Internet Engineering Task Force J. Palet
Internet-Draft Consulintel
Expires: January 12, 2006 July 11, 2005
IETF Meeting Venue Selection Criteria
draft-palet-ietf-meeting-venue-selection-criteria-00.txt
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Copyright (C) The Internet Society (2005).
Abstract
This document provides the technical and logistic criteria for the
IAD towards the IETF meetings venue selection, which should be
considered in order to conclude the relevant contractual
negotiations.
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Table of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 3
2. Logistic criteria for the venue selection . . . . . . . . . 3
3. Technical criteria for the venue selection . . . . . . . . . 6
4. Logistic contingencies . . . . . . . . . . . . . . . . . . . 7
5. Technical contingencies . . . . . . . . . . . . . . . . . . 7
6. Timing/planning . . . . . . . . . . . . . . . . . . . . . . 7
7. Venue Acceptance/Rejection Report . . . . . . . . . . . . . 7
8. Process and Openness . . . . . . . . . . . . . . . . . . . . 8
9. Other Issues . . . . . . . . . . . . . . . . . . . . . . . . 8
10. Conclusions . . . . . . . . . . . . . . . . . . . . . . . . 8
11. Security Considerations . . . . . . . . . . . . . . . . . . 8
12. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 8
13. References . . . . . . . . . . . . . . . . . . . . . . . . . 9
13.1 Normative References . . . . . . . . . . . . . . . . . . 9
13.2 Informative References . . . . . . . . . . . . . . . . . 9
Author's Address . . . . . . . . . . . . . . . . . . . . . . 9
Intellectual Property and Copyright Statements . . . . . . . 10
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1. Introduction
The IETF meetings are an important part of the IETF process and their
hosting and organizacion must be carefully planned in order to make
sure that the attendees take advantage of their time at the meeting
with a minimum set of guarantees for maximizing their performance,
which also avoids unexpected situations and expenses (for example in
case of a meeting cancellation, lack of adecuate working conditions,
lack of reliable connectivity, etc.).
This document describes elementos for both, logistic and technical
criteria for the venue selection, logistic and technical contingency
measures, as well as details related to the planning and timing.
2. Logistic criteria for the venue selection
The average attendance to an IETF meeting is about 1.300 people,
however it may span up to 2.300 people in some circunstances (for
instance, meeting location).
Considering this, the suggested venue meeting room capacity is
calculated for about 1.600 people, including meeting space of about
60.000/5.500 square feets/meters.
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The following table shows the needs for meeting rooms and their
expected size including a few days before the meeting, considering
the usual setup time.
+-------+------+-----------+---+---+---+---+---+---+---+---+---+---+---+
| Room | Cap. | Sq. F/M | W | T | F | S | S | M | T | W | T | F | S |
+-------+------+-----------+---+---+---+---+---+---+---+---+---+---+---+
| Term. | | 5.000/464 | X | X | X | X | X | X | X | X | X | X | X |
| NOC | | 1.000/93 | X | X | X | X | X | X | X | X | X | X | X |
| Stor. | | 700/65 | X | X | X | X | X | X | X | X | X | X | |
| IETF | | 1.000/93 | | X | X | X | X | X | X | X | X | X | |
| Staff | | 700/65 | | X | X | X | X | X | X | X | X | X | |
| Host | | 700/65 | | X | X | X | X | X | X | X | X | X | |
| Reg. | | 1.000/93 | | X | X | X | X | X | X | X | X | X | |
| Rece. | 900 | 8.300/770 | | | | | X | | | | | | |
| Meet. | 30t | 675/63 | | | | | X | | | | | | |
| Meet. | 40t | 675/63 | | | | | X | X | X | X | X | X | |
| Meet. | 100t | 1.200/111 | | | | | X | X | X | X | X | X | |
| Meet. | 200t | 2.200/204 | | | | | X | X | X | X | X | X | |
| Meet. | 200t | 2.200/204 | | | | | X | X | X | X | X | X | |
| Meet. | 300t | 2.800/260 | | | | | X | X | X | X | X | X | |
| Meet. | 300t | 2.800/260 | | | | | X | X | X | X | X | X | |
| Meet. | 300t | 2.800/260 | | | | | X | X | X | X | X | X | |
| Meet. | 500t | 4.200/390 | | | | | X | X | X | X | X | X | |
| Meet. | 500t | 4.200/390 | | | | | X | X | X | X | X | X | |
| Meet. | 40hs | 2.100/195 | | | | X | X | X | X | X | X | X | |
| Meet. | 20hs | 675/73 | | | | X | X | X | X | X | X | X | |
| Break | | 15.000 | | | | | X | X | X | X | X | X | |
| Plen. | 1500 | 1.500/139 | | | | | | | | X | X | | |
+-------+------+-----------+---+---+---+---+---+---+---+---+---+---+---+
Meeting Rooms Requirements
Table 1
Note that some of the meeting rooms can be used for several
functions, according to the meeting schedule, for example the plenary
meeting room is used only when the rest of the sessions aren't
ocurring, breaks and registration area in the follie, etc.
All the meeting rooms should be provided with sufficient number of
power sockets and cords for connecting the laptops of about 80% of
the expected attendees.
The rooms are holded in a 24 hours basis, and should be possible to
use the at any time w/o restrictions, except for the required timing
of the cleaning service.
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Furthermore, the requirements for sleeping rooms will be a block of
around 5.515 rooms/nights.
The following table shows the needs for sleeping rooms including a
few days before the meeting.
