IAOC                                                       F. Baker, Ed.                                                        R. Pelletier
Internet-Draft                                             Cisco Systems                                          Internet Society
Intended status: Best Current Practice                    August 2, 2016                         L. Nugent
Expires: February 3, 23, 2017              Association Management Solutions
                                                              D. Crocker
                                             Brandenburg InternetWorking
                                                               L. Berger
                                                 LabN Consulting, L.L.C.
                                                             O. Jacobsen
                                           The Internet Protocol Journal
                                                               J. Martin
                                                                    INOC
                                                                F. Baker
                                                         August 22, 2016

              IAOC Plenary Meeting Venue Selection Process
          draft-ietf-mtgvenue-iaoc-venue-selection-process-00
          draft-ietf-mtgvenue-iaoc-venue-selection-process-01

Abstract

   This documents the IAOC's IETF Meeting Venue Selection Process from
   the perspective of its goals 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 February 3, 23, 2017.

Copyright Notice

   Copyright (c) 2016 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
   carefully, as they describe your rights and restrictions with respect
   to this document.  Code Components extracted from this document must
   include Simplified BSD License text as described in Section 4.e of
   the Trust Legal Provisions and are provided without warranty as
   described in the Simplified BSD License.

Table of Contents

   1.  Introduction  . . . . . . . . . . . . . . . . . . . . . . . .   2   3
     1.1.  Requirements Language . . . . . . . . . . . . . . . . . .   3
   2.  Meeting  Venue Selection Participants and Responsibilities . Objectives  . . . .   3
     2.1.  The IETF Community . . . . . . . . . . . . .   3
   3.  Venue Selection Non-Objectives  . . . . . .   3
     2.2.  IESG and IETF Chair . . . . . . . . .   4
   4.  Venue Selection Criteria  . . . . . . . . . .   4
     2.3.  The Internet Society . . . . . . . .   4
     4.1.  Venue City Criteria . . . . . . . . . .   4
     2.4.  IETF Administrative Oversight Committee . . . . . . . . .   4
     2.5.  IETF Administrative Support Activity   5
     4.2.  Basic Venue Criteria  . . . . . . . . . .   4
     2.6.  IETF Administrative Director . . . . . . . .   5
     4.3.  Technical Services and Operations Criteria  . . . . . .   4
     2.7.  IAOC Meeting Committee .   6
     4.4.  Lodging Criteria  . . . . . . . . . . . . . . . .   5
   3.  Venue Selection Process . . . .   7
     4.5.  Food and Beverage Criteria  . . . . . . . . . . . . . . .   5
     3.1.   7
   5.  Venue Selection Principles Process . . . . . . . . . . . . . . .   5
     3.2.  Venue Selection Objectives . . . .   7
     5.1.  The IETF Community  . . . . . . . . . . . .   6
     3.3.  Venue Selection Criteria . . . . . . .   8
     5.2.  IESG and IETF Chair . . . . . . . . .   8
       3.3.1.  Venue City Considerations . . . . . . . . . .   8
     5.3.  The Internet Society  . . . .   8
       3.3.2.  Basic Venue Criteria . . . . . . . . . . . . . .   8
     5.4.  IETF Administrative Oversight Committee . .   9
       3.3.3.  Technical Services and Operations Criteria . . . . .  10
       3.3.4.  Lodging . .   8
     5.5.  IETF Administrative Support Activity  . . . . . . . . . .   9
     5.6.  IETF Administrative Director  . . . . . . . . . . .  10
       3.3.5.  Food and Beverage . . .   9
     5.7.  IAOC Meeting Committee  . . . . . . . . . . . . . . .  11
     3.4.  Non-criteria . .   9
     5.8.  Venue Selection Phases  . . . . . . . . . . . . . . . . .   9
   6.  Text carried forward  . . .  11
     3.5.  Venue Selection Phases . . . . . . . . . . . . . . . . .  11
     3.6.  Experience Notes  .
     6.1.  Venue Selection Process . . . . . . . . . . . . . . . . .  11
       6.1.1.  Venue Selection Principles  . .  13
   4.  Transparency . . . . . . . . . . .  11
       6.1.2.  Venue Selection Objectives  . . . . . . . . . . . . .  13
   5.  IANA Considerations
       6.1.3.  Venue Selection Criteria  . . . . . . . . . . . . . .  14
       6.1.4.  Venue Selection Phases  . . . . . . .  13
   6.  Security Considerations . . . . . . . .  14
       6.1.5.  Experience Notes  . . . . . . . . . . .  13
   7.  Privacy Considerations . . . . . . .  14
     6.2.  Transparency  . . . . . . . . . . . .  13
   8.  Contributors . . . . . . . . . .  14
   7.  IANA Considerations . . . . . . . . . . . . . .  14
   9.  Acknowledgements . . . . . . .  15
   8.  Security Considerations . . . . . . . . . . . . . . .  14
   10. References . . . .  15
   9.  Privacy Considerations  . . . . . . . . . . . . . . . . . . .  15
   10. Acknowledgements  . .  14
     10.1.  Normative References . . . . . . . . . . . . . . . . . .  14
     10.2.  Informative References . .  15
   11. References  . . . . . . . . . . . . . . .  15
   Appendix A.  Change Log . . . . . . . . . .  15
     11.1.  Normative References . . . . . . . . . . . . . . . . . .  15
   Author's Address
     11.2.  Informative References . . . . . . . . . . . . . . . . .  16
   Appendix A.  Change Log . . . . . . . . . . .  15 . . . . . . . . . .  16
   Authors' Addresses  . . . . . . . . . . . . . . . . . . . . . . .  16

1.  Introduction

   This document describes the IETF Meeting Venue Selection Process from
   the perspective of goals and thought processes.  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 involve
   community input.

