mtgvenue R. Pelletier
Internet-Draft Internet Society
Intended status: Best Current Practice L. Nugent
Expires: September 13, 2017 Association Management Solutions
D. Crocker, Ed.
Brandenburg InternetWorking
L. Berger
LabN Consulting, L.L.C.
O. Jacobsen
The Internet Protocol Journal
J. Martin
INOC
F. Baker, Ed.
E. Lear, Ed.
Cisco Systems GmbH
March 12, 2017
IETF Plenary Meeting Venue Selection Process
draft-ietf-mtgvenue-iaoc-venue-selection-process-05
Abstract
The IAOC has responsibility for arranging IETF plenary meeting Venue
selection and operation. This document details the IETF's Meeting
Venue Selection Process from the perspective of its goals, criteria
and thought processes. It points to additional process documents on
the IAOC Web Site that go into further detail and are subject to
change with experience.
Status of This Memo
This Internet-Draft is submitted in full conformance with the
provisions of BCP 78 and BCP 79.
Internet-Drafts are working documents of the Internet Engineering
Task Force (IETF). Note that other groups may also distribute
working documents as Internet-Drafts. The list of current Internet-
Drafts is at http://datatracker.ietf.org/drafts/current/.
Internet-Drafts are draft documents valid for a maximum of six months
and may be updated, replaced, or obsoleted by other documents at any
time. It is inappropriate to use Internet-Drafts as reference
material or to cite them other than as "work in progress."
This Internet-Draft will expire on September 13, 2017.
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Copyright Notice
Copyright (c) 2017 IETF Trust and the persons identified as the
document authors. All rights reserved.
This document is subject to BCP 78 and the IETF Trust's Legal
Provisions Relating to IETF Documents
(http://trustee.ietf.org/license-info) in effect on the date of
publication of this document. Please review these documents
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to this document. Code Components extracted from this document must
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described in the Simplified BSD License.
Table of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 3
1.1. Background . . . . . . . . . . . . . . . . . . . . . . . 3
1.2. Requirements Language . . . . . . . . . . . . . . . . . . 3
2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 4
2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 4
2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5
3. Venue Selection Criteria . . . . . . . . . . . . . . . . . . 6
3.1. Venue City Criteria . . . . . . . . . . . . . . . . . . . 7
3.2. Basic Venue Criteria . . . . . . . . . . . . . . . . . . 8
3.3. Technical Services and Operations Criteria . . . . . . . 8
3.4. Lodging Criteria . . . . . . . . . . . . . . . . . . . . 9
3.5. Food and Beverage Criteria . . . . . . . . . . . . . . . 10
4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 11
4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 11
4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 12
4.3. The Internet Society . . . . . . . . . . . . . . . . . . 12
4.4. IETF Administrative Oversight Committee . . . . . . . . . 12
4.5. IETF Administrative Support Activity . . . . . . . . . . 13
4.6. IETF Administrative Director . . . . . . . . . . . . . . 13
4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 13
5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 13
5.1. Identification . . . . . . . . . . . . . . . . . . . . . 13
5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 14
5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 14
5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 15
5.5. Final Check . . . . . . . . . . . . . . . . . . . . . . . 15
6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 16
7. Security Considerations . . . . . . . . . . . . . . . . . . . 16
8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 16
9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 16
10. References . . . . . . . . . . . . . . . . . . . . . . . . . 16
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10.1. Normative References . . . . . . . . . . . . . . . . . . 16
10.2. Informative References . . . . . . . . . . . . . . . . . 17
Appendix A. Site Qualification Visit Checklist . . . . . . . . . 17
Appendix B. Contingency Planning Flow Chart . . . . . . . . . . 23
Appendix C. Change Log . . . . . . . . . . . . . . . . . . . . . 24
Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 25
1. Introduction
The IAOC has responsibility for arranging IETF plenary meeting venue
selection and operation. This document describes the IETF Meeting
Venue Selection Process from the perspective of goals, criteria and
thought processes. It describes the objectives and principles behind
the Venue selection process. It also discusses the actual selection
process to one level of detail, and points to working documents used
in execution.
1.1. Background
Following IETF 94 and at IETF 95 there was a discussion on the IETF
list of the selection process and criteria for IETF meetings. In
response to that discussion, the IAOC and the IAOC Meetings Committee
took it upon themselves to more publicly document its process and
refine it, based on input from IETF Participants.
1.2. Requirements Language
Requirements called out in this document are identified by the degree
of requirement. The labels that are used are:
Mandatory:
If this requirement cannot be met, a location under consideration
is unacceptable. We walk away.
Important:
Does not qualify as Mandatory, but is still highly significant.
It can be traded against other Important items, such that a Venue
that meets more of these criteria is on the whole more preferable
than another that meets less of these criteria. Requirements
classed as Important can also be balanced across Venue selections
for multiple meetings.
Desired:
We would very much like to meet this requirement, but the failure
to meet it will not disqualify a Venue.
