< draft-ietf-mtgvenue-iaoc-venue-selection-process-08.txt   draft-ietf-mtgvenue-iaoc-venue-selection-process-09.txt >
mtgvenue E. Lear, Ed. mtgvenue E. Lear, Ed.
Internet-Draft Cisco Systems GmbH Internet-Draft Cisco Systems
Intended status: Best Current Practice July 24, 2017 Intended status: Best Current Practice September 12, 2017
Expires: January 25, 2018 Expires: March 16, 2018
IETF Plenary Meeting Venue Selection Process IETF Plenary Meeting Venue Selection Process
draft-ietf-mtgvenue-iaoc-venue-selection-process-08 draft-ietf-mtgvenue-iaoc-venue-selection-process-09
Abstract Abstract
The IAOC has responsibility for arranging IETF plenary meeting Venue The IASA has responsibility for arranging IETF plenary meeting Venue
selection and operation. This document details the IETF's Meeting selection and operation. This document details the IETF's Meeting
Venue Selection Process from the perspective of its goals, criteria Venue Selection Process from the perspective of its goals, criteria
and thought processes. It points to additional process documents on and thought processes. It points to additional process documents on
the IAOC Web Site that go into further detail and are subject to the IAOC Web Site that go into further detail and are subject to
change with experience. change with experience.
Status of This Memo Status of This Memo
This Internet-Draft is submitted in full conformance with the This Internet-Draft is submitted in full conformance with the
provisions of BCP 78 and BCP 79. provisions of BCP 78 and BCP 79.
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Internet-Drafts are working documents of the Internet Engineering Internet-Drafts are working documents of the Internet Engineering
Task Force (IETF). Note that other groups may also distribute Task Force (IETF). Note that other groups may also distribute
working documents as Internet-Drafts. The list of current Internet- working documents as Internet-Drafts. The list of current Internet-
Drafts is at http://datatracker.ietf.org/drafts/current/. Drafts is at http://datatracker.ietf.org/drafts/current/.
Internet-Drafts are draft documents valid for a maximum of six months Internet-Drafts are draft documents valid for a maximum of six months
and may be updated, replaced, or obsoleted by other documents at any and may be updated, replaced, or obsoleted by other documents at any
time. It is inappropriate to use Internet-Drafts as reference time. It is inappropriate to use Internet-Drafts as reference
material or to cite them other than as "work in progress." material or to cite them other than as "work in progress."
This Internet-Draft will expire on January 25, 2018. This Internet-Draft will expire on March 16, 2018.
Copyright Notice Copyright Notice
Copyright (c) 2017 IETF Trust and the persons identified as the Copyright (c) 2017 IETF Trust and the persons identified as the
document authors. All rights reserved. document authors. All rights reserved.
This document is subject to BCP 78 and the IETF Trust's Legal This document is subject to BCP 78 and the IETF Trust's Legal
Provisions Relating to IETF Documents Provisions Relating to IETF Documents
(http://trustee.ietf.org/license-info) in effect on the date of (http://trustee.ietf.org/license-info) in effect on the date of
publication of this document. Please review these documents publication of this document. Please review these documents
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include Simplified BSD License text as described in Section 4.e of include Simplified BSD License text as described in Section 4.e of
the Trust Legal Provisions and are provided without warranty as the Trust Legal Provisions and are provided without warranty as
described in the Simplified BSD License. described in the Simplified BSD License.