   This document 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.  Requirements Language

   Requirements called out in this document are identified as either
   "mandatory" or "desired", and considerations are tagged as
   "Important" or "Would be nice".  For clarity, the terms are defined
   here:

   Mandatory:  If this requirement cannot be met, a location under
      consideration is unacceptable.  We walk away.

   Desired:  We would very much like to meet this requirement, but have
      frequently been unable to.  The fact that we could not meet it is
      considered in comparison to other sites.

   Important:  Can be a make-or-break consideration, but can also be
      traded off against other considerations.

   Would be nice:  Not make-or-break, but warrants additional
      consideration if found to be true.

2.  Meeting  Venue Selection Participants Objectives

      Alissa's comment: "Why do we meet?," "Inclusiveness," and Responsibilities

   The formal structure perhaps
      reformulated versions of IETF administrative support functions is
   documented in BCP 101 [RFC4071][RFC4371][RFC7691]. some other items listed, per draft-
      sullivan-mtgvenue-decisions; 3.2)

   The reader is
   expected to be familiar with the entities IETF, and roles defined by that
   document, in particular for therefore the IASA, ISOC, IAOC and IAD.  This
   section covers the meeting selection related roles of these and other
   parties its Meetings Committee, have
   some core values that participate in pervade the selection process.  Note that roles beyond
   meeting selection, e.g., actually running and reporting on meetings,  These are outside the scope of this document.

2.1.  The IETF Community

   While somewhat obvious not
   limited to most, it is important the following, but at minimum include them.

   Why do we meet?
      We meet to note that IETF
   meetings serve all those who contribute advance Internet standards development, to the development of IETF advance
      Internet Drafts and RFCs.  This includes those who attend meetings, from newcomer to
   frequent attendee,  We meet to those who participate remotely, facilitate attendee
      participation in multiple topics and to those
   who don't attend but contribute enable cross-pollination
      of ideas and technology.

   Inclusiveness:
      We would like to new RFCs.  Potential new
   contributors are also considered in facilitate the process.

   IETF consensus with respect onsite or remote participation of
      anyone who wants to the 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.

2.2.  IESG and IETF Chair

   The Internet Engineering Steering Group (IESG) is a group comprised be involved.  Every country has limits on who
      it will permit within its borders.  This principle of
      inclusiveness militates against the IETF Area Directors selection of venues within
      countries that impose visa regulations and/or laws that
      effectively exclude people on the basis of race, religion, gender,
      sexual orientation, or national origin, and to a lesser extent,
      reduces the likelihood of selecting countries that use such
      attributes to make entry difficult.

   ?  There may be other points from Section 6.1.1 to move here.

3.  Venue Selection Non-Objectives

      Alissa's comment: ( 3.1 "Political considerations," 3.4)

   IETF Chair.  The IESG is
   responsible meeting venues are not selected for the management, along with the IAB, of the IETF, and
   is the standards approval board purposes of:

   o  endorsing or condemning particular countries, laws, regulations,
      policies, or policy positions.

   o  visiting new locations for the IETF, as described sake of variety in BCP9
   [RFC2026].  This means that the IESG sets high level policies related
   to, among other things, meeting venues.  The IETF Chair is a member
      locations.

4.  Venue Selection Criteria

   A number of criteria are considered during the IESG who, among other things, relays policies to the IAOC. site selection
   process.  The IETF Chair list following is also a member of not sorted in any particular order,
   but includes the IAOC.

2.3.  The Internet Society committee's major considerations.

   The Internet Society (ISOC) executes all venue contracts on behalf of
   the IETF at the request selection of the IAOC; solicits meeting sponsorships;
   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.  The meetings budget is managed by the IAD.

2.4.  IETF Administrative Oversight Committee

   The IETF Administrative Oversight Committee (IAOC) has the
   responsibility to oversee and select IETF meeting a venue always requires trade-offs.  There are no
   perfect venues.  It
   instructs  For example, a site may not have a single hotel that
   can accommodate a significant number of the IAD to work with attendees of a typical
   IETF.  That doesn't disqualify it, but it may reduce its desirability
   in the Internet Society to write presence of an alternative that does.

   Each identified criterion is labeled with the
   relevant contracts.  It approves terms defined above in
   Section 1.1, i.e., "Mandatory", "Desired", "Important" or "Would be
   nice".  These terms guide the IETF meetings calendar.

2.5.  IETF Administrative Support Activity

   The IETF Administrative Support Activity (IASA) supports trade-off analysis portion of the meeting
   selection process.  This includes identifying, qualifying and
   reporting on potential meeting sites, as well as supporting meeting  All "Mandatory" labeled criteria must be met for
   a venue contract negotiation. to be selected.  The IETF Secretariat is part of the IASA
   under remaining terms may be viewed as
   weighting factors.