While this document uses these terms and these meanings, it remains
the responsibility of the IAOC to apply their best judgment. The
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IAOC accepts input and feedback both during the consultation process
and later (for instance when there are changes in the situation at a
chosen location). Any appeals remain subject to the provisions of
BCP101 [RFC4071].
2. Venue Selection Objectives
2.1. Core Values
Some IETF values pervade the selection process. These often are
applicable to multiple requirements listed in this document. They
are not limited to the following, but at minimum include:
Why do we meet?
We meet to pursue the IETF's mission [RFC3935], partly by
advancing the development of Internet-Drafts and RFCs. We also
seek to facilitate attendee participation in multiple topics and
to enable cross-pollination of ideas and technologies.
Inclusiveness:
We would like to facilitate the onsite or remote participation of
anyone who wants to be involved.
Every country has limits on who it will permit within its borders.
However the IETF seeks to:
1. Minimize situations in which onerous entry regulations prevent
participants from attending meetings, or failing that to
distribute meeting locations such that onerous entry
regulations are not always experienced by the same attendees
2. Avoid meeting in countries with laws that effectively exclude
people on the basis of race, religion, gender, sexual
orientation, national origin, or gender identity
Where do we meet?
We meet in different locations globally, in order to spread the
difficulty and cost of travel among active participants, balancing
travel time and expense across the regions in which IETF
participants are based.
Internet Access:
As an organization, we write specifications for the Internet, and
we use it heavily. Meeting attendees need unfiltered access to
the general Internet and our corporate networks. "Unfiltered
access" in this case means that all forms of communication are
allowed. This includes, but is not limited to, access to
corporate networks via encrypted VPNs from the meeting Facility
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and Hotels, including overflow hotels. We also need open network
access available at high enough data rates, at the meeting
Facility, to support our work, including the support of remote
participation. Beyond this, we are the first users of our own
technology. Any filtering may cause a problem with that
technologiy's development.[MeetingNet]
Focus:
We meet to have focused technical discussions. These are not
limited to scheduled breakout sessions, although of course those
are important. They also happen over meals or drinks -- including
a specific type of non-session that we call a "Bar BOF" -- or in
side meetings. Environments that are noisy or distracting prevent
that or reduce its effectiveness, and are therefore less desirable
as a meeting Facility.
Economics:
Meeting attendees participate as individuals. While many are
underwritten by employers or sponsors, many are self-funded. In
order to reduce participation costs and travel effort, we
therefore seek locations that provide convenient budget
alternatives for food and lodging, and which minimize travel
segments from major airports to the Venue. Within reason, budget
should not be a barrier to accommodation.
Least Astonishment and Openness:
Regular participants should not be surprised by meeting Venue
selections, particularly when it comes to locales. To avoid
surprise, the venue selection process, as with all other IETF
processes, should be as open as practicable. It should be
possible for the community to engage early to express its views on
prospective selections, so that the community, IAOC, and IAD can
exchange views as to appropriateness long before a venue contract
is considered.
2.2. Venue Selection Non-Objectives
IETF meeting Venues are not selected or declined with the explicit
purposes of:
Politics:
Endorsing or condemning particular countries, political paradigms,
laws, regulations, or policies.
Maximal attendance:
Because the IETF garners a significant portion of its revenue from
IETF meeting fees, there is considerable incentive for decision-
makers to prefer a Venue that will attract more attendees. It is
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important to resist this temptation: a larger meeting in which key
contributors could not make it is not a better meeting; neither is
one with a lot of "tourists".
Tourism:
Variety in site-seeing experiences.
3. Venue Selection Criteria
A number of criteria are considered during the site selection
process. The following list is not in any particular order, but
includes the major considerations.
The selection of a Venue always requires trade-offs. There are no
perfect venues. For example, a site might not have a single hotel
that can accommodate a significant number of the attendees of a
typical IETF. That doesn't disqualify it, but it might reduce its
desirability in the presence of an alternative that does provide that
single hotel.
Some evaluation criteria are subjective. For this reason, the IAOC
and Meetings Committee will specifically review, and affirm to their
satisfaction, that all "Mandatory" labeled criteria are satisfied by
a particular Venue, as part of the process defined below in
Section 5.
Three terms describe the places for which the IETF contracts
services:
Venue:
This is an umbrella term for the city, meeting resources and guest
room resources.
Facility:
These contain meeting rooms and associated resources, and possibly
also contain hotel rooms.
IETF Hotels:
One or more hotels, in close proximity to the Facility, where the
IETF guest room allocations are negotiated and IETF SSIDs are in
use.
Headquarters Hotel:
The hotel designated as primary for the IETF meeting. It include
IETF SSIDs for networking, might be adjoining -- or even contain
-- the meeting Facility -- and typically has the bulk of the hotel
room allocations.