+-----+-----+-----+-----+-------+-------+-----+-----+-----+-----+
| Thu | Fri | Sat | Sun | Mon | Tue | Wed | Thu | Fri | Sat |
+-----+-----+-----+-----+-------+-------+-----+-----+-----+-----+
| 5 | 100 | 450 | 980 | 1.000 | 1.000 | 970 | 770 | 200 | 40 |
+-----+-----+-----+-----+-------+-------+-----+-----+-----+-----+
Sleeping Rooms Requirements
Table 2
The location of the hotel should be such that allows a quick movement
of the attendees between the sleeping and the meeting rooms. Is
strongly suggested that the meeting rooms are in fact located in the
main hotel (which a minimum capacity of about 60% of the required
sleeping rooms).
If the meeting rooms are not located in the same place as the main
block of sleeping rooms, the inexpensive public transport means
should allow the movement of 100% of the attendees in less than 30
minutes, considering the meeting timming and usual public transport
utilization by the locals.
The ideal situation is that a number of alternative hotels are at
walking distance (10-15 minutes) from the event venue.
Moreover, the attendees should be able to get food for lunch and
dinner, according to the meeting timing, in a maximum of 90-120
minutes.
Regarding the city where the venue is located, is required a certain
degree of security/safety, understanding that the attendees come from
all over the world.
Is expected that the nearby airport is located no more than 50
Kilometers from the main hotels, and again inexpensive public
transportation is available.
The airport should be of such capacity to accomodate 60% of the
attendees arriving and departing on the same day, in addition to the
usual number of passengers.
The traveling cost to the venue location (average economic air fare)
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should affordable, not exceed the 1.000 USD. If it's much more
expensive, it may be acceptable only in the case the sleeping room
cost is lower than the expected average (150 USD per night in the
main hotels).
The traveling to te venue location should be possible from most of
the attendees (60%) with a maximum of 3 flight-hops, desirable 2.
Finally, the country hosting the event should not limit the
attendance for any participant, with reasonable visa regulations
which don't take any unnecessary overhead neither from the
organization of the atteendees itself. If the attendee need to
invest more than 2 hours on the process, the country should be
rejected as a candidate to host the IETF.
3. Technical criteria for the venue selection
In order to accomodate the IETF meeting with technical guarantees of
sucesfull working capabilities for the attendees, the following
technical issues should be considered:
This is only a list, need some work. TBD.
o Telecomunicacions room availability
o Existing infrastructure: fiber, UTP/distances
o Feasibility/facility to setup new cables (fiber/UTP)
o Electrical power capacity
o Highly reliable Internet link and BW
o Facilities for AV, room dimensions for screens (high/wide)
o IPv4 unicast
o DNS
o DHCP
o IPv4 multicast
o IPv6 unicast
o IDS, other security issues
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o Managed devices across the entire network ?
o Test the network under heavy load
o Printers
o NOC - primary and backup contacts for all the issues/topics
o Provide stats and info on network status
o WLAN expertise and debugging/monitoring
o Document what can be wrong with the WLAN in advance to inform
users - FAQ to users
o Make the wired network production quality, WLAN experimental ?
o Wires to all essential services (e.g. audiocast, chairs,
presenter, jabber scribe)
o White board for the NOC, in visible place
4. Logistic contingencies
TBD.
5. Technical contingencies
TBD.
6. Timing/planning
TBD.
Timing for network setup and testing.
24-hours access to meeting rooms for setup and testing.
7. Venue Acceptance/Rejection Report
Despite the information provided by the proponent of a given venue,
the IAD should, before taking a final decision about the acceptance
or rejection of a given proposed venue, make an on-site survey.
The on-site survey report will compare the selection criteria against
the proposal information and the actual on-site findings, describing
possible discrepancies or issues which may need further
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considerations even if they aren't directly described as part of the
criteria set outcoming from this docuemnt.
8. Process and Openness
In order to demonstrate the complainance with the IETF meeting venue
selection criteria, all the information related to the proposal of a
site will be made publicly available in the IETF web site.
This information will be made public regardless of the site being
finally selected or not, and should include all the options, such as
a given city and several venues in the same city, and so on.
This will not only help the openness of the process but also as
collective knowledge helping into a better organization and solution
of issues for future meetings.
In principle there should not be hidden details to the community
regarding the proponent and site options and that should be the
overall rule for the publication of the details. However, once a
venue is selected, there may be contractual bindings which may not
allow to disclose all the negotiation details, which obviously will
be restricted to a minimum.
The published information will describe what was offered by the
proponent, as well as the report about the on-site survey which
should be done by the IAD before the final acceptance/rejection of a
given proposed venue.
9. Other Issues
Further elaboration is required (TBD) ?
10. Conclusions
TBD.
11. Security Considerations
This document doesn't have any protocol-related security
considerations.
12. Acknowledgements
The author would like to acknowledge the inputs of TBD.
13. References
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13.1 Normative References
13.2 Informative References
[1] Deering, S. and R. Hinden, "Internet Protocol, Version 6 (IPv6)
Specification", RFC 2460, December 1998.
[2] Johnson, D., Perkins, C., and J. Arkko, "Mobility Support in
IPv6", RFC 3775, June 2004.
[3] Kent, S. and R. Atkinson, "Security Architecture for the
Internet Protocol", RFC 2401, November 1998.
[4] Kent, S. and R. Atkinson, "IP Authentication Header", RFC 2402,
November 1998.
[5] Kent, S. and R. Atkinson, "IP Encapsulating Security Payload
(ESP)", RFC 2406, November 1998.
Author's Address
Jordi Palet Martinez
Consulintel
San Jose Artesano, 1
Alcobendas - Madrid
E-28108 - Spain
Phone: +34 91 151 81 99
Fax: +34 91 151 81 98
Email: jordi.palet@consulintel.es
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