   There are times where the management evaluation of the IAD.

2.6.  IETF Administrative Director

   The IETF Administrative Director (IAD) coordinates and supports the
   activities of criteria will be
   subjective.  This is even the IETF Secretariat, case for criteria labeled as
   "Mandatory".  For this reason, the IAOC Meetings Committee will
   specifically review, and
   the IAOC affirm to ensure the timely execution of the meeting process.  This
   includes participating in the IAOC Meeting Subcommittee and ensuring its efforts satisfaction, that all
   "Mandatory" labeled criteria are documented, leading satisfied by a particular venue contract negotiation, and
   coordinating contract execution with ISOC.

2.7.  IAOC Meeting Committee

   The IAOC Meeting Committee is generally referred to
   main IETF hotel as the Meetings
   Committee.

   The fundamental purpose part of the committee is to participate process defined below in the
   venue selection process, and to formulate recommendations Section 5.8.

4.1.  Venue City Criteria

      Alissa's comment: 3.3.1 bullets 1, 5, 6, plus other bullets from
      Section 6.1.3.1 if reformulated as criteria)

   Note that these considerations are not "make or break" but flexible
   enough to allow for trade-offs and judgement on the IAOC
   regarding meeting sites.  It also tracks part of the meetings sponsorship
   program, recommends extraordinary meeting-related expenses, and
   recommends IAOC.
   Ideally, a city will meet all criteria.  If all criteria cannot be
   met, the IETF meetings calendar community needs to consider the IAOC.  The charter of trade-off acceptable.

   o  Travel to the committee venue is located here: https://iaoc.ietf.org/
   committees.html#meetings.

   Membership in the Meetings Committee reasonably acceptable based on cost, time,
      and burden for participants traveling from multiple regions.  It
      is at the discretion of the
   IAOC; it includes an IAOC appointed chair, anticipated that the IETF Administrative
   Director (IAD), IAOC members, representatives from burden borne will be generally shared over
      the Secretariat,
   and interested members course of the community.

3.  Venue Selection Process year.  [Important]

   o  The process of selecting a venue is described below and is based on
   https://iaoc.ietf.org/venue-selection.html.

3.1.  Venue Selection Principles

   The IETF, assessed as favorable for obtaining a host and therefore
      sponsors.  That is, the IAOC Meeting is in a location and its Meetings Committee, have
   some core values at a price
      that pervade the selection process.  These are not
   limited it is possible and probable to the following, but at minimum include them.

   Who are we?
      We are computer scientists, engineers, network operators,
      academics, find a host and other interested parties sharing the goal of making
      the Internet work better.  At this time, sponsors.
      [Important]

   o  Ability to enter into a multi-event contract with the vast majority of
      attendees come from North America, Western venue to
      optimize meeting and Central Europe, attendee benefits, i.e., reduce
      administrative costs and
      Eastern Asia.  We also have participants from other regions.

   Why do we meet?
      We meet reduce direct attendee costs, will be
      considered a positive factor.  [Would be nice]

   o  Travel barriers to advance Internet standards development, entry, e.g., visa requirements that can limit
      participation, are acceptable to advance
      Internet Drafts the IETF community.  [Important]

   o  Economic, safety, and RFCs.  We meet health risks associated with this venue are
      acceptable to facilitate attendee
      participation the IETF community.  [Important]

   o  Available travel issue assessments (such as
      https://travel.state.gov/content/passports/en/country.html) have
      been pointed out the IETF community.  [Important]

4.2.  Basic Venue Criteria

      Alissa's comment: ( 3.3.2 bullets 1, 3, 4, 5, 6)

   o  The Meeting Space is adequate in multiple topics and to enable cross-pollination
      of ideas size and technology.

   Where do we meet?
      We meet in different locations globally in order layout to spread accommodate
      the
      pain meeting and foster participant interaction.  [Mandatory]

   o  The cost of travel among active participants, balancing
      travel time and expense across the regions from where IETF
      participants are based.  We also aim to enhance inclusiveness guest rooms, meeting space, meeting food and
      new contributions.

   Inclusiveness:
      We would like to facilitate beverage
      is affordable (within the onsite or remote participation norms of
      anyone who wants business travel).  [Mandatory]

   o  The economics of the venue allow the meeting to be involved.  Every country has limits on who
      it will permit within its borders.  This principle of
      inclusiveness militates against the selection of venues within
      countries that impose visa regulations and/or laws net cash
      positive [Mandatory].

   o  An Optimal Facility for an IETF meeting is held under "One Roof",
      that
      effectively exclude people on is, qualified meeting space and guest rooms are available in
      the basis of race, religion, gender,
      sexual orientation, or national origin, same facility.  [Desired]

   o  An Optimal Facility for an IETF meeting is accessible by people
      with disabilities.

      *  The selected facility conforms with local accessibility laws
         and to regulations [Mandatory]

      *  http://www.sigaccess.org/welcome-to-sigaccess/resources/
         accessible-conference-guide/ provides a lesser extent,
      reduces the likelihood definition of selecting countries related
         considerations that use such
      attributes shall be used in evaluating this criterion.
         [Desired]

4.3.  Technical Services and Operations Criteria

      Alissa's comment: ( 3.3.3)

   o  The Venue's support technologies and services -- network, audio-
      video, etc., are sufficient for the anticipated activities at the
      meeting, or the venue is willing to make entry difficult.