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3.1. Venue City Criteria
These concern basic aspects of a candidate city:
+------------------------------------------------------+------------+
| Criteria | Required |
+------------------------------------------------------+------------+
| Consultation with the IETF Community has not | "Mandatory |
| produced concerns sufficient to disqualify the | " |
| Venue. | |
+------------------------------------------------------+------------+
| Travel to the Venue is acceptable based on cost, | "Mandatory |
| time, and burden for participants traveling from | " |
| multiple regions. It is anticipated that the burden | |
| borne will be generally shared over the course of | |
| multiple years. | |
+------------------------------------------------------+------------+
| The Venue is assessed as favorable for obtaining a | "Mandatory |
| host and sponsors. That is, the Meeting is in a | " |
| location and at a price that it is possible and | |
| probable to find a host and sponsors. | |
+------------------------------------------------------+------------+
| It is possible to enter into a multi-event contract | "Desired" |
| with the Venue to optimize meeting and attendee | |
| benefits, i.e., reduce administrative costs and | |
| reduce direct attendee costs, will be considered a | |
| positive factor. Such a contract can be considered | |
| after at least one IETF meeting has been held at the | |
| Venue. | |
+------------------------------------------------------+------------+
| Travel barriers to entry, e.g., visa requirements | "Mandatory |
| that can limit participation, are acceptable. | " |
+------------------------------------------------------+------------+
| Economic, safety, and health risks associated with | "Mandatory |
| this Venue are acceptable. | " |
+------------------------------------------------------+------------+
| Available travel issue assessments -- such as <https | "Mandatory |
| ://travel.state.gov/content/passports/en/country.htm | " |
| l> -- have been pointed out the IETF community. | |
| [[Editor's Note: This mostly concerns assessing the | |
| problems getting visa's and making the assessment 3 | |
| years in advance. What can we do that is meaningful? | |
| Also, are there better citations to include? /d]] | |
+------------------------------------------------------+------------+
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3.2. Basic Venue Criteria
The IETF operates internationally and adjusts to local requirements.
Facilities selected for IETF Meetings conform with local health,
safety and accessibility laws and regulations. A useful discussion
of related considerations in evaluating this criterion is at:
<http://www.sigaccess.org/welcome-to-sigaccess/resources/accessible-
conference-guide/>
*** Editor's Note ***
In the spirit of the 'international' focus, we need a
comprehensive document that is similar to the one cited, but
without a national focus. The current reference is US-
specific. /d
In addition:
+-----------------------------------------------------+-------------+
| Criteria | Required |
+-----------------------------------------------------+-------------+
| The Facility is adequate in size and layout to | "Mandatory" |
| accommodate the meeting and foster participant | |
| interaction. | |
+-----------------------------------------------------+-------------+
| The cost of guest rooms, meeting space, meeting | "Mandatory" |
| food and beverage is affordable, within the norms | |
| of business travel. | |
+-----------------------------------------------------+-------------+
| The economics of the Venue allow the meeting to be | "Mandatory" |
| net cash positive. | |
+-----------------------------------------------------+-------------+
| The Facility permits holding an IETF meeting under | "Desired" |
| "One Roof". That is, qualified meeting space and | |
| guest rooms are available in the same facility. | |
+-----------------------------------------------------+-------------+
| The Facility permits easy wheelchair access. | "Mandatory" |
+-----------------------------------------------------+-------------+
| The Facility is accessible by people with | "Important" |
| disabilities. | |
+-----------------------------------------------------+-------------+
3.3. Technical Services and Operations Criteria
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+-----------------------------------------------------+-------------+
| Criteria | Required |
+-----------------------------------------------------+-------------+
| The Facility's support technologies and services -- | "Mandatory" |
| network, audio-video, etc. -- are sufficient for | |
| the anticipated activities at the meeting, or the | |
| Facility is willing to add such infrastructure or | |
| these support technologies and services might be | |
| provided by a third party, all at no -- or at an | |
| acceptable -- cost to the IETF. | |
+-----------------------------------------------------+-------------+
| The Facility directly provides, or permits and | "Mandatory" |
| facilitates, the delivery of a high performance, | |
| robust, unfiltered and unmodified IETF Network. | |
+-----------------------------------------------------+-------------+
| The IETF Hotel(s) directly provide, or else permit | "Mandatory" |
| and facilitate, the delivery of a high performance, | |
| robust, unfiltered and unmodified Internet service | |
| for the public areas and guest rooms; this service | |
| is typically included in the cost of the room. | |
+-----------------------------------------------------+-------------+
| The overflow hotels provide reasonable, reliable, | "Desired" |
| unfiltered Internet service for the public areas | |
| and guest rooms; this service is included in the | |
| cost of the room. | |
+-----------------------------------------------------+-------------+
3.4. Lodging Criteria
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+-----------------------------------------------------+-------------+
| Criteria | Required |
+-----------------------------------------------------+-------------+
| The IETF Hotel(s) are within close proximity to | "Mandatory" |
| each other and the Facility. | |
+-----------------------------------------------------+-------------+
