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Subject: Montreal meeting logistics
UBL Chairs, I'm starting to finalize the logistics for the UBL meeting in Montreal; see message below, which is going out with this mail. Expenses will be helped a lot if we can get by with just one conference phone, so I'd like the NDRSC and LCSC chairs to try to arrange their agendas in a way that will make this possible. Given that we've only been promised two rooms and that we've scheduled a Liaison SC meeting/concall for 11 a.m. Montreal time on Wednesday 30 July, this means that our phone utilization matrix starts out looking something like this: Mon 7/28 09h15-13h00 Opening plenary 13h00-17h00 Phone available Tue 7/29 No phone scheduled yet Wed 7/30 09h00-11h00 Phone available 11h00-12h00 Liaison SC call 13h00-17h00 Phone available Thu 7/31 No phone scheduled yet Fri 8/01 No phone scheduled yet Note one important wrinkle: since we've only got two rooms, the LSC will have to evict one of the SCs for the call 11-noon on Wednesday. (Excuse me, I mean that one of the SCs will be taking an early lunch.) The question is, which SC? And the answer is, whichever one needs to use the phone line that day. You guys need to sort out which one that's going to be. I'm not sure whether we should try for dial-in to the closing plenary. Let's wait and see what it would cost before we decide. Jon ================================================================== To: TSBosse@aol.com, jharnad@idealliance.org, dee.schur@oasis-open.org, carol.geyer@oasis-open.org, scott.mcgrath@oasis-open.org Subject: Montreal UBL meeting logistics Hello OASIS and IDEAlliance Folks, It's time to finish up our plans for the UBL meeting to be hosted by IDEAlliance the week preceding the Extreme Markup conference in Montreal. I've appended a couple of messages from February that summarize what we agreed on. Scott: Since two members of the TC have committed to bringing projectors, and all the members are being told to bring their own extension cords, it appears that our expenses charged through the hotel will be as follows: - A couple of flip charts on easels. White boards would of course be even better if the hotel happens to have them. - A conference phone for several days (we're not exactly sure which days yet, but certainly Monday and Wednesday). We generally try to provide dial-in for the closing plenary on Friday, but we can't decide this till we know what it will cost. It would be great to have this information ASAP so that we can finalize our published meeting agenda. - An outside line. We will follow your advice and get someone from outside to call in to make the connection. - It is possible that we will need a second phone and a second outside line. I'm going to encourage the subcommittees to arrange their agendas so that this is not necessary, but it's a possibility. I'm assuming from your message quoted below that you need for the people who will be attending the meeting in person to contact you directly with their contact info and a statement that they are committed to sharing the expenses. Is there any particular form in which you'd like them to put this information? Tanya: I don't have a head count yet (we should have that by early next week), but nothing has happened to change the estimates I provided back in February; see below. It would help in planning the agenda if we knew for sure that the two rooms would be next to or at least near one another. Can this be confirmed with the hotel? Two other key questions for you: - What is the cost of phones and phone lines? - I can arrange to bring a Polycom conference phone from Sun; this could save us a chunk of money, but will the hotel let us use it? Jon ================================================================== Date: Fri, 28 Feb 2003 09:19:46 -0800 (PST) From: Jon Bosak <Jon.Bosak@sun.com> Subject: [ubl] Second August meeting tally To: ubl@lists.oasis-open.org Cc: TSBosse@aol.com, jharnad@idealliance.org, dee.schur@oasis-open.org, carol.geyer@oasis-open.org, scott.mcgrath@oasis-open.org UBL TC and IDEAlliance/OASIS folks, Of 14 people indicating a preference in the second round of polling on the question of where to hold the UBL TC meeting 28 August through 1 September 2003, 9 were in favor of Montreal and 5 were in favor of D.C. Since the earlier poll also revealed a strong preference for Montreal, I think we're about decided on this. Before we move to formal approval, I would like to check one more time with everyone that we are clear on the following: - IDEAlliance will provide a room for 25 and a room for 15 at the Montreal Hilton from Monday 8/28 at 9 a.m. through Friday 9/1 at 1 p.m. - Stig and Mark will do their best to bring projectors - OASIS and IDEAlliance will arrange for phones, phone lines, flip charts, and (if necessary) projectors, the cost to be borne by the UBL participants - OASIS will provide invoices for the cost of the extras so that we all have something to submit on expense accounts Please let us know by COB Monday 3 March if any of these assumptions are incorrect. Jon From: "Scott McGrath" <scott.mcgrath@oasis-open.org> To: <jon.bosak@sun.com>, <ubl@lists.oasis-open.org> Cc: <dee.schur@oasis-open.org>, <carol.geyer@oasis-open.org> Subject: RE: Second August meeting tally Date: Fri, 28 Feb 2003 17:04:09 -0500 Jon et al, The easiest way to handle the cost sharing is for all willing participants to email me their commitment to share the expense-with their contact information. Then, I will contract with the hotel, accept the expenses from the hotel and give all an invoice for their equal share. You can then go to our on-line credit card system, enter your invoice # and credit card info to pay the invoice. Each participants final expense won't be known until we get closer and know what expenses I'll be incurring on your behalf, and how many will share the expense. I think it fair to give you as much advanced warning, but we know the expense decisions are yours to make. I. E. Do you need to pay for 0,1 or 2 projectors etc. A word of warning, based on experience...If at all possible, arrange for someone outside the hotel to call into the conference room phone and patch the call into the conference system (I can advise how to do that). Outbound calls from hotels-especially conference room phones are extraordinarily expensive! I hope this helps, Scott McGrath Director Member Services
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