   Internet Access:
      As add such infrastructure at no
      or at an organization, we write specifications for acceptable cost to the Internet, IETF.  [Mandatory]

   o  The meeting venue must permit and
      we use it heavily.  Meeting attendees need unfiltered access to facilitate the general Internet delivery of a
      high performance, robust, unfiltered and our corporate networks, unmodified IETF Network.
      [Mandatory]

   o  The IETF hotel(s), which are usually
      reached using encrypted VPNs from one or more hotels in close proximity
      to the meeting venue where the primary IETF room allocations are
      negotiated and hotels,
      including overflow hotels.  We also need open network access
      available at high enough data rates to support our work, including the support of remote participation.

   Focus:
      We meet to have focused technical discussions.  These are not
      limited to breakout sessions, although of course those IETF SSIDs 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 use, must provide, or reduce its effectiveness, permit
      and are therefore less desirable as facilitate, the delivery of a
      meeting venue.

   Economics:
      Meeting attendees participate as individuals.  While many have
      their participation underwritten by employers or sponsors, there
      are many who do not.  Locations that do not provide convenient
      budget alternatives for food high performance, robust,
      unfiltered and lodging, or which are multiple
      travel segments from major airports, are therefore exclusionary, unmodified Internet service for the public areas
      and violate our value guest rooms.  This service is typically included in the cost
      of "Inclusiveness".  Within reason, budget the room.  [Mandatory]

   o  The overflow hotels should not be a barrier to accommodation.

   Political considerations: provide reasonable, reliable,
      unfiltered Internet service for the public areas and guest rooms.
      This service is typically included in the cost of the room.
      [Desired]

4.4.  Lodging Criteria

      Alissa's comment: ( 3.3.4)

   o  The IETF does not make political statements.  We do not decide who
      is or is not a country, and we do not choose or not choose venues
      based on political criteria.

3.2.  Venue Selection Objectives

   Venues for meetings hotel(s) are selected within close proximity to advance each other and the objectives of
      venue.  [Mandatory]

   o  The Guest Rooms at the
   IETF, which IETF hotel(s) are discussed sufficient in https://www.ietf.org/about/mission.html.
   The IAOC's supporting objectives include: number to
      house 1/3 or more of projected meeting attendees.  [Mandatory]

   o  Advancing standards development

   o  Facilitating participation by active contributors

   o  Sharing the travel pain; balancing  The Venue environs include budget hotels within convenient travel time
      time, cost, and expense across
      the regions from where IETF participants are based.

   o  Encouraging new contributors effort.  [Mandatory]

   o  Generating funds to support IETF operations in support  Overflow Hotels that can be placed under contract.  They typically
      must be within convenient travel time of
      standards development, including the Secretariat, IASA, venue and the
      RFC Editor.

   There is an explicit intent to rotate meeting locations equally among
   several places in accordance with IETF policy.  However, have a consistent
   balance is sometimes difficult to achieve.  The IAOC has an objective
      variety of setting the Regions 4 years in advance, meeting in Europe, North
   America, and Asia, guest room rates.  [Mandatory]

   o  The IETF hotel(s) are accessible by people with disabilities.

      *  The selected facility conforms with local accessibility laws
         and regulations [Mandatory]

      *  http://www.sigaccess.org/welcome-to-sigaccess/resources/
         accessible-conference-guide/ provides a possibility definition of occasionally meeting outside
   those regions.  This policy, known as the 1-1-1* model, is set by the
   IESG, https://iaoc.ietf.org/minutes/2010-11-10-iaoc-minutes.txt, and
   is further discussed related
         considerations that shall be used in [I-D.krishnan-ietf-meeting-policy].  The
   reason for the multi-year timeframe is maximization of opportunities;
   the smaller the time available to qualify evaluating this criterion.
         [Desired]

4.5.  Food and contract a conference
   venue, the more stress imposed on the qualification process, Beverage Criteria

      Alissa's comment: ( 3.3.5)

   o  The Venue environs, which includes onsite, and the
   greater the risk of not finding areas within a suitable venue
      reasonable walking distance, or paying more conveniently accessible by a short
      taxi, bus, or subway ride, has convenient and inexpensive choices
      for
   it.

   There is no formal policy regarding rotation of regions, the time meals that can accommodate a wide range of
   year for dietary
      requirements.  [Mandatory]

   o  The Venue environs include grocery shopping that will accommodate
      a meeting in wide range of dietary requirements, within a specific region, reasonable walking
      distance, or whether conveniently accessible by a meeting short taxi, bus, or
      subway ride.  [Desired]

5.  Venue Selection Process

      Alissa's comment: ( 2)

   The formal structure of IETF administrative support functions is
   documented in a
   non-targeted region replaces a visit BCP 101 [RFC4071][RFC4371][RFC7691].  The reader is
   expected to one of be familiar with the regions during entities and roles defined by that year.

   The IETF chair drives selection of "*" locations, i.e., venues
   outside
   document, in particular for the usual regions, IASA, ISOC, IAOC and requires community input.  These
   selections usually arise from evidence IAD.  This
   section covers the meeting selection related roles of growing interest these and
   participation other
   parties that participate in the new region.  Expressions of interest from
   possible hosts also factor into the process.  Note that roles beyond
   meeting site selection process,
   for any meeting.