| The guest rooms at the IETF Hotel(s) are sufficient | "Mandatory" |
| in number to house 1/3 or more of projected meeting | |
| attendees. | |
+-----------------------------------------------------+-------------+
| Overflow Hotels can be placed under contract, | "Mandatory" |
| within convenient travel time of the Facility and | |
| at a variety of guest room rates. | |
+-----------------------------------------------------+-------------+
| The Venue environs include budget hotels within | "Mandatory" |
| convenient travel time, cost, and effort. | |
+-----------------------------------------------------+-------------+
| The IETF Hotel(s) permit easy wheelchair access. | "Mandatory" |
+-----------------------------------------------------+-------------+
| The IETF Hotel(s) are accessible by people with | "Important" |
| disabilities. | |
+-----------------------------------------------------+-------------+
| The IETF Headquarters Hotel has a space for use as | "Important" |
| a lounge, conducive to planned and accidental | |
| meetings and chatting, as well as working online. | |
| There are tables with seating, convenient for small | |
| meetings with laptops. The can be at an open bar or | |
| casual restaurant. Preferably the lounge area is on | |
| the path between the meeting rooms and the hotel | |
| entrance, and is available all day and night. | |
+-----------------------------------------------------+-------------+
3.5. Food and Beverage Criteria
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+-----------------------------------------------------+-------------+
| Criteria | Required |
+-----------------------------------------------------+-------------+
| The Venue environs, which includes both onsite, as | "Mandatory" |
| well as areas within a reasonable walking distance | |
| or conveniently accessible by a short taxi, bus, or | |
| subway ride, have convenient and inexpensive | |
| choices for meals that can accommodate a wide range | |
| of dietary requirements. | |
+-----------------------------------------------------+-------------+
| The Venue environs include grocery shopping that | "Important" |
| will accommodate a wide range of dietary | |
| requirements, within a reasonable walking distance, | |
| or conveniently accessible by a short taxi, bus, or | |
| subway ride, from the Facility and IETF Hotels. | |
+-----------------------------------------------------+-------------+
| A range of attendee's health-related and religion- | "Mandatory" |
| related dietary requirements can be satisfied with | |
| robust and flexible onsite service or through | |
| access to an adequate grocery. | |
+-----------------------------------------------------+-------------+
4. Venue Selection Roles
The formal structure of IETF administrative support functions is
documented in BCP 101 [RFC4071], [RFC4371], [RFC7691]. The reader is
expected to be familiar with the entities and roles defined by that
document, in particular for the IASA, ISOC, IAOC and IAD. This
section covers the meeting selection related roles of these and other
parties that participate in the process. Note that roles beyond
meeting selection, e.g., actually running and reporting on meetings,
are outside the scope of this document.
4.1. IETF Participants
While perhaps obvious, it is important to note that IETF meetings
serve all those who contribute to the work of the IETF. This
includes those who attend meetings in person, from newcomer to
frequent attendee, to those who participate remotely, as well as
those who do not attend but contribute to new RFCs. Potential new
contributors are also considered in the process.
Participants have a responsibility to express their views about
venues early and often, by responding to surveys or other
solicitations from the IAD or IAOC, and by initiating fresh input as
the Participant becomes aware of changes in venues that have been
reviews. This permits those responsible for venue selection to be
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made aware of concerns relating to particular locations well in
advance of having entered into contract discussions.
IETF consensus, with respect to this meeting Venue selection process
is judged via standard IETF process and not by any other means, e.g.,
surveys. Surveys are used to gather information related to meeting
venues, but not to measure consensus or to be reported as consensus.
4.2. IESG and IETF Chair
The Internet Engineering Steering Group (IESG) comprises the IETF
Area Directors and the IETF Chair. Along with the IAB, the IESG is
responsible for the management of the IETF, and is the standards
approval board for the IETF, as described in BCP9 [RFC2026]. This
means that the IESG sets high level policies related to, among other
things, meeting venues. The IETF Chair, among other things, relays
these IESG-determined policies to the IAOC. The IETF Chair is also a
member of the IAOC.
4.3. The Internet Society
With respect to IETF meetings, the Internet Society (ISOC):
o Executes all Venue contracts on behalf of the IETF at the request
of the IAOC
o Solicits meeting sponsorships
o Collects all meeting-related revenues, including registration
fees, sponsorships, hotel commissions, and other miscellaneous
revenues
ISOC also provides accounting services, such as invoicing and monthly
financial statements.
4.4. IETF Administrative Oversight Committee
The IETF Administrative Oversight Committee (IAOC) has the
responsibility to oversee and select IETF meeting venues. It
instructs the IAD to work with the Internet Society to write the
relevant contracts. It approves the IETF meetings calendar. In
cooperation with the IAD, the IAOC takes necessary actions to ensure
that it is aware of participant concerns about particular venues as
early in the process as is feasible.
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4.5. IETF Administrative Support Activity
The IETF Administrative Support Activity (IASA) supports the meeting
selection process. This includes identifying, qualifying and
reporting on potential meeting sites, as well as supporting meeting
Venue contract negotiation. The IETF Secretariat is part of the IASA
under the management of the IAD. The IAD takes appropriate actions
to solicit community input regarding both retrospective and
prospective feedback from participants.