Table of Contents Table of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 2 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 2
2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 3 2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 3
2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 3 2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 3
2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5 2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5
3. Meeting Criteria . . . . . . . . . . . . . . . . . . . . . . 5 3. Meeting Criteria . . . . . . . . . . . . . . . . . . . . . . 6
3.1. Mandatory Criteria . . . . . . . . . . . . . . . . . . . 6 3.1. Mandatory Criteria . . . . . . . . . . . . . . . . . . . 6
3.2. Important Criteria . . . . . . . . . . . . . . . . . . . 6 3.2. Important Criteria . . . . . . . . . . . . . . . . . . . 6
3.3. Other Consideraitons . . . . . . . . . . . . . . . . . . 9 3.3. Other Consideraitons . . . . . . . . . . . . . . . . . . 9
4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 9 4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 10
4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 9 4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 10
4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 10 4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 10
4.3. The Internet Society . . . . . . . . . . . . . . . . . . 10 4.3. The Internet Society . . . . . . . . . . . . . . . . . . 10
4.4. IETF Administrative Oversight Committee . . . . . . . . . 10 4.4. IETF Administrative Oversight Committee . . . . . . . . . 11
4.5. IETF Administrative Support Activity . . . . . . . . . . 11 4.5. IETF Administrative Support Activity . . . . . . . . . . 11
4.6. IETF Administrative Director . . . . . . . . . . . . . . 11 4.6. IETF Administrative Director . . . . . . . . . . . . . . 11
4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 11 4.7. IAOC Meetings Committee . . . . . . . . . . . . . . . . . 11
5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 11 5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 12
5.1. Identification . . . . . . . . . . . . . . . . . . . . . 11 5.1. Identification . . . . . . . . . . . . . . . . . . . . . 12
5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 12 5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 12
5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 13 5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 13
5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 13 5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 13
5.5. Late Changes . . . . . . . . . . . . . . . . . . . . . . 13 5.5. Late Changes . . . . . . . . . . . . . . . . . . . . . . 14
6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 14 6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 14
7. Security Considerations . . . . . . . . . . . . . . . . . . . 14 7. Security Considerations . . . . . . . . . . . . . . . . . . . 14
8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 14 8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 14
9. Contributors . . . . . . . . . . . . . . . . . . . . . . . . 14 9. Contributors . . . . . . . . . . . . . . . . . . . . . . . . 14
10. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 15 10. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 15
11. References . . . . . . . . . . . . . . . . . . . . . . . . . 15 11. References . . . . . . . . . . . . . . . . . . . . . . . . . 15
11.1. Normative References . . . . . . . . . . . . . . . . . . 15 11.1. Normative References . . . . . . . . . . . . . . . . . . 15
11.2. Informative References . . . . . . . . . . . . . . . . . 16 11.2. Informative References . . . . . . . . . . . . . . . . . 16
Appendix A. Site Qualification Visit Checklist . . . . . . . . . 16 Appendix A. Site Qualification Visit Checklist . . . . . . . . . 16
Appendix B. Contingency Planning Flow Chart . . . . . . . . . . 22 Appendix B. Contingency Planning Flow Chart . . . . . . . . . . 22
Appendix C. Change Log . . . . . . . . . . . . . . . . . . . . . 23 Appendix C. Change Log . . . . . . . . . . . . . . . . . . . . . 23
Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 25 Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 25
1. Introduction 1. Introduction
[[ED: The issue tracker for this document can be found at The Internet Administrative Support Activity (IASA) has
https://github.com/elear/mtgvenue/issues/.]] responsibility for arranging IETF plenary meeting venue selection and
operation. The purpose of this document is to guide the IASA in
their selection of regions, cities, and facilities, and hotels. The
IASA applies this guidance at different points in the process in an
attempt to faithfully meet the requirements of the IETF community.
The IAOC has responsibility for arranging IETF plenary meeting venue We specify a set of general criteria for venue selection and several
selection and operation. The purpose of this document is to guide requirements for transparency and community consultation.
the IAOC in their selection of regions, cities, and facilities, and
hotels. The IAOC applies this guidance at different points in the
process in an attempt to faithfully meet the requirements of the IETF
community. We specify a set of general criteria for venue selection
and several requirements for transparency and community consultation.
It remains the responsibility of the IASA to apply their best It remains the responsibility of the IASA to apply their best
judgment. The IASA accepts input and feedback both during the judgment. The IASA accepts input and feedback both during the
consultation process and later (for instance when there are changes consultation process and later (for instance when there are changes
in the situation at a chosen location). Any appeals remain subject in the situation at a chosen location). Any appeals remain subject
to the provisions of BCP101 [RFC4071]. As always, the community is to the provisions of BCP101 [RFC4071]. As always, the community is
encouraged to provide direct feedback to the NOMCOM, IESG, and IAB encouraged to provide direct feedback to the Nominations Committee
regarding the discharge of the IAOC's performance. (NOMCOM), Internet Engineering Steering Group (IESG), and IAB
regarding the discharge of the IETF Administrative Oversight
Committee's performance.
Three terms describe the places for which the IETF contracts Three terms describe the places for which the IETF contracts
services: services:
Venue: Venue:
This is an umbrella term for the city, meeting resources and guest This is an umbrella term for the city, meeting resources and guest
room resources. room resources.
Facility: Facility:
The building that houses meeting rooms and associated resources. The building that houses meeting rooms and associated resources.
It may also house an IETF Hotel. It may also house an IETF Hotel.
IETF Hotels: IETF Hotels:
One or more hotels, in close proximity to the Facility, where the One or more hotels, in close proximity to the Facility, where the
IETF guest room allocations are negotiated and IETF SSIDs are in IETF guest room allocations are negotiated and IETF SSIDs are in
use. use.