   Increased participation in selection, e.g., actually running and reporting on meetings,
   are outside the scope of this document.

5.1.  The IETF from Community

   While somewhat obvious to most, it is important to note that IETF
   meetings serve all those other regions,
   electronically or in person, could result in basic changes who contribute to the
   overall pattern, and we encourage development of IETF
   RFCs.  This includes those who would like for that attend meetings, from newcomer to
   occur
   frequent attendee, to encourage participation from those regions.

3.3.  Venue Selection Criteria

   A number of criteria are considered during the site selection
   process.  The list following is not sorted in any particular order, who participate remotely, and to those
   who don't attend but includes contribute to new RFCs.  Potential new
   contributors are also considered in the committee's major considerations.

   The selection of a process.

   IETF consensus with respect to the meeting venue always requires trade-offs.  There selection process is
   judged via standard IETF process and not by any other means, e.g.,
   surveys.  Surveys are no
   perfect venues.  For example, a site may used to gather information related to meeting
   venues, but not have a single hotel that
   can accommodate to measure consensus.

5.2.  IESG and IETF Chair

   The Internet Engineering Steering Group (IESG) is a significant number group comprised
   of the attendees of a typical
   IETF.  That doesn't disqualify it, but it may reduce its desirability
   in IETF Area Directors and the presence of an alternative that does.

   Each identified criterion IETF Chair.  The IESG is labeled with
   responsible for the terms defined above in
   Section 1.1, i.e., "Mandatory", "Desired", "Important" or "Would be
   nice".  These terms guide management, along with the trade-off analysis portion IAB, of the
   selection process.  All "Mandatory" labeled criteria must be met IETF, and
   is the standards approval board for
   a venue to be selected.  The remaining terms may be viewed the IETF, as
   weighting factors.

   There are times where described in BCP9
   [RFC2026].  This means that the evaluation IESG sets high level policies related
   to, among other things, meeting venues.  The IETF Chair is a member
   of the criteria will be
   subjective.  This IESG who, among other things, relays policies to the IAOC.
   The IETF Chair is even also a member of the case for criteria labeled as
   "Mandatory".  For this reason, the Meetings Committee will
   specifically review, and affirm to its satisfaction, that IAOC.

5.3.  The Internet Society

   The Internet Society (ISOC) executes all
   "Mandatory" labeled criteria are satisfied by a particular venue and
   main IETF hotel as part contracts on behalf of
   the process defined below in Section 3.5.

3.3.1.  Venue City Considerations

   o  Travel to IETF at the venue is reasonably acceptable based on cost, time, request of the IAOC; solicits meeting sponsorships;
   collects all meeting-related revenues, including registration fees,
   sponsorships, hotel commissions, and burden for participants traveling from multiple regions.  It other miscellaneous revenues.
   ISOC also provides accounting services, such as invoicing and monthly
   financial statements.  The meetings budget is anticipated that the burden borne will be generally shared over managed by the course of IAD.

5.4.  IETF Administrative Oversight Committee

   The IETF Administrative Oversight Committee (IAOC) has the year.  [Important]

   o  Travel barriers
   responsibility to entry, e.g., visa requirements that can limit
      participation, are researched, noted, and carefully considered.
      [Important]

   o  Economic, safety, oversee and health risks associated select IETF meeting venues.  It
   instructs the IAD to work with this venue are
      researched, reviewed and carefully considered, at the time Internet Society to write the
      selection is made, and thereafter as
   relevant contracts.  It approves the time for IETF meetings calendar.

5.5.  IETF Administrative Support Activity

   The IETF Administrative Support Activity (IASA) supports the meeting
      approaches.  [Important]

   o  Review available travel information (such as
      https://travel.state.gov/content/passports/en/country.html) for
      issues that would be counter to our principles
   selection process.  This includes identifying, qualifying and
   reporting on inclusiveness
      etc.  [Important]

   o  The potential meeting sites, as well as supporting meeting
   venue contract negotiation.  The IETF Secretariat is assessed as favorable for obtaining a host and
      sponsors.  That is, part of the Meeting is in a location and at a price
      that it is possible and probable to find a host IASA
   under the management of the IAD.

5.6.  IETF Administrative Director

   The IETF Administrative Director (IAD) coordinates and sponsors.
      [Important]

   o  Prior successful supports the
   activities of the IETF experience with Secretariat, the Venue IAOC Meetings Committee and Venue city
      will be considered as a positive factor when deciding among
      multiple venues.  [Would be nice]

   o  Consideration will be given to whether it makes sense to enter
      into a multi-event contract with
   the venue IAOC to optimize ensure the timely execution of the meeting process.  This
   includes participating in the IAOC Meeting Subcommittee and
      attendee benefits, i.e., reduce administrative costs ensuring
   its efforts are documented, leading venue contract negotiation, and reduce
      direct attendee costs.  [Would be nice]

3.3.2.  Basic Venue Criteria

   o
   coordinating contract execution with ISOC.