4.6. IETF Administrative Director
The IETF Administrative Director (IAD) coordinates and supports the
activities of the IETF Secretariat, the IAOC Meetings Committee and
the IAOC to ensure the timely execution of the meeting process. This
includes participating in the IAOC Meeting Subcommittee and ensuring
its efforts are documented, leading Venue contract negotiation, and
coordinating contract execution with ISOC. The meetings budget is
managed by the IAD.
4.7. IAOC Meeting Committee
The fundamental purpose of the Meetings Committee is to participate
in the Venue selection process, and to formulate recommendations to
the IAOC regarding meeting sites. It also tracks the meetings
sponsorship program, recommends extraordinary meeting-related
expenses, and recommends the IETF meetings calendar to the IAOC. The
charter of the committee is at: <https://iaoc.ietf.org/
committees.html#meetings>.
Membership in the Meetings Committee is at the discretion of the
IAOC; it includes an IAOC appointed chair, the IETF Administrative
Director (IAD), IAOC members, representatives from the Secretariat,
and interested members of the community.
5. Venue Selection Steps
The following is a guideline sequence states the current practice as
it should be today for identifying and contracting a Venue. Such
guidelines will likely need to evolve over time. The IAOC may change
these guidelines when needed by publishing updated guidelines and
following the normal IETF consensus process.
5.1. Identification
Four years out, a process identifies cities that might be candidates
for meetings:
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a. The IAOC selects regions and dates for meetings.
b. A list of target cities per region is provided to the
Secretariat, with host preferences, if known.
c. Potential venues in preferred cities are identified and receive
preliminary investigation, including reviews of Official Advisory
Sources, consultation with specialty travel services, frequent
travelers and local contacts to identify possible barriers to
holding a successful meeting in the target cities.
d. Investigated cities and findings are provided by the Secretariat
to the Meetings Committee for further review. Meetings Committee
makes a recommendation to the IAOC of investigated/target cities
to consider further as well as issues identified and the results
of research conducted.
5.2. Consultation
Preliminary question:
a. The IAOC asks the community whether there are any barriers to
holding a successful meeting in any of the target cities in the
set.
b. Community responses are reviewed and concerns investigated by the
Meetings Committee. The results together with recommendations
for whether each city should be considered as a potential meeting
location is provided to the IAOC.
c. The IAOC identifies which cities are to be considered as a
potential meeting location.
d. On a public web page, the IAOC lists all candidate cities, when
community input was solicited, and if a city is to be considered
as a potential meeting location.
e. The Meetings Committee pursues potential meeting locations based
on the posted list of cities that have been identified as a
potential meeting locations.
5.3. Qualification
Visit:
a. Secretariat assesses "vetted" target cities to determine
availability and conformance to criteria.
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b. Meetings Committee approves potential cities for site
qualification visit.
c. Site qualification visits are arranged by Secretariat and
preliminary negotiations are undertaken with selected potential
sites.
d. Site qualification visit is conducted using the checklist along
the lines of what is included in Appendix A; the site visit team
prepares a site report and discusses it with the Meetings
Committee.
5.4. Negotiation
2.75 - 3 years out, initiate contract negotiations:
a. The Meetings Committee reviews the Venue options based on Venue
selection criteria and recommends a Venue to the IAOC. Only
options that meet all Mandatory labeled criteria might be
recommended.
b. IAOC selects a Venue for contracting as well as a back-up
contracting Venue, if available.
c. Secretariat negotiates with selected Venue. IAD reviews contract
and requests IAOC and ISOC approval of contract and authority for
Secretariat to execute contract on ISOC's behalf.
d. Contracts are executed.
5.5. Final Check
~3 Months prior to the Meeting, the site is checked for continued
availability and conformance to expectations.
a. Secretariat reviews current status of the contracted meeting
location to confirm there is no change in the location status and
to identify possible new barriers to holding a successful meeting
in the contracted city and provides findings to the IAOC.
b. IAOC considers the information provided and evaluates the risk -
if significant risk is identified, the Contingency Planning Flow
Chart (see Appendix B) is followed, if current risk is not
significant, the situation is monitored through the meeting to
ensure there is no significant change.
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6. IANA Considerations
This memo asks the IANA for no new parameters.
7. Security Considerations
This note proposes no protocols, and therefore no new protocol
insecurities.
8. Privacy Considerations
This note reveals no personally identifying information apart from
its authorship.
9. Acknowledgements
This document was originally assembled and edited by Fred Baker.
Additional commentary came from Jari Arkko, Scott Bradner, Alissa
Cooper, Eliot Lear, and other participants in the MtgVenue working
group.
10. References
10.1. Normative References
[MeetingNet]
O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli,
"IETF Meeting Network Requirements", WEB
https://iaoc.ietf.org/ietf-network-requirements.html.
