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Subject: Re: [emergency-adoption] RE: [emergency-sc] Re: [emergency-adopt-events] Status of Host Location for Fall Event
I can make the first 30 to 45 minutes. Cheers, Rex At 8:59 AM -0500 6/17/09, Elysa Jones wrote: >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 >> >>--------------------------------------------------------------------- >>To unsubscribe from this mail list, you must leave the OASIS TC that >>generates this mail. Follow this link to all your TCs in OASIS at: >>https://www.oasis-open.org/apps/org/workgroup/portal/my_workgroups.php >> >> >>--------------------------------------------------------------------- >>To unsubscribe from this mail list, you must leave the OASIS TC that >>generates this mail. Follow this link to all your TCs in OASIS at: >>https://www.oasis-open.org/apps/org/workgroup/portal/my_workgroups.php > > >--------------------------------------------------------------------- >To unsubscribe from this mail list, you must leave the OASIS TC that >generates this mail. Follow this link to all your TCs in OASIS at: >https://www.oasis-open.org/apps/org/workgroup/portal/my_workgroups.php -- Rex Brooks President, CEO Starbourne Communications Design GeoAddress: 1361-A Addison Berkeley, CA 94702 Tel: 510-898-0670
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