draft-ietf-mtgvenue-iaoc-venue-selection-process-01.txt   draft-ietf-mtgvenue-iaoc-venue-selection-process-02.txt 
IAOC R. Pelletier mtgvenue R. Pelletier
Internet-Draft Internet Society Internet-Draft Internet Society
Intended status: Best Current Practice L. Nugent Intended status: Best Current Practice L. Nugent
Expires: February 23, 2017 Association Management Solutions Expires: May 4, 2017 Association Management Solutions
D. Crocker D. Crocker, Ed.
Brandenburg InternetWorking Brandenburg InternetWorking
L. Berger L. Berger
LabN Consulting, L.L.C. LabN Consulting, L.L.C.
O. Jacobsen O. Jacobsen
The Internet Protocol Journal The Internet Protocol Journal
J. Martin J. Martin
INOC INOC
F. Baker F. Baker, Ed.
August 22, 2016 October 31, 2016
IAOC Plenary Meeting Venue Selection Process IETF Plenary Meeting Venue Selection Process
draft-ietf-mtgvenue-iaoc-venue-selection-process-01 draft-ietf-mtgvenue-iaoc-venue-selection-process-02
Abstract Abstract
This documents the IAOC's IETF Meeting Venue Selection Process from This documents the IETF's Meeting Venue Selection Process from the
the perspective of its goals and thought processes. It points to perspective of its goals, criteria and thought processes. It points
additional process documents on the IAOC Web Site that go into to additional process documents on the IAOC Web Site that go into
further detail and are subject to change with experience. further detail and are subject to 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.
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 February 23, 2017. This Internet-Draft will expire on May 4, 2017.
Copyright Notice Copyright Notice
Copyright (c) 2016 IETF Trust and the persons identified as the Copyright (c) 2016 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
carefully, as they describe your rights and restrictions with respect carefully, as they describe your rights and restrictions with respect
to this document. Code Components extracted from this document must to this document. Code Components extracted from this document must
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 . . . . . . . . . . . . . . . . . . . . . . . . 3 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 3
1.1. Requirements Language . . . . . . . . . . . . . . . . . . 3 1.1. Background . . . . . . . . . . . . . . . . . . . . . . . 3
1.2. Requirements Language . . . . . . . . . . . . . . . . . . 3
2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 3 2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 3
3. Venue Selection Non-Objectives . . . . . . . . . . . . . . . 4 2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 4
4. Venue Selection Criteria . . . . . . . . . . . . . . . . . . 4 2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5
4.1. Venue City Criteria . . . . . . . . . . . . . . . . . . . 5 3. Venue Selection Criteria . . . . . . . . . . . . . . . . . . 5
4.2. Basic Venue Criteria . . . . . . . . . . . . . . . . . . 5 3.1. Venue City Criteria . . . . . . . . . . . . . . . . . . . 6
4.3. Technical Services and Operations Criteria . . . . . . . 6 3.2. Basic Venue Criteria . . . . . . . . . . . . . . . . . . 7
4.4. Lodging Criteria . . . . . . . . . . . . . . . . . . . . 7 3.3. Technical Services and Operations Criteria . . . . . . . 7
4.5. Food and Beverage Criteria . . . . . . . . . . . . . . . 7 3.4. Lodging Criteria . . . . . . . . . . . . . . . . . . . . 8
5. Venue Selection Process . . . . . . . . . . . . . . . . . . . 7 3.5. Food and Beverage Criteria . . . . . . . . . . . . . . . 8
5.1. The IETF Community . . . . . . . . . . . . . . . . . . . 8 4. Venue Selection Process . . . . . . . . . . . . . . . . . . . 9
5.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 8 4.1. The IETF Community . . . . . . . . . . . . . . . . . . . 9
5.3. The Internet Society . . . . . . . . . . . . . . . . . . 8 4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 9
5.4. IETF Administrative Oversight Committee . . . . . . . . . 8 4.3. The Internet Society . . . . . . . . . . . . . . . . . . 10
5.5. IETF Administrative Support Activity . . . . . . . . . . 9 4.4. IETF Administrative Oversight Committee . . . . . . . . . 10
5.6. IETF Administrative Director . . . . . . . . . . . . . . 9 4.5. IETF Administrative Support Activity . . . . . . . . . . 10
5.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 9 4.6. IETF Administrative Director . . . . . . . . . . . . . . 10
5.8. Venue Selection Phases . . . . . . . . . . . . . . . . . 9 4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 10
6. Text carried forward . . . . . . . . . . . . . . . . . . . . 11 4.8. Venue Selection Phases . . . . . . . . . . . . . . . . . 11
6.1. Venue Selection Process . . . . . . . . . . . . . . . . . 11 5. Text carried forward . . . . . . . . . . . . . . . . . . . . 13
6.1.1. Venue Selection Principles . . . . . . . . . . . . . 11 5.1. Venue Selection Process . . . . . . . . . . . . . . . . . 13