[RFC2026] Bradner, S., "The Internet Standards Process -- Revision
3", BCP 9, RFC 2026, DOI 10.17487/RFC2026, October 1996,
<http://www.rfc-editor.org/info/rfc2026>.
[RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the
IETF Administrative Support Activity (IASA)", BCP 101,
RFC 4071, DOI 10.17487/RFC4071, April 2005,
<http://www.rfc-editor.org/info/rfc4071>.
[RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for
IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371,
January 2006, <http://www.rfc-editor.org/info/rfc4371>.
[RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF
Administrative Oversight Committee (IAOC) Members",
BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015,
<http://www.rfc-editor.org/info/rfc7691>.
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10.2. Informative References
[I-D.barnes-healthy-food]
Barnes, M., "Healthy Food and Special Dietary Requirements
for IETF meetings", draft-barnes-healthy-food-07 (work in
progress), July 2013.
[RFC3935] Alvestrand, H., "A Mission Statement for the IETF",
BCP 95, RFC 3935, October 2004.
Appendix A. Site Qualification Visit Checklist
This section is based on the PreQualification RFP, dated January 23,
2016, which is available at <https://iaoc.ietf.org/meetings-
committee/venue-selection.html>. The contents of the link may be
changed as needed.
Prequalification Specification
+----------------+-------------------+----------+-------------------+
| Meeting Dates: | _________________ | Contact: | _________________ |
+----------------+-------------------+----------+-------------------+
| City: | _______________ | Phone: | _______________ |
+----------------+-------------------+----------+-------------------+
| Venue | _______________ | Email: | _______________ |
| Considered: | | | |
+----------------+-------------------+----------+-------------------+
Meeting Space Requirements:
+------------+--------+-------+---------+---------+---------+-------+
| Purpose | Space | sf/sm | Room As | Daily | Days + | Total |
| | Requir | | signed | Rate + | (set- | Price |
| | ed / | | | (set-up | up) | |
| | Set | | | rate) | | |
+------------+--------+-------+---------+---------+---------+-------+
| Registrati | 1200 / | 13,50 | Reg | | 6 + (1) | |
| on / | custom | 0 / | areas | | | |
| Breaks** | | 1254 | or | | | |
| | | | foyers | | | |
+------------+--------+-------+---------+---------+---------+-------+
| NOC | 25 / | 1200 | | | 8 + (5) | |
| | conf | / 111 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Terminal | 75 / | 1350 | | | 7 + (1) | |
| Room | class | / 125 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Storage | | 350 / | | | 6 + (4) | |
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| (if Reg < | | 33 | | | | |
| 1000sf) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Plenary * | 900 / | 8500 | | | 2 | |
| | theatr | / 790 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 1 | 80 / t | 800 / | | | 6 | |
| | heatre | 74 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 2 | 100 / | 1000 | | | 6 | |
| | theatr | / 93 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 3 | 100 / | 1000 | | | 6 | |
| | theatr | / 93 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 4 | 150 / | 1400 | | | 6 | |
| | theatr | / 130 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 5 | 150 / | 1400 | | | 7 | |
| | theatr | / 130 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 6 | 200 / | 1900 | | | 7 | |
| | theatr | / 177 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 7 | 250 / | 2400 | | | 6 | |
| | theatr | / 223 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 8 | 300 / | 2800 | | | 6 | |
| | theatr | / 260 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Office 1 R | 10 / | 1000 | | | 6 + (4) | |
| egistratio | conf | / 93 | | | | |
| n | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 1 | 8 / | 350 / | | | 6 | |
| (IAB) | conf | 33 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 2 | 20 / | 900 / | | | 6 | |
| (ISOC1) | conf | 84 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
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| Mtg Rm 3 | 20 / | 900 / | | | 6 | |
| (ISOC2) | conf | 84 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 4 | 15 / | 650 / | | | 6 | |
| (IAOC / | conf | 60 | | | | |
| IAD) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 5 | 15 / | 650 / | | | 6 | |
| (NC) | conf | 60 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 6 | Nov 5 | 150 / | | | 6 | |
| (NC IV) | / conf | 14 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 7 | 40 / u | 1550 | | | 7 | |
| (40U) | -shape | / 144 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 8 | 20 / u | 950 / | | | 6 | |
| (20U) | -shape | 88 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 9 | 16 / | 800 / | | | 6 | |
| (IESG) | conf | 74 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Postel | 40 / | 400 / | | | 1 | |
| Rec | rec | 37 | | | | |
| (WedPM) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: AC (Fri | 70 / | 1700 | | | 1 | |
| PM) | custom | / 158 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: BoT | 70 / | 1700 | Same as | | 2 | |
| (Sat / | custom | / 158 | AC | | | |
| Sun) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Bot | 40 / b | 550 / | | | 2 | |
| Lunch (Sat | anquet | 51 | | | | |
| / Sun) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Brfg | 150 / | 1400 | Same as | | 1 | |
| Panel (Tue | theatr | / 130 | BO4 | | | |
| lunch) | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Rec / | 50 / | 700 / | | | 1 | |
| Dinner | rec / | 65 | | | | |
| (Fri) | ban | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Fellows | 70 / | 900 / | | | 1 | |
| Dinner | rec / | 84 | | | | |
| | ban | | | | | |
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+------------+--------+-------+---------+---------+---------+-------+
| Lounge | 50 / | 600 / | | | 5 | |
| | lounge | 56 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Companion | 20 / | 200 / | | | 1 | |
| Rec | rec | 19 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Newcomers | 300 / | 2500 | | | 1 | |
| Rec | rec | / 232 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Welcome | 800 / | 6400 | | | 1 | |
