] Re: [emergency-adopt-events] Status of Host Location for Fall Event

[Elysa Jones <ejones@warningsystems.com>]

I think I can make that time.  Elysa

At 08:24 AM 6/17/2009, Dee Schur wrote:

>Dear Group,
>First the good news - Carol and I have been doing extensive outreach to new
>members for the Adoption TC. A part of the note included a mention of the
>fall Emergency event and we have had several inquiries regarding the event,
>so the interest is clearly there.
>
>This does increase our urgency to make decisions regarding the event
>quickly. It sounds like 11:00 - 2:00ET is busy for many of you, so how about
>2:30 to 3:30 ET TODAY? Please get back to me ASAP and I'll send an invite.
>
>Cheers,
>Dee
>
>-----Original Message-----
>From: Rex Brooks [mailto:rexb@starbourne.com]
>Sent: Monday, June 15, 2009 6:15 PM
>To: Jane Harnad; emergency-adopt-events@lists.oasis-open.org;
>emergeny-adopt@lists.oasis-open.org; emergency-sc@lists.oasis-open.org
>Cc: 'Dee Schur'; 'Jane Harnad'
>Subject: [emergency-sc] Re: [emergency-adopt-events] Status of Host Location
>for Fall Event
>Importance: High
>
>Hi Jane,
>
>I'm sure this is as much of a surprise for us as
>it was for you, and I wholeheartedly agree that
>we should get in synch. However, Wednesday, June
>17 has an Emergency Inteoperability Consrtium
>(EIC) Meeting scheduled for 2:00 p.m. Eastern
>Time. I believe there's some overlap in
>membership among the EIC and EI Member Section. I
>thought I should pass that along before we get
>too deeply attached to Wednesday. I suggest
>Thursday noon or later Eastern Time or Friday
>1:00 p.m. or later Eastern Time.
>
>I have a SOA Reference Model TC Reference
>Architecture SC meeting from 11:30 a.m. to 1:00
>p.m. Wednesday, so my day is pretty shot. Just
>FYI, I have not heard back about MITRE, but I am
>likely to hear during that telecon since my
>contact at MITRE is part of that group.
>
>Cheers,
>Rex
>
>At 5:05 PM -0400 6/15/09, Jane Harnad wrote:
> >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>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
> >
> >
>
>
>--
>Rex Brooks
>President, CEO
>Starbourne Communications Design
>GeoAddress: 1361-A Addison
>Berkeley, CA 94702
>Tel: 510-898-0670
>
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