Overflow Hotels:
One or more hotels, usually in close proximity to the Facility,
where the IETF has negotiated a group rate for the purposes of the
meeting. Of particular note is that overflow hotels usually are
not connected to the IETF network and do not use IETF SSIDs.
The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT",
"SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this
document are to be interpreted as described in [RFC2119]. document are to be interpreted as described in [RFC2119].
2. Venue Selection Objectives 2. Venue Selection Objectives
2.1. Core Values 2.1. Core Values
Some IETF values pervade the selection process. These often are Some IETF values pervade the selection process. These often are
applicable to multiple requirements listed in this document. They applicable to multiple requirements listed in this document. They
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alternatives for food and lodging, and which minimize travel alternatives for food and lodging, and which minimize travel
segments from major airports to the Venue. Within reason, budget segments from major airports to the Venue. Within reason, budget
should not be a barrier to accommodation. should not be a barrier to accommodation.
Least Astonishment and Openness: Least Astonishment and Openness:
Regular participants should not be surprised by meeting Venue Regular participants should not be surprised by meeting Venue
selections, particularly when it comes to locales. To avoid selections, particularly when it comes to locales. To avoid
surprise, the venue selection process, as with all other IETF surprise, the venue selection process, as with all other IETF
processes, should be as open as practicable. It should be processes, should be as open as practicable. It should be
possible for the community to engage early to express its views on possible for the community to engage early to express its views on
prospective selections, so that the community, IAOC, and IAD can prospective selections, so that the community, the IETF
exchange views as to appropriateness long before a venue contract Administrative Oversight Committee (IAOC), and Internet
is considered. Administrative Director (IAD) can exchange views as to
appropriateness long before a venue contract is considered.
2.2. Venue Selection Non-Objectives 2.2. Venue Selection Non-Objectives
IETF meeting Venues are not selected or declined with the explicit IETF meeting Venues are not selected or declined with the explicit
purposes of: purposes of:
Politics: Politics:
Endorsing or condemning particular countries, political paradigms, Endorsing or condemning particular countries, political paradigms,
laws, regulations, or policies. laws, regulations, or policies.
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3. Meeting Criteria 3. Meeting Criteria
This section contains the criteria for IETF meetings. It is broken This section contains the criteria for IETF meetings. It is broken
down into three subsections: mandatory criteria, important criteria, down into three subsections: mandatory criteria, important criteria,
and other considerations, each as explained below. and other considerations, each as explained below.
3.1. Mandatory Criteria 3.1. Mandatory Criteria
If criteria in this subsection cannot be met, a particular location If criteria in this subsection cannot be met, a particular location
is unacceptable for selection, and the IAOC MUST NOT enter into a is unacceptable for selection, and the IASA MUST NOT enter into a
contract. Should the IAOC learn that a location no longer can meet a contract. Should the IASA learn that a location no longer can meet a
mandatory requirement after having entered into a contract, it will mandatory requirement after having entered into a contract, it will
inform the community and address the matter on a case by case basis. inform the community and address the matter on a case by case basis.
o The Facility MUST be assessed to be able to provide sufficient o The Facility MUST provide sufficient space in an appropriate
space in an appropriate layout to accommodate the expected number layout to accommodate the expected number of people to attend that
of people to attend that meeting. meeting.
o The Facility and IETF Hotels MUST provide wheelchair access to o The Facility and IETF Hotels MUST provide wheelchair access to
accommodate the number of people who are anticipated to require accommodate the number of people who are anticipated to require
it. it.
o The venue MUST provide unfiltered access to the Internet, to the o It MUST be possible to provision Internet Access to the Meeting
extent permitted by governing laws and regulations. Venue that allows attendees to utilize the Internet for all their
IETF, business, and day to day needs. This includes, but is not
limited to, native and unmodified IPv4 and IPv6 connectivity,
global reachability, and no additional limitation that would
materially impact their Internet use. To ensure availability, it
MUST be possible to provision redundant paths to the Internet.
3.2. Important Criteria 3.2. Important Criteria
The criteria in this subsection are not mandatory, but are still The criteria in this subsection are not mandatory, but are still
highly significant. It may be necessary to trade one or more of highly significant. It may be necessary to trade one or more of
these criteria off against others. A Venue that meets more of these these criteria off against others. A Venue that meets more of these
criteria is on the whole more preferable than another that meets less criteria is on the whole more preferable than another that meets
of these criteria. Requirements classed as Important can also be fewer of these criteria. Requirements classed as Important can also
balanced across Venue selections for multiple meetings. When a be balanced across Venue selections for multiple meetings. When a
particular requirement in this section cannot be met, the IAOC MUST particular requirement in this section cannot be met, the IASA MUST
notify the community at the time the venue is booked. Furthermore, notify the community at the time the venue is booked. Furthermore,
the IAOC is requested to assist those who, as a result, may be it may be appropriate for the IASA to assist those who, as a result,
inconvenienced in some way. have been inconvenienced in some way.
