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

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

Hello Everyone,

Dee and I will be on the phone today at 2:30 PM ET for anyone that is able
to join us.  Please use the following conference call line:

US Dial-in Number: (712) 432-1600   Access Code: 505991#

International Dial-in Numbers:

. Austria - 0820 4000 1552
. Belgium - 070 35 9974
. France - 0826 100 256
. Germany - 01805 00 76 09
. Ireland - 0818 270 021
. Italy - 848 390 156
. Netherlands - 0870 001 920
. Spain - 902 886025
. Switzerland - 0848 560 179
. UK - 0870 35 204 74



-----Original Message-----
From: Dee Schur [mailto:dee.schur@oasis-open.org] 
Sent: Wednesday, June 17, 2009 9:24 AM
To: 'Rex Brooks'; 'Jane Harnad';
emergency-adopt-events@lists.oasis-open.org;
emergency-sc@lists.oasis-open.org; emergency-adoption@lists.oasis-open.org
Subject: RE: [emergency-sc] Re: [emergency-adopt-events] Status of Host
Location for Fall Event
Importance: High

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 nextŠ
>
>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, etcŠ  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, etcŠ).  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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