6.1.2. Venue Selection Objectives . . . . . . . . . . . . . 13 5.2. Transparency . . . . . . . . . . . . . . . . . . . . . . 15
6.1.3. Venue Selection Criteria . . . . . . . . . . . . . . 14 6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 15
6.1.4. Venue Selection Phases . . . . . . . . . . . . . . . 14 7. Security Considerations . . . . . . . . . . . . . . . . . . . 15
6.1.5. Experience Notes . . . . . . . . . . . . . . . . . . 14 8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 16
6.2. Transparency . . . . . . . . . . . . . . . . . . . . . . 14 9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 16
7. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 15 10. References . . . . . . . . . . . . . . . . . . . . . . . . . 16
8. Security Considerations . . . . . . . . . . . . . . . . . . . 15 10.1. Normative References . . . . . . . . . . . . . . . . . . 16
9. Privacy Considerations . . . . . . . . . . . . . . . . . . . 15 10.2. Informative References . . . . . . . . . . . . . . . . . 16
10. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 15 Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 17
11. References . . . . . . . . . . . . . . . . . . . . . . . . . 15 Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 17
11.1. Normative References . . . . . . . . . . . . . . . . . . 15
11.2. Informative References . . . . . . . . . . . . . . . . . 16
Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 16
Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 16
1. Introduction 1. Introduction
This document describes the IETF Meeting Venue Selection Process from This document describes the IETF Meeting Venue Selection Process from
the perspective of goals and thought processes. Following IETF 94 the perspective of goals, criteria and thought processes. It
and at IETF 95 there was a discussion on the IETF list of the describes the objectives and principles behind the venue selection
selection process and criteria for IETF meetings. In response to process. It also discusses the actual selection process to one level
that discussion, the IAOC and the IAOC Meetings Committee took it of detail, and points to working documents used in execution.
upon themselves to more publicly document its process and involve
community input.
This document describes the objectives and principles behind the 1.1. Background
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 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.
1.2. Requirements Language
Requirements called out in this document are identified as either Requirements called out in this document are identified as either
"mandatory" or "desired", and considerations are tagged as "mandatory" or "desired", and considerations are tagged as
"Important" or "Would be nice". For clarity, the terms are defined "Important" or "Would be nice". For clarity, the terms are defined
here: here:
Mandatory: If this requirement cannot be met, a location under Mandatory: If this requirement cannot be met, a location under
consideration is unacceptable. We walk away. consideration is unacceptable. We walk away.
Desired: We would very much like to meet this requirement, but have Desired: We would very much like to meet this requirement, but have
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Would be nice: Not make-or-break, but warrants additional Would be nice: Not make-or-break, but warrants additional
consideration if found to be true. consideration if found to be true.
2. Venue Selection Objectives 2. Venue Selection Objectives
Alissa's comment: "Why do we meet?," "Inclusiveness," and perhaps Alissa's comment: "Why do we meet?," "Inclusiveness," and perhaps
reformulated versions of some other items listed, per draft- reformulated versions of some other items listed, per draft-
sullivan-mtgvenue-decisions; 3.2) sullivan-mtgvenue-decisions; 3.2)
The IETF, and therefore the IAOC and its Meetings Committee, have Editor comment: This section is believed to be complete. /d
some core values that pervade the selection process. These are not
limited to the following, but at minimum include them. 2.1. Core Values
The IETF has some core values that to pervade the selection process.
The values are not limited to the following, but at minimum include
them.
Why do we meet? Why do we meet?
We meet to advance Internet standards development, to advance We meet to advance development of Internet Drafts and RFCs. We
Internet Drafts and RFCs. We meet to facilitate attendee also seek to facilitate attendee participation in multiple topics
participation in multiple topics and to enable cross-pollination and to enable cross-pollination of ideas and technologies.
of ideas and technology.
Inclusiveness: Inclusiveness:
We would like to facilitate the onsite or remote participation of We would like to facilitate the onsite or remote participation of
anyone who wants to be involved. Every country has limits on who anyone who wants to be involved.