3.2.1. Venue City Criteria 3.2.1. Venue City Criteria
o Travel to the Venue is acceptable based on cost, time, and burden o Travel to the Venue is acceptable based on cost, time, and burden
for participants traveling from multiple regions. It is for participants traveling from multiple regions. It is
anticipated that the burden borne will be generally shared over anticipated that the burden borne will be generally shared over
the course of multiple years. the course of multiple years.
o The Venue is assessed as favorable for obtaining a host and o The Venue is assessed as favorable for obtaining a host and
sponsors. That is, the Meeting is in a location and at a price 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. that it is possible and probable to find a host and sponsors.
o Travel barriers to entry, including visa requirements, are likely o Travel barriers to entry, including visa requirements, are likely
to be such that an overwhelming majority of participants can to be such that an overwhelming majority of participants who wish
attend. The term "travel barriers" is to be read broadly by the to do so can attend. The term "travel barriers" is to be read
IASA in the context of whether a successful meeting can be had. broadly by the IASA in the context of whether a successful meeting
can be had.
o Economic, safety, and health risks associated with this Venue are o Economic, safety, and health risks associated with this Venue are
acceptable. acceptable.
3.2.2. Basic Venue Criteria 3.2.2. Basic Venue Criteria
The following requirements relate to the Venue and Facilities. The following requirements relate to the Venue and Facilities.
The IETF operates internationally and adjusts to local requirements. The IETF operates internationally and adjusts to local requirements.
Facilities selected for IETF Meetings conform with local health, Facilities selected for IETF Meetings conform with local health,
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o The IETF Hotel(s) are within close proximity to each other and the o The IETF Hotel(s) are within close proximity to each other and the
Facility. Facility.
o The guest rooms at the IETF Hotel(s) are sufficient in number to o The guest rooms at the IETF Hotel(s) are sufficient in number to
house 1/3 or more of projected meeting attendees. house 1/3 or more of projected meeting attendees.
o Overflow Hotels can be placed under contract, within convenient o Overflow Hotels can be placed under contract, within convenient
travel time of the Facility and at a variety of guest room rates. travel time of the Facility and at a variety of guest room rates.
o The Venue environs include budget hotels within convenient travel o The Facility environs include budget hotels within convenient
time, cost, and effort. travel time, cost, and effort.
o The IETF Hotel(s) are accessible by people with disabilities. o The IETF Hotel(s) are accessible by people with disabilities.
While we mandate wheelchair accessibility, other forms are While we mandate wheelchair accessibility, other forms are
important, and should be provided to the extent possible, based on important, and should be provided to the extent possible, based on
anticipated needs of the community. anticipated needs of the community.
o At least one IETF Hotel has a space for use as a lounge, conducive o At least one IETF Hotel has a space for use as a lounge, conducive
to planned and ad hoc meetings and chatting, as well as working to planned and ad hoc meetings and chatting, as well as working
online. There are tables with seating, convenient for small online. There are tables with seating, convenient for small
meetings with laptops. These can be at an open bar or casual meetings with laptops. These can be at an open bar or casual
restaurant. Preferably the lounge area is on the path between the restaurant. Preferably the lounge area is on the path between the
meeting rooms and the hotel entrance, and is available all day and meeting rooms and the hotel entrance, and is available all day and
night. night.
3.2.5. Food and Beverage 3.2.5. Food and Beverage
It is said that an army travels on its stomach. So too does the It is said that an army travels on its stomach. So too does the
IETF. The following criteria relate to food and beverage. IETF. The following criteria relate to food and beverage.
o The Venue environs, which includes both onsite, as well as areas o The Facility environs, which includes both onsite, as well as
within a reasonable walking distance or conveniently accessible by areas within a reasonable walking distance or conveniently
a short taxi ride or by local public transportation, have accessible by a short taxi ride or by local public transportation,
convenient and inexpensive choices for meals that can accommodate have convenient and inexpensive choices for meals that can
a wide range of dietary requirements. accommodate a wide range of dietary requirements.
o The Venue environs include grocery shopping that will accommodate o The Facility environs include grocery shopping that will
a wide range of dietary requirements, within a reasonable walking accommodate a wide range of dietary requirements, within a
distance, or conveniently accessible by a short taxi, bus, or reasonable walking distance, or conveniently accessible by a short
subway ride, from the Facility and IETF Hotels. taxi, bus, or subway ride, from the Facility and IETF Hotels.
o A range of attendee's health-related and religion-related dietary o A range of attendee's health-related and religion-related dietary
requirements can be satisfied with robust and flexible onsite requirements can be satisfied with robust and flexible onsite
service or through access to an adequate grocery. service or through access to an adequate grocery.
