Conference Committee Report

I have been working with the potential locations for SoutheastCon 2015 & 2016
to get contracts in order and get moving on these conferences. Both Tampa and
Fort Lauderdale were looking for locations to host the conference. At first we
were not having much luck, but after I contacted the IEEE Global Hilton Sales
rep we were able to get bids from 2 locations. The bid from Fort Lauderdale is
more complete. We have a draft contract and committee in place. The terms of
the contract look reasonable and we have recently received concessions on
Internet and parking. I have sent the contract out to review to the conference
committee and I believe that all comments have been properly addressed.

The Tampa bid requires the use of the convention center and is currently only
a proposal. We would still need to work through negotiating a contract. My
recommendation would be that the board approve the Fort Lauderdale bid to host
SoutheastCon 2015.

I have been working with Hilton again to work out the draft contract for
Southeast 2016 in Jamaica. I believe that we have a contract that is
acceptable. I have also been negotiating with the Montego Bay Convention
Centre to get the needed additional space. Having worked the preliminary
numbers I believe that the cost to hold a SoutheastCon in Jamaica would be
within reason as compared to stateside SoutheastCons. I am still waiting for
some additional information from the Jamaica Section:

- List of conference committee members
- Commitment letters from the host Universities
- I still need to work with them on an updated budget

Once we have this information I believe that we will be able to move forward
with SoutheastCon 2016 in Jamaica. That being said I would like to keep the
options for Tampa open for either 2016 (as contingency) or 2017.

SoutheastCon 2012 and 2013 are still waiting for some final information to be
officially closed out by IEEE. Once I get issues with 2015 & 2016 ironed out I
will concentrate on getting 2012 and 2013 closed out.

I am behind on some of my other goals for this year. I still need to work on a
R3 Conference Services pamphlet and trying to contact all Society conferences
coming to Region 3.

Sean 
--
IEEE Region 3 Conference Committee Chair
2407 Hillwood Place
Charlottesville, VA 22901
+1 (434) 996-5611
s.a.haynes@ieee.org