5.7.  IAOC Meeting Committee

   The IAOC Meeting Space Committee is adequate in size and layout generally referred to accommodate as the meeting and foster participant interaction.  [Mandatory]

   o  The venue and hotels can be put under contract. Meetings
   Committee.

   The subsequent
      failure fundamental purpose of the committee is to put a selected venue under contract will result participate in a
      re-evaluation of the venues and
   venue selection for process, and to formulate recommendations to the meeting.
      [Mandatory]

   o  The cost of guest rooms, meeting space, IAOC
   regarding meeting food sites.  It also tracks the meetings sponsorship
   program, recommends extraordinary meeting-related expenses, and beverage
      is affordable (within
   recommends the norms of business travel).  [Mandatory]

   o IETF meetings calendar to the IAOC.  The economics charter of
   the venue allow committee is located here: https://iaoc.ietf.org/
   committees.html#meetings.

   Membership in the meeting to be net cash
      positive [Mandatory].

   o  An Optimal Facility for an IETF meeting Meetings Committee is held under "One Roof",
      that is, qualified meeting space and guest rooms are available in at the same facility.  [Desired]

   o  An Optimal Facility for discretion of the
   IAOC; it includes an IAOC appointed chair, the IETF meeting is accessible by people
      with disabilities.

      *  The selected facility conforms with local accessibility laws Administrative
   Director (IAD), IAOC members, representatives from the Secretariat,
   and regulations [Mandatory]

      *  http://www.sigaccess.org/welcome-to-sigaccess/resources/
         accessible-conference-guide/ provides a definition interested members of related
         considerations that shall be used in evaluating this criterion.
         [Desired]

3.3.3.  Technical Services and Operations Criteria

   o  The Venue's support technologies and services -- network, audio-
      video, etc., are sufficient for the anticipated activities at the
      meeting, or community.

5.8.  Venue Selection Phases

      Alissa's comment: ( 3.5, perhaps with additional detail currently
      in 3.3.1 bullets 2, 3, 4)

   Commencing the venue is willing to add such infrastructure at no
      or at process four years in advance of an acceptable cost to event results in
   the IETF.  [Mandatory]

   o  The meeting venue must permit following schedule as a guideline:

   Phase 1:  Identification and facilitate the delivery of Preliminary Investigation
      Four years out, a
      high performance, robust, unfiltered process identifies cities for meetings and unmodified IETF Network.
      [Mandatory]

   o
      initiates site selection.

      A.  The IETF hotel(s), which IAOC selects regions for meetings.

      B.  Meeting target cities per region are one or more hotels in close proximity provided to the venue where the primary IETF room allocations are
      negotiated and the IETF SSIDs are
          Secretariat based upon Meetings Committee input and, if known,
          host preferences.

      C.  Potential venues in use, must provide, or permit preferred cities identified and facilitate, the delivery of a high performance, robust,
      unfiltered
          investigated, including reviews of Official Advisory Sources,
          consultation with specialty travel services, frequent
          travelers and unmodified Internet service for local contacts to identify possible barriers to
          holding a successful meeting in the public areas target cities.

      D.  Investigated cities and guest rooms.  This service is typically included in findings are provided by the cost
      of
          Secretariat to the room.  [Mandatory]

   o  The overflow hotels should provide reasonable, reliable,
      unfiltered Internet service Meetings Committee for review.  Meetings
          Committee makes a recommendation to the public areas and guest rooms.
      This service is typically included in the cost IAOC of the room.
      [Desired]

3.3.4.  Lodging

   o  The IETF hotel(s) are within close proximity investigated/
          target cities to each other consider further as well as issues identified
          and the
      venue.  [Mandatory]

   o results of research conducted.

   Phase 2:  Community Consultation
      The Guest Rooms at IAOC asks the IETF hotel(s) community whether there are sufficient in number any barriers to
      house 1/3 or more of projected
      holding a successful meeting attendees.  [Mandatory]

   o  The Venue environs include budget hotels within convenient travel
      time, cost, and effort.  [Mandatory]

   o  Overflow Hotels that can be placed under contract.  They typically
      must be within convenient travel time of in the venue and have a
      variety of guest room rates.  [Mandatory]

   o  The IETF hotel(s) target cities.  Community
      responses are accessible by people with disabilities.

      *  The selected facility conforms with local accessibility laws reviewed and regulations [Mandatory]

      *  http://www.sigaccess.org/welcome-to-sigaccess/resources/
         accessible-conference-guide/ concerns investigated.  IAOC provides a definition
      list of related
         considerations that shall be used in evaluating this criterion.
         [Desired]

3.3.5.  Food and Beverage

   o  The Venue environs, which includes onsite, and vetted cities to the areas within a
      reasonable walking distance, or conveniently accessible Meetings Committee to pursue as
      potential meeting locations.

   Phase 3:  Vetted Venues Evaluated for Site Qualification Visit

      A.  Secretariat Assesses "vetted" target cities to determine
          availability and conformance to criteria

      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 from
          https://iaoc.ietf.org/meetings-committee/venue-selection.html;
          The site visit team prepares a short
      taxi, bus, or subway ride, has convenient site report and inexpensive choices discusses it
          with the Meetings Committee.

   Phase 4:  Qualified Venues Evaluated for meals Contract
      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 can accommodate meet all Mandatory labeled criteria may be
          recommended.