3.3. Other Consideraitons 3.3. Other Consideraitons
The following considerations are desirable, but not as important as The following considerations are desirable, but not as important as
the preceding requirements, and thus should not be traded off for the preceding requirements, and thus should not be traded off for
them. them.
We have something of a preference for an IETF meeting to be under We have something of a preference for an IETF meeting to be under
"One Roof". That is, qualified meeting space and guest rooms are "One Roof". That is, qualified meeting space and guest rooms are
available in the same facility. available in the same facility.
It is desirable for overflow hotels provide reasonable, reliable, It is desirable for overflow hotels provide reasonable, reliable,
unfiltered Internet service for the public areas and guest rooms; unfiltered Internet service for the public areas and guest rooms;
this service is included in the cost of the room. this service is included in the cost of the room.
It is desirable to enter into a multi-event contract with the It is desirable to enter into a multi-event contract with the
Facility and IETF Hotels to optimize meeting and attendee benefits, Facility and IETF Hotels in case such a contract will either reduce
i.e., reduce administrative costs and reduce direct attendee costs, administrative costs, reduce direct attendee costs, or both.
will be considered a positive factor. Such a contract can be
considered after at least one IETF meeting has been held at the
Facility.
Particularly when we are considering a city for the first time, it is Particularly when we are considering a city for the first time, it is
desirable to have someone who is familiar with both the locale and desirable to have someone who is familiar with both the locale and
the IETF participate in the site selection process. Such a person the IETF participate in the site selection process. Such a person
can provide guidance regarding safety, location of local services, can provide guidance regarding safety, location of local services,
and understanding best ways to get to and from the Venue, and local and understanding best ways to get to and from the Venue, and local
customs, as well as identify how our requirements are met. customs, as well as identify how our requirements are met.
4. Venue Selection Roles 4. Venue Selection Roles
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While perhaps obvious, it is important to note that IETF meetings While perhaps obvious, it is important to note that IETF meetings
serve all those who contribute to the work of the IETF. This serve all those who contribute to the work of the IETF. This
includes those who attend meetings in person, from newcomer to includes those who attend meetings in person, from newcomer to
frequent attendee, to those who participate remotely, as well as frequent attendee, to those who participate remotely, as well as
those who do not attend but contribute to new RFCs. Potential new those who do not attend but contribute to new RFCs. Potential new
contributors are also considered in the process. contributors are also considered in the process.
Participants have a responsibility to express their views about Participants have a responsibility to express their views about
venues early and often, by responding to surveys or other venues early and often, by responding to surveys or other
solicitations from the IAD or IAOC, and by initiating fresh input as solicitations from IASA functions, and by initiating fresh input as
the Participant becomes aware of changes in venues that have been the Participant becomes aware of changes in venues that have been
reviewed. This permits those responsible for venue selection to be reviewed. This permits those responsible for venue selection to be
made aware of concerns relating to particular locations well in made aware of concerns relating to particular locations well in
advance of having entered into contract discussions. advance of having entered into contract discussions.
4.2. IESG and IETF Chair 4.2. IESG and IETF Chair
The Internet Engineering Steering Group (IESG) comprises the IETF The Internet Engineering Steering Group (IESG) comprises the IETF
Area Directors and the IETF Chair. Along with the IAB, the IESG is Area Directors and the IETF Chair. Along with the IAB, the IESG is
responsible for the management of the IETF, and is the standards responsible for the management of the IETF, and is the standards
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means that the IESG sets high level policies related to, among other means that the IESG sets high level policies related to, among other
things, meeting venues. The IETF Chair, among other things, relays things, meeting venues. The IETF Chair, among other things, relays
these IESG-determined policies to the IAOC. The IETF Chair is also a these IESG-determined policies to the IAOC. The IETF Chair is also a
member of the IAOC. member of the IAOC.
4.3. The Internet Society 4.3. The Internet Society
With respect to IETF meetings, the Internet Society (ISOC): With respect to IETF meetings, the Internet Society (ISOC):
o Executes all Venue contracts on behalf of the IETF at the request o Executes all Venue contracts on behalf of the IETF at the request
of the IAOC of the IASA
o Solicits meeting sponsorships o Solicits meeting sponsorships
o Collects all meeting-related revenues, including registration o Collects all meeting-related revenues, including registration
fees, sponsorships, hotel commissions, and other miscellaneous fees, sponsorships, hotel commissions, and other miscellaneous
revenues revenues
ISOC also provides accounting services, such as invoicing and monthly ISOC also provides accounting services, such as invoicing and monthly
financial statements. financial statements.