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 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. Every country has limits on who it will permit within its borders.
However the IETF seeks to:
3. Venue Selection Non-Objectives 1. Minimize situations in which onerous entry regulations prevent
participants from attending meetings, or failing that to
distribute meeting locations such that onerous entry
regulations are not always experienced by the same attendees;
and
2. Avoid meeting in countries with laws that effectively exclude
people on the basis of race, religion, gender, sexual
orientation, national origin, or gender identity.
Where do we meet?
We meet in different locations globally in order to spread the
difficulty and cost of travel among active participants, balancing
travel time and expense across the regions in which IETF
participants are based.
Internet Access:
As an organization, we write specifications for the Internet, and
we use it heavily. Meeting attendees need unfiltered access to
the general Internet and our corporate networks, 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.[MeetingNet]
Focus:
We meet to have focused technical discussions. These are not
limited to scheduled breakout sessions, although of course those
are important. They also happen over meals or drinks -- including
a specific type of non-session that we call a "Bar BOF" -- or in
side meetings. Environments that are noisy or distracting prevent
that or reduce its effectiveness, and are therefore less desirable
as a meeting venue.
Economics:
Meeting attendees participate as individuals. While many are
underwritten by employers or sponsors, many are self-funded. In
order to reduce participations costs and travel effort, we
therefore seek locations that provide convenient budget
alternatives for food and lodging, and which are minimize travel
segments from major airports. Within reason, budget should not be
a barrier to accommodation.
? There may be other points from Section 5.1.1 to move here.
Editor comment: This section is believed to be complete. /d
2.2. Venue Selection Non-Objectives
Alissa's comment: ( 3.1 "Political considerations," 3.4) Alissa's comment: ( 3.1 "Political considerations," 3.4)
IETF meeting venues are not selected for the purposes of: Editor comment: This section is believed to be complete. /d
o endorsing or condemning particular countries, laws, regulations, IETF meeting venues are not selected or declined with the explicit
policies, or policy positions. purposes of:
o visiting new locations for the sake of variety in meeting o Endorsing or condemning particular countries, political paradigms,
locations. laws, regulations, or policies.
4. Venue Selection Criteria o Variety in site-seeing experiences.
3. Venue Selection Criteria
A number of criteria are considered during the site selection A number of criteria are considered during the site selection
process. The list following is not sorted in any particular order, process. The list following is not sorted in any particular order,
but includes the committee's major considerations. but includes the committee's major considerations.
The selection of a venue always requires trade-offs. There are no The selection of a venue always requires trade-offs. There are no
perfect venues. For example, a site may not have a single hotel that perfect venues. For example, a site may not have a single hotel that
can accommodate a significant number of the attendees of a typical can accommodate a significant number of the attendees of a typical
IETF. That doesn't disqualify it, but it may reduce its desirability IETF. That doesn't disqualify it, but it may reduce its desirability
in the presence of an alternative that does. in the presence of an alternative that does.
Each identified criterion is labeled with the terms defined above in Each identified criterion is labeled with the terms defined above in
Section 1.1, i.e., "Mandatory", "Desired", "Important" or "Would be Section 1.2, i.e., "Mandatory", "Desired", "Important" or "Would be
nice". These terms guide the trade-off analysis portion of the nice". These terms guide the trade-off analysis portion of the
selection process. All "Mandatory" labeled criteria must be met for selection process. All "Mandatory" labeled criteria must be met for
a venue to be selected. The remaining terms may be viewed as a venue to be selected. The remaining terms may be viewed as
weighting factors. weighting factors.
There are times where the evaluation of the criteria will be There are times where the evaluation of the criteria will be
subjective. This is even the case for criteria labeled as subjective. This is even the case for criteria labeled as
"Mandatory". For this reason, the Meetings Committee will "Mandatory". For this reason, the IAOC and Meetings Committee will
specifically review, and affirm to its satisfaction, that all specifically review, and affirm to their satisfaction, that all
"Mandatory" labeled criteria are satisfied by a particular venue and "Mandatory" labeled criteria are satisfied by a particular venue and
main IETF hotel as part of the process defined below in Section 5.8. main IETF hotel as part of the process defined below in Section 4.8.