      B.  IAOC selects a wide range 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 dietary
      requirements.  [Mandatory]

   o  The Venue environs include grocery shopping that will accommodate contract and
          authority for Secretariat to execute contract on ISOC's
          behalf.

      D.  Contracts are executed.

   Phase 5:  Evaluation and Contingency Planning
      3 Months Prior to the Meeting, the meeting 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 (https://iaoc.ietf.org/meetings-committee/venue-
          selection.html) is followed, if current risk is not
          significant, the situation is monitored through the meeting to
          ensure there is no significant change.

6.  Text carried forward

   This document is being reorganized along an outline proposed by
   Alissa Cooper.  In preceding sections, her comment is made explicit.
   That is intended to be removed when the reorganization is complete.
   Text in this section is left over and will potentially be moved to
   preceding sections.

6.1.  Venue Selection Process

   The process of selecting a venue is described below and is based on
   https://iaoc.ietf.org/venue-selection.html.

6.1.1.  Venue Selection Principles

   heading paragraph moved to Section 2.

   Who are we?
      We are computer scientists, engineers, network operators,
      academics, and other interested parties sharing the goal of making
      the Internet work better.  At this time, the vast majority of
      attendees come from North America, Western and Central Europe, and
      Eastern Asia.  We also have participants from other regions.

   Why do we meet?  Moved to Section 2.

   Where do we meet?
      We meet in different locations globally in order to spread the
      pain and cost of travel among active participants, balancing
      travel time and expense across the regions from where IETF
      participants are based.  We also aim to enhance inclusiveness and
      new contributions.

   Inclusiveness:  Moved to Section 2.

   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, which are usually
      reached using encrypted VPNs from the meeting venue and hotels,
      including overflow hotels.  We also need open network access
      available at high enough data rates to support our work, including
      the support of remote participation.

   Focus:
      We meet to have focused technical discussions.  These are not
      limited to breakout sessions, although of course those are
      important; they also happen over meals or drinks (including a wide range
      specific type of dietary requirements, within non-session that we call a reasonable walking
      distance, "Bar BOF"), or conveniently accessible by in side
      meetings.  Environments that are noisy or distracting prevent that
      or reduce its effectiveness, and are therefore less desirable as a short taxi, bus,
      meeting venue.

   Economics:
      Meeting attendees participate as individuals.  While many have
      their participation underwritten by employers or
      subway ride.  [Desired]

3.4.  Non-criteria

   The following is specifically sponsors, there
      are many who do not.  Locations that do not among the selection criteria:

   o  Visiting new locations provide convenient
      budget alternatives for the sake of variety in meeting
      locations.

3.5.  Venue Selection Phases

   Commencing the process four years in advance food and lodging, or which are multiple
      travel segments from major airports, are therefore exclusionary,
      and violate our value of an event results in
   the following schedule as "Inclusiveness".  Within reason, budget
      should not be a guideline:

   Phase 1:  Identification barrier to accommodation.

   Political considerations:  moved to Section 3 and Preliminary Investigation
      Four years out, a process identifies cities reworded per
      Alissa's suggested text.

6.1.2.  Venue Selection Objectives

   Venues for meetings and
      initiates site selection.

      A.  The IAOC selects regions for meetings.

      B.  Meeting target cities per region are provided selected to advance the
          Secretariat based upon Meetings Committee input and, if known,
          host preferences.

      C.  Potential venues in preferred cities identified and
          investigated, including reviews objectives of Official Advisory Sources,
          consultation with specialty the
   IETF, which are discussed in https://www.ietf.org/about/mission.html.
   The IAOC's supporting objectives include:

   o  Advancing standards development

   o  Facilitating participation by active contributors

   o  Sharing the travel services, frequent
          travelers and local contacts to identify possible barriers pain; balancing travel time and expense across
      the regions from where IETF participants are based.

   o  Encouraging new contributors

   o  Generating funds to
          holding a successful meeting support IETF operations in support of
      standards development, including the target cities.

      D.  Investigated cities Secretariat, IASA, and findings are provided by the
          Secretariat
      RFC Editor.

   There is an explicit intent to the Meetings Committee for review.  Meetings
          Committee makes rotate meeting locations equally among
   several places in accordance with IETF policy.  However, a recommendation to the IAOC of investigated/
          target cities consistent
   balance is sometimes difficult to consider further as well as issues identified
          and the results of research conducted.

   Phase 2:  Community Consultation achieve.  The IAOC asks has an objective
   of setting the community whether there are any barriers to
      holding a successful Regions 4 years in advance, meeting in the target cities.  Community
      responses are reviewed Europe, North
   America, and concerns investigated.  IAOC provides Asia, with a
      list possibility of vetted cities to the Meetings Committee to pursue as
      potential occasionally meeting locations.

   Phase 3:  Vetted Venues Evaluated for Site Qualification Visit

      A.  Secretariat Assesses "vetted" target cities to determine
          availability and conformance to criteria

      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 outside
   those regions.  This policy, known as the 1-1-1* model, is conducted using set by the checklist from
          https://iaoc.ietf.org/meetings-committee/venue-selection.html;
          The site visit team prepares a site report
   IESG, https://iaoc.ietf.org/minutes/2010-11-10-iaoc-minutes.txt, and discusses it
          with the Meetings Committee.