4.4. IETF Administrative Oversight Committee 4.4. IETF Administrative Oversight Committee
The IETF Administrative Oversight Committee (IAOC) has the The IETF Administrative Oversight Committee (IAOC) has the
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identifying, qualifying and reporting on potential meeting sites, as identifying, qualifying and reporting on potential meeting sites, as
well as supporting meeting Venue contract negotiation. The IETF well as supporting meeting Venue contract negotiation. The IETF
Secretariat is part of the IASA under the management of the IAD. The Secretariat is part of the IASA under the management of the IAD. The
IAD takes appropriate actions to solicit community input regarding IAD takes appropriate actions to solicit community input regarding
both retrospective and prospective feedback from participants. both retrospective and prospective feedback from participants.
4.6. IETF Administrative Director 4.6. IETF Administrative Director
The IETF Administrative Director (IAD) coordinates and supports the The IETF Administrative Director (IAD) coordinates and supports the
activities of the IETF Secretariat, the IAOC Meetings Committee and activities of the IETF Secretariat, the IAOC Meetings Committee and
the IAOC to ensure the timely execution of the meeting process. This the IASA to ensure the timely execution of the meeting process. This
includes participating in the IAOC Meeting Subcommittee and ensuring includes participating in the IAOC Meetings Committee and ensuring
its efforts are documented, leading Venue contract negotiation, and its efforts are documented, leading Venue contract negotiation, and
coordinating contract execution with ISOC. The meetings budget is coordinating contract execution with ISOC. The meetings budget is
managed by the IAD. managed by the IAD.
4.7. IAOC Meeting Committee 4.7. IAOC Meetings Committee
The fundamental purpose of the Meetings Committee is to participate The fundamental purpose of the Meetings Committee is to participate
in the Venue selection process, and to formulate recommendations to in the Venue selection process, and to formulate recommendations to
the IAOC regarding meeting sites. It also tracks the meetings the IAOC regarding meeting sites. It also tracks the meetings
sponsorship program, recommends extraordinary meeting-related sponsorship program, recommends extraordinary meeting-related
expenses, and recommends the IETF meetings calendar to the IAOC. The expenses, and recommends the IETF meetings calendar to the IAOC. The
charter of the committee is at: <https://iaoc.ietf.org/ charter of the committee is at: <https://iaoc.ietf.org/
committees.html#meetings>. committees.html#meetings>.
Membership in the Meetings Committee is at the discretion of the Membership in the Meetings Committee is at the discretion of the
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and interested members of the community. and interested members of the community.
5. Venue Selection Steps 5. Venue Selection Steps
The following sequence is used by the IAOC to select venues. Unless The following sequence is used by the IAOC to select venues. Unless
otherwise stated below, the IAOC may evolve these steps over time otherwise stated below, the IAOC may evolve these steps over time
without updating this document. without updating this document.
5.1. Identification 5.1. Identification
Four years out, a process identifies cities that might be candidates Four years out,the IASA identifies cities that might be candidates
for meetings. For example: for meetings. For example:
a. The IAOC selects regions, cities, and dates for meetings. a. The IASA selects regions, cities, and dates for meetings.
b. A list of target cities per region is provided to the b. A list of target cities per region is provided to the
Secretariat, with host preferences, if known. Secretariat, with host preferences, if known.
c. Potential venues in preferred cities are identified and receive c. Potential venues in preferred cities are identified and receive
preliminary investigation, including reviews of Official Advisory preliminary investigation, including reviews of Official Advisory
Sources, consultation with specialty travel services, frequent Sources, consultation with specialty travel services, frequent
travelers and local contacts to identify possible barriers to travelers and local contacts to identify possible barriers to
holding a successful meeting in the target cities. holding a successful meeting in the target cities.
d. Investigated cities and findings are provided by the Secretariat d. Investigated cities and findings are provided by the Secretariat
to the Meetings Committee for further review. Meetings Committee to the Meetings Committee for further review. Meetings Committee
makes a recommendation to the IAOC of investigated/target cities makes a recommendation to the IASA of investigated/target cities
to consider further as well as issues identified and the results to consider further as well as issues identified and the results
of research conducted. of research conducted.
5.2. Consultation 5.2. Consultation
The IAOC MUST consult the community about potential new venues prior The IASA MUST consult the community about potential new venues prior
to them being booked. The timing and means by which it does so may to them being booked. The timing and means by which it does so may
vary over time, but MUST include references to any notable travel vary over time, but MUST include references to any notable travel
risks. The consultation may overlap with the previous step risks. The consultation may overlap with the previous step
(identification). (identification).