| Rec | rec | / 595 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Hackathon | 200 / | 3000 | | | 2 + (1) | |
| | class | / 279 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Bits n | 700 / | 7000 | | | 2 | |
| Bytes | rec | / 650 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
* Breakouts 6 +7+8 (or some combination thereof) to be used as the
Plenary as Plenary and Breakouts do not run simultaneously
** Additional space required, not included in total meeting space
Note: Prices quoted are those that will apply on the dates of the
event and include all tax, services and fees
Accomodation:
+-------+------+------+----------+-------+-------+----------+-------+
| Day/D | Tota | Desi | Primary | Rate* | Desir | Overflow | Rate |
| ate | l Ro | red | Hotel Av | Prima | ed | Hotel Av | * Ove |
| | oms | Room | ailabili | ry | Rooms | ailabili | rflow |
| | Requ | s at | ty | Hotel | at Ov | ty | Hotel |
| | ired | Prim | | | erflo | | |
| | | ary | | | w Hot | | |
| | | Hote | | | els | | |
| | | l | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Total | 5,25 | 4,24 | | | 1,005 | | |
| room | 0 | 5 | | | (180 | | |
| night | (780 | (600 | | | peak) | | |
| s | peak | peak | | | | | |
| | ) | ) | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Monda | 5 | 5 | | | 0 | | |
| y | | | | | | | |
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+-------+------+------+----------+-------+-------+----------+-------+
| Tuesd | 15 | 15 | | | 0 | | |
| ay | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Wedne | 25 | 25 | | | 0 | | |
| sday | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Thurs | 50 | 50 | | | 0 | | |
| day | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Frida | 185 | 150 | | | 35 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Satur | 500 | 400 | | | 100 | | |
| day | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Sunda | 770 | 600 | | | 170 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Monda | 780 | 600 | | | 180 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Tuesd | 780 | 600 | | | 180 | | |
| ay | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Wedne | 750 | 600 | | | 150 | | |
| sday | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Thurs | 700 | 600 | | | 100 | | |
| day | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Frida | 370 | 300 | | | 70 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Satur | 220 | 200 | | | 20 | | |
| day | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Sunda | 100 | 100 | | | 0 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
o Guest-room Internet, breakfast, 10% commission, all tax, service
and fees are incorporated into the lodging rate.
o Guest-room rates quoted are those that will apply on the dates of
the event.
o Attendees will book individually.
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Food and Beverage:
+----------------+-------------------------+------------------------+
| Purpose | When | Service |
+----------------+-------------------------+------------------------+
| Meet and Greet | Sunday afternoon (250 - | Cold appetizers, beer |
| | 350 people) | and wine |
+----------------+-------------------------+------------------------+
| Welcome | Sunday evening (600 - | Appetizers and |
| Reception | 800 people) | cocktails (no-host |
| | | bar) |
+----------------+-------------------------+------------------------+
| Companion | Sunday afternoon (20 - | Appetizers / non- |
| Reception | 30 people) | alcoholic beverages |
+----------------+-------------------------+------------------------+
| AM Breaks | Daily beginning Monday | Continental breakfast |
| | (1,000+ people) | |
+----------------+-------------------------+------------------------+
| PM Breaks | Daily beginning Monday | Light snack with |
| | (1,000+ people) | beverages |
+----------------+-------------------------+------------------------+
| Breakfast | Daily (15 to 60 people) | Continental or hot |
| | | buffet |
+----------------+-------------------------+------------------------+
| Lunch | Daily (15 to 70 people) | Box or buffet |
+----------------+-------------------------+------------------------+
| Dinner | Friday and/or Sunday | Bar and hot buffet |
| | evening (50 people) | |
+----------------+-------------------------+------------------------+
| Bits n Bytes | Thursday evening (700+ | Appetizers and |
| (reception) | people) | cocktails |
+----------------+-------------------------+------------------------+
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Technology:
+----------------+--------------------------------+-----------------+
| Item | Question | Response |
+----------------+--------------------------------+-----------------+
| Outside | Can we bring in our own | _______________ |
| connection | external circuit? | |
+----------------+--------------------------------+-----------------+
| Infrastructure | Can we use your cabling | _______________ |
| | infrastructure to build a | |
| | dedicated network, including | |
| | installation of network | |
| | equipment in data closets and | |
| | phone rooms? | |
+----------------+--------------------------------+-----------------+
| Access | Is it possible to have 24-hour | _______________ |
| | access to data closets and | |
| | phone rooms to support the | |
| | network? | |
+----------------+--------------------------------+-----------------+
| Wireless | Is it possible to deploy a | _______________ |
| | wireless network? | |
+----------------+--------------------------------+-----------------+
| Venue network | Would you be willing to | _______________ |
| | disable your wireless network | |
| | in the meeting and public | |
| | spaces? | |
+----------------+--------------------------------+-----------------+
| Infrastructure | Do all proposed meeting rooms | _______________ |
| | have at least one available | |
| | Category 5 twisted pair | |
| | connection? | |
+----------------+--------------------------------+-----------------+
Appendix B. Contingency Planning Flow Chart
This section is based on the Contingency Planning Flow Chart which is
available at <https://iaoc.ietf.org/meetings-committee/venue-
selection.html>. The contents of the link may changed as needed.
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-----
(Start)
-----
|
|
v
+----------------+
| Does the IAOC | +------------+
|believe there is| | Can an | +-------------+
|an unacceptable | Yes | effective | Yes | Secure |
| risk in having |---->|F2F meeting |---->| alternate |----+
| the meeting in | |be organized| |meeting venue| |
| the contracted | | elsewhere? | +-------------+ |
| location? | +------------+ |
+----------------+ /\ |No |
|No / | |
| Yes / | |
v / | |
+-----------------+ / | |
| Does the | / +----------+ |
|community believe|/ | Can an | |
| there is an | |effective | |
|unacceptable risk| | virtual | Yes |
| in having the | |meeting be|--------+ |
| meeting in the | |organized | | |
| contracted | |elsewhere?| | |
| location? | +----------+ | |
+-----------------+ |No | |
|No | | |
| | | |
v v v v
------- ------- ------- ---------
(Proceed) (Cancel ) ( Hold ) ( Hold )
( with ) ( the ) (virtual) (relocated)
(meeting) (meeting) (meeting) ( meeting )
------- ------- ------- ---------
Appendix C. Change Log
2016-01-12: Initial version
2016-01-21: Update to reflect https://iaoc.ietf.org/documents/
VenueSelectionCriteriaJan2016.pdf and
https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf,
accessed from https://iaoc.ietf.org/private/privatemeetings.html.
2016-02-23: Reorganize and capture IAOC Meetings Committee
discussions.
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2016-03-03: Final from Design Team.
2016-03-17: First update incorporating mtgvenue@ietf.org comments
2016-05-20 Updated in accordance with editing by Laura Nugent, Dave
Crocker, Lou Berger, Fred Baker, and others.
posting as working group draft August 2, 2016
Reorganized per Alissa Cooper outline Work in progress. In
addition, contributors were re-organized to be authors.
2016-10-28 Editor changeover. Further alignment with guidance by
Alissa Cooper, Andrew Sullivan and the mtgvenue working group.
Many various changes.
2016-11-16 Extensive editorial, format and polishing pass. A few
substance changes, including food section.
2016-11-30 Additions based on working group meeting and off-list
discussions; more editorial and format hacking.
2016-12-24 Various clarifying bits to provide some glue between the
high-level 'objectives' and the detailed criteria and roles, per
suggestions fronm Lear. Editorial changes, per 12/27 response to
Cooper. Refined uses of 'facility' and 'venue', per 12/4 response
to Carpenter; also added Carpenter 'lounge' text. Moved community
consultation to a separate criterion; removed 'acceptable to the
IETF Community from the 2 entries that had it. Removed Post-
Seroul Revisions and Text Carried Forward.
2016-12-24 Address comments made on list by Stephen Farrell
<stephen.farrell@cs.tcd.ie>. Minor text change in Section 5.
Replaced links in sections 5.3 and 5.5 with Appendix A and
Appendix B
2017-03-12 Add openness comment as requested by Stephen Farrell.
Add statement about 4071 as proposed by Brian and modified by
Jari. Elaborated on what "unfiltered" means, based on discussion
between Eliot and Stephen. Preface to Section 5 as discussed
between Lou and Stephen. Slight editorial tweak to that by Eliot.
IETF operates internationally, as proposed by Brian.
Authors' Addresses
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Ray Pelletier
Internet Society
Email: rpelletier@isoc.org
Laura Nugent
Association Management Solutions
Email: lnugent@amsl.com
Dave Crocker (editor)
Brandenburg InternetWorking
Email: dcrocker@bbiw.net
Lou Berger
LabN Consulting, L.L.C.
Email: lberger@labn.net
Ole Jacobsen
The Internet Protocol Journal
Email: olejacobsen@me.com
Jim Martin
INOC
Email: jim@inoc.com
Fred Baker (editor)
Email: FredBaker.IETF@gmail.com
Eliot Lear (editor)
Cisco Systems GmbH
Email: lear@cisco.com
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