   Phase 4:  Qualified Venues Evaluated for Contract
      2.75 - 3 years out, initiate contract negotiations.

      A.
   is further discussed in [I-D.krishnan-ietf-meeting-policy].  The Meetings Committee reviews
   reason for the venue options based on
          venue selection criteria multi-year timeframe is maximization of opportunities;
   the smaller the time available to qualify and recommends contract a venue to conference
   venue, the IAOC.
          Only options that meet all Mandatory labeled criteria may be
          recommended.

      B.  IAOC selects more stress imposed on the qualification process, and the
   greater the risk of not finding a suitable venue or paying more 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
   it.

   There is no formal policy regarding rotation of contract and
          authority regions, the time of
   year for Secretariat a meeting in a specific region, or whether a meeting in a
   non-targeted region replaces a visit to execute contract on ISOC's
          behalf.

      D.  Contracts are executed.

   Phase 5:  Evaluation one of the regions during
   that year.

   The IETF chair drives selection of "*" locations, i.e., venues
   outside the usual regions, and Contingency Planning
      3 Months Prior to requires community input.  These
   selections usually arise from evidence of growing interest and
   participation in the Meeting, new region.  Expressions of interest from
   possible hosts also factor into the meeting site is checked selection process,
   for
      continued availability any meeting.

   Increased participation in the IETF from those other regions,
   electronically or in person, could result in basic changes to the
   overall pattern, and conformance we encourage those who would like for that to
   occur to encourage participation from those regions.

6.1.3.  Venue Selection Criteria

   Heading text moved to Section 4.

6.1.3.1.  Venue City Considerations

   o  Consideration will be given to whether it makes sense to expectations.

      A.  Secretariat reviews current status of enter
      into a multi-event contract with the contracted meeting
          location venue to confirm there is no change in the location status optimize meeting and
      attendee benefits, i.e., reduce administrative costs and reduce
      direct attendee costs.  [Would be nice]

6.1.3.2.  Basic Venue Criteria

   o  moved to identify possible new barriers Section 4.2

   o  The venue and hotels can be put under contract.  The subsequent
      failure to holding put a successful
          meeting selected venue under contract will result in a
      re-evaluation of the contracted city and provides findings to the
          IAOC.

      B.  IAOC considers the information provided venues and evaluates the risk
          - if significant risk is identified, the Contingency Planning
          Flow Chart (https://iaoc.ietf.org/meetings-committee/venue-
          selection.html) is followed, if current risk is not
          significant, the situation is monitored through selection for the meeting to
          ensure there is no significant change.

3.6. meeting.
      [Mandatory]

6.1.4.  Venue Selection Phases

6.1.5.  Experience Notes

   a.  The foregoing process works with reasonable certainty in North
       America and Europe.

   b.  Experience to date for Asia and Latin America is that contracts
       take longer and often will not be executed more than two years in
       advance of the meeting.  While the IETF will have the first
       option for the dates, for reasons not completely understood
       contracts won't be executed.

4.

6.2.  Transparency

   BCP 101 requires transparency in IASA process and contracts, and
   thereby of the meetings committee.  BCP 101 also states that the IAOC
   approves what information is to remain confidential.  Therefore any
   information produced by the meetings committee or related to meetings
   that individuals believe is confidential, e.g., venue contracts, must
   be confirmed to be confidential by the IAOC.

5.

7.  IANA Considerations

   This memo asks the IANA for no new parameters.

6.

8.  Security Considerations

   This note proposes no protocols, and therefore no new protocol
   insecurities.

7.

9.  Privacy Considerations

   This note reveals no personally identifying information apart from
   its authorship.

8.  Contributors

   In addition to the editor, text was developed by

      Ray Pelletier
      Internet Society
      Email: rpelletier@isoc.org

      Laura Nugent
      Association Management Solutions
      +1 (510) 492-4008
      Email: lnugent@amsl.com

      Dave Crocker
      Brandenburg InternetWorking
      +1.408.246.8253
      Email: dcrocker@bbiw.net

      Lou Berger
      LabN Consulting, L.L.C.
      Email: lberger@labn.net

      Ole Jacobsen
      The Internet Protocol Journal
      +1 415 550-9433
      Email: olejacobsen@me.com

      Jim Martin
      INOC
      +1 608 807-0454
      Email: jim@inoc.com

9.

10.  Acknowledgements

   Additional commentary came from Jari Arkko and Arkko, Scott Bradner.

10. Bradner, and Alissa
   Cooper.  It was discussed on mtgvenue@ietf.org.

11.  References

10.1.

11.1.  Normative References

   [I-D.krishnan-ietf-meeting-policy]
              Krishnan, S., "High level guidance for the meeting policy
              of the IETF", draft-krishnan-ietf-meeting-policy-01 (work
              in progress), July 2016.

   [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>.

10.2.

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.

Appendix A.  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.

   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.

Author's Address

   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.

Authors' Addresses

   Ray Pelletier
   Internet Society

   Email: rpelletier@isoc.org

   Laura Nugent
   Association Management Solutions

   Email: lnugent@amsl.com
   Dave Crocker
   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)
   Cisco Systems
   Santa Barbara, California  93117
   USA

   Email: fred@cisco.com