For example: For example:
a. The IAOC asks the community whether there are any barriers to a. The IAOC asks the community whether there are any barriers to
holding a successful meeting in any of the target cities in the holding a successful meeting in any of the target cities in the
set. set.
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d. Site qualification visit is conducted using the checklist along d. Site qualification visit is conducted using the checklist along
the lines of what is included in Appendix A; the site visit team the lines of what is included in Appendix A; the site visit team
prepares a site report and discusses it with the Meetings prepares a site report and discusses it with the Meetings
Committee. Committee.
5.4. Negotiation 5.4. Negotiation
2.75 - 3 years out, initiate contract negotiations: 2.75 - 3 years out, initiate contract negotiations:
a. The Meetings Committee reviews the Venue options based on Venue a. The Meetings Committee reviews the Venue options based on Venue
selection criteria and recommends a Venue to the IAOC. Only selection criteria and recommends a Venue to the IAOC. The
options that meet all Mandatory labeled criteria might be Meetings Committee will not recommend an option unless it meets
recommended. all Mandatory criteria.
b. IAOC selects a Venue for contracting as well as a back-up b. IAOC selects a Venue for contracting as well as a back-up
contracting Venue, if available. contracting Venue, if available.
c. Secretariat negotiates with selected Venue. IAD reviews contract c. Secretariat negotiates with selected Venue. IAD reviews contract
and requests IAOC and ISOC approval of contract and authority for and requests IAOC and ISOC approval of contract and authority for
Secretariat to execute contract on ISOC's behalf. Secretariat to execute contract on ISOC's behalf.
d. Contracts are executed. d. Contracts are executed.
e. The venue is announced. At this time, the announcement MUST e. The venue is announced. At this time, the announcement MUST
include any notable travel risks or references thereto. include any notable travel risks or references thereto.
5.5. Late Changes 5.5. Late Changes
If at any time after a contract is signed the IAOC learns If at any time after a contract is signed the IASA learns
circumstances have changed such that it is not certain that Important circumstances have changed such that it is not certain that Important
or Mandatory criteria can be met by a Venue, the IAOC MUST reconsider or Mandatory criteria can be met by a Venue, the IASA MUST reconsider
the selection. A description of how reconsideration currently takes the selection. A description of how reconsideration currently takes
place is found in Appendix B. The IAOC will gauge the cost of making place is found in Appendix B. The IASA will gauge the cost of making
a change against the ability of the IETF to conclude a successful a change against the ability of the IETF to conclude a successful
meeting, and make a final determination based on their best judgment. meeting, and make a final determination based on their best judgment.
When there is enough time to do so, the IAOC is expected to consult When there is enough time to do so, the IASA is expected to consult
the community about changes. the community about changes.
6. IANA Considerations 6. IANA Considerations
This memo asks the IANA for no new parameters. This memo asks the IANA for no new parameters.
[The RFC-Editor may remove this section prior to publicaiton.] [The RFC-Editor may remove this section prior to publicaiton.]
7. Security Considerations 7. Security Considerations
This note proposes no protocols, and therefore no new protocol This note proposes no protocols, and therefore no new protocol
insecurities. insecurities.
8. Privacy Considerations 8. Privacy Considerations
This note reveals no personally identifying information apart from This note reveals no personally identifying information apart from
its authorship. its authorship.
[The RFC-Editor may remove this section prior to publicaiton.] [The RFC-Editor may remove this section prior to publication.]
9. Contributors 9. Contributors
The following people provided substantial text contributions to this The following people provided substantial text contributions to this
memo: memo:
Fred Baker Fred Baker
Email: fred.ietf@gmail.com Email: fred.ietf@gmail.com
Fred originated this work. Fred originated this work.
skipping to change at page 15, line 31 skipping to change at page 15, line 48
O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli, O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli,
"IETF Meeting Network Requirements", WEB "IETF Meeting Network Requirements", WEB
https://iaoc.ietf.org/ietf-network-requirements.html. https://iaoc.ietf.org/ietf-network-requirements.html.
[RFC2026] Bradner, S., "The Internet Standards Process -- Revision [RFC2026] Bradner, S., "The Internet Standards Process -- Revision
3", BCP 9, RFC 2026, DOI 10.17487/RFC2026, October 1996, 3", BCP 9, RFC 2026, DOI 10.17487/RFC2026, October 1996,
<http://www.rfc-editor.org/info/rfc2026>. <http://www.rfc-editor.org/info/rfc2026>.