4.1. Venue City Criteria 3.1. Venue City Criteria
Alissa's comment: 3.3.1 bullets 1, 5, 6, plus other bullets from Alissa's comment: 3.3.1 bullets 1, 5, 6, plus other bullets from
Section 6.1.3.1 if reformulated as criteria) Section 5.1.3.1 if reformulated as criteria)
Note that these considerations are not "make or break" but flexible Note that these considerations are not "make or break" but flexible
enough to allow for trade-offs and judgement on the part of the IAOC. enough to allow for trade-offs and judgement on the part of the IAOC.
Ideally, a city will meet all criteria. If all criteria cannot be Ideally, a city will meet all criteria. If all criteria cannot be
met, the IETF community needs to consider the trade-off acceptable. met, the IETF community needs to consider the trade-off acceptable.
o Travel to the venue is reasonably acceptable based on cost, time, o Travel to the venue is reasonably acceptable based on cost, time,
and burden for participants traveling from multiple regions. It and burden for participants traveling from multiple regions. It
is anticipated that the burden borne will be generally shared over is anticipated that the burden borne will be generally shared over
the course of the year. [Important] the course of the year. [Important]
Editor query: Resolve Important vs. Mandatory. d/
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.
[Important] [Important]
o Ability to enter into a multi-event contract with the venue to Editor query: Resolve Important vs. Mandatory. d/
optimize meeting and attendee benefits, i.e., reduce
o It is possible to enter into a multi-event contract with the venue
to optimize meeting and attendee benefits, i.e., reduce
administrative costs and reduce direct attendee costs, will be administrative costs and reduce direct attendee costs, will be
considered a positive factor. [Would be nice] considered a positive factor. [Would be nice]
o Travel barriers to entry, e.g., visa requirements that can limit o Travel barriers to entry, e.g., visa requirements that can limit
participation, are acceptable to the IETF community. [Important] participation, are acceptable to the IETF community. [Important]
Editor query: Resolve Important vs. Mandatory. d/
o Economic, safety, and health risks associated with this venue are o Economic, safety, and health risks associated with this venue are
acceptable to the IETF community. [Important] acceptable to the IETF community. [Important]
Editor query: Resolve Important vs. Mandatory. d/
o Available travel issue assessments (such as o Available travel issue assessments (such as
https://travel.state.gov/content/passports/en/country.html) have https://travel.state.gov/content/passports/en/country.html) have
been pointed out the IETF community. [Important] been pointed out the IETF community. [Important]
4.2. Basic Venue Criteria Editor query: Resolve Important vs. Mandatory. d/
3.2. Basic Venue Criteria
Alissa's comment: ( 3.3.2 bullets 1, 3, 4, 5, 6) Alissa's comment: ( 3.3.2 bullets 1, 3, 4, 5, 6)
o The Meeting Space is adequate in size and layout to accommodate o The Meeting Space is adequate in size and layout to accommodate
the meeting and foster participant interaction. [Mandatory] the meeting and foster participant interaction. [Mandatory]
o The cost of guest rooms, meeting space, meeting food and beverage o The cost of guest rooms, meeting space, meeting food and beverage
is affordable (within the norms of business travel). [Mandatory] is affordable (within the norms of business travel). [Mandatory]
o The economics of the venue allow the meeting to be net cash o The economics of the venue allow the meeting to be net cash
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with disabilities. with disabilities.
* The selected facility conforms with local accessibility laws * The selected facility conforms with local accessibility laws
and regulations [Mandatory] and regulations [Mandatory]
* http://www.sigaccess.org/welcome-to-sigaccess/resources/ * http://www.sigaccess.org/welcome-to-sigaccess/resources/
accessible-conference-guide/ provides a definition of related accessible-conference-guide/ provides a definition of related
considerations that shall be used in evaluating this criterion. considerations that shall be used in evaluating this criterion.
[Desired] [Desired]
4.3. Technical Services and Operations Criteria 3.3. Technical Services and Operations Criteria
Alissa's comment: ( 3.3.3) Alissa's comment: ( 3.3.3)
o The Venue's support technologies and services -- network, audio- o The Venue's support technologies and services -- network, audio-
video, etc., are sufficient for the anticipated activities at the video, etc., are sufficient for the anticipated activities at the
meeting, or the venue is willing to add such infrastructure at no meeting, or the venue is willing to add such infrastructure at no
or at an acceptable cost to the IETF. [Mandatory] or at an acceptable cost to the IETF. [Mandatory]
o The meeting venue must permit and facilitate the delivery of a o The meeting venue must permit and facilitate the delivery of a
high performance, robust, unfiltered and unmodified IETF Network. high performance, robust, unfiltered and unmodified IETF Network.
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and facilitate, the delivery of a high performance, robust, and facilitate, the delivery of a high performance, robust,
unfiltered and unmodified Internet service for the public areas unfiltered and unmodified Internet service for the public areas
and guest rooms. This service is typically included in the cost and guest rooms. This service is typically included in the cost
of the room. [Mandatory] of the room. [Mandatory]
o The overflow hotels should provide reasonable, reliable, o The overflow hotels should 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 typically included in the cost of the room. This service is typically included in the cost of the room.
[Desired] [Desired]
4.4. Lodging Criteria 3.4. Lodging Criteria
Alissa's comment: ( 3.3.4) Alissa's comment: ( 3.3.4)
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
venue. [Mandatory] venue. [Mandatory]
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. [Mandatory] house 1/3 or more of projected meeting attendees. [Mandatory]
o The Venue environs include budget hotels within convenient travel o The Venue environs include budget hotels within convenient travel
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o The IETF hotel(s) are accessible by people with disabilities. o The IETF hotel(s) are accessible by people with disabilities.
* The selected facility conforms with local accessibility laws * The selected facility conforms with local accessibility laws
and regulations [Mandatory] and regulations [Mandatory]
* http://www.sigaccess.org/welcome-to-sigaccess/resources/ * http://www.sigaccess.org/welcome-to-sigaccess/resources/
accessible-conference-guide/ provides a definition of related accessible-conference-guide/ provides a definition of related
considerations that shall be used in evaluating this criterion. considerations that shall be used in evaluating this criterion.
[Desired] [Desired]
4.5. Food and Beverage Criteria 3.5. Food and Beverage Criteria
Alissa's comment: ( 3.3.5) Alissa's comment: ( 3.3.5)
o The Venue environs, which includes onsite, and the areas within a o The Venue environs, which includes onsite, and the areas within a
reasonable walking distance, or conveniently accessible by a short reasonable walking distance, or conveniently accessible by a short
taxi, bus, or subway ride, has convenient and inexpensive choices taxi, bus, or subway ride, has convenient and inexpensive choices
for meals that can accommodate a wide range of dietary for meals that can accommodate a wide range of dietary
requirements. [Mandatory] requirements. [Mandatory]
o The Venue environs include grocery shopping that will accommodate o The Venue environs include grocery shopping that will accommodate
a wide range of dietary requirements, within a reasonable walking a wide range of dietary requirements, within a reasonable walking
distance, or conveniently accessible by a short taxi, bus, or distance, or conveniently accessible by a short taxi, bus, or
subway ride. [Desired] subway ride. [Desired]
5. Venue Selection Process 4. Venue Selection Process
Alissa's comment: ( 2) Alissa's comment: ( 2)
The formal structure of IETF administrative support functions is The formal structure of IETF administrative support functions is
documented in BCP 101 [RFC4071][RFC4371][RFC7691]. The reader is documented in BCP 101 [RFC4071][RFC4371][RFC7691]. The reader is
expected to be familiar with the entities and roles defined by that expected to be familiar with the entities and roles defined by that
document, in particular for the IASA, ISOC, IAOC and IAD. This document, in particular for the IASA, ISOC, IAOC and IAD. This
section covers the meeting selection related roles of these and other section covers the meeting selection related roles of these and other
parties that participate in the process. Note that roles beyond parties that participate in the process. Note that roles beyond
meeting selection, e.g., actually running and reporting on meetings, meeting selection, e.g., actually running and reporting on meetings,
are outside the scope of this document. are outside the scope of this document.
5.1. The IETF Community 4.1. The IETF Community
While somewhat obvious to most, it is important to note that IETF While somewhat obvious to most, it is important to note that IETF
meetings serve all those who contribute to the development of IETF meetings serve all those who contribute to the development of IETF
RFCs. This includes those who attend meetings, from newcomer to RFCs. This includes those who attend meetings, from newcomer to
frequent attendee, to those who participate remotely, and to those frequent attendee, to those who participate remotely, and to those
who don't attend but contribute to new RFCs. Potential new who don't attend but contribute to new RFCs. Potential new
contributors are also considered in the process. contributors are also considered in the process.
IETF consensus with respect to the meeting venue selection process is IETF consensus with respect to the meeting venue selection process is
judged via standard IETF process and not by any other means, e.g., judged via standard IETF process and not by any other means, e.g.,
surveys. Surveys are used to