[RFC2119] Bradner, S., "Key words for use in RFCs to Indicate [RFC2119] Bradner, S., "Key words for use in RFCs to Indicate
Requirement Levels", BCP 14, RFC 2119, Requirement Levels", BCP 14, RFC 2119,
DOI 10.17487/RFC2119, March 1997, DOI 10.17487/RFC2119, March 1997, <https://www.rfc-
<http://www.rfc-editor.org/info/rfc2119>. editor.org/info/rfc2119>.
[RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the [RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the
IETF Administrative Support Activity (IASA)", BCP 101, IETF Administrative Support Activity (IASA)", BCP 101,
RFC 4071, DOI 10.17487/RFC4071, April 2005, RFC 4071, DOI 10.17487/RFC4071, April 2005,
<http://www.rfc-editor.org/info/rfc4071>. <http://www.rfc-editor.org/info/rfc4071>.
[RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for [RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for
IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371, IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371,
January 2006, <http://www.rfc-editor.org/info/rfc4371>. January 2006, <http://www.rfc-editor.org/info/rfc4371>.
[RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF [RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF
Administrative Oversight Committee (IAOC) Members", Administrative Oversight Committee (IAOC) Members",
BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015, BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015,
<http://www.rfc-editor.org/info/rfc7691>. <http://www.rfc-editor.org/info/rfc7691>.
11.2. Informative References 11.2. 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", [RFC3935] Alvestrand, H., "A Mission Statement for the IETF",
BCP 95, RFC 3935, October 2004. BCP 95, RFC 3935, October 2004.
Appendix A. Site Qualification Visit Checklist Appendix A. Site Qualification Visit Checklist
This section is based on the PreQualification RFP, dated January 23, This section is based on the PreQualification RFP, dated January 23,
2016, which is available at <https://iaoc.ietf.org/meetings- 2016, which is available at <https://iaoc.ietf.org/meetings-
committee/venue-selection.html>. The contents of the link may be committee/venue-selection.html>. The contents of the link may be
changed as needed. changed as needed.
skipping to change at page 23, line 44 skipping to change at page 23, line 44
| | | | | | | |
v v v v v v v v
------- ------- ------- --------- ------- ------- ------- ---------
(Proceed) (Cancel ) ( Hold ) ( Hold ) (Proceed) (Cancel ) ( Hold ) ( Hold )
( with ) ( the ) (virtual) (relocated) ( with ) ( the ) (virtual) (relocated)
(meeting) (meeting) (meeting) ( meeting ) (meeting) (meeting) (meeting) ( meeting )
------- ------- ------- --------- ------- ------- ------- ---------
Appendix C. Change Log Appendix C. Change Log
[RFC Editor: Please remove this section prior to publication.]
2016-01-12: Initial version 2016-01-12: Initial version
2016-01-21: Update to reflect https://iaoc.ietf.org/documents/ 2016-01-21: Update to reflect https://iaoc.ietf.org/documents/
VenueSelectionCriteriaJan2016.pdf and VenueSelectionCriteriaJan2016.pdf and
https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf, https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf,
accessed from https://iaoc.ietf.org/private/privatemeetings.html. accessed from https://iaoc.ietf.org/private/privatemeetings.html.
2016-02-23: Reorganize and capture IAOC Meetings Committee 2016-02-23: Reorganize and capture IAOC Meetings Committee
discussions. discussions.
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diff. diff.
2017-05-14 Happy Mother's Day. This version removes the tabular 2017-05-14 Happy Mother's Day. This version removes the tabular
format of requirements, moves mandatory requirements up front, format of requirements, moves mandatory requirements up front,
adds a desiderata section, adds a mandatory filtering requirement, adds a desiderata section, adds a mandatory filtering requirement,
consolidates introductory text, moves procedural requirements into consolidates introductory text, moves procedural requirements into
Section 5, removes the definition of Headquarters Hotel, removes Section 5, removes the definition of Headquarters Hotel, removes
the MUST in late changes, and adds a desire for a local the MUST in late changes, and adds a desire for a local
participant in site selection. participant in site selection.
2017-09-12 These are last call edits. Big change is around Internet
requirements. Also, address Andrew Sullivan comments, as well as
SM comments. Brian Carpenter big scrub on IAOC to IASA.
Author's Address Author's Address
Eliot Lear (editor) Eliot Lear (editor)
Cisco Systems GmbH Cisco Systems
Richtistrasse 7
Wallisellen CH-8304
Switzerland
Phone: +41 44 878 9200
Email: lear@cisco.com Email: lear@cisco.com
 End of changes. 45 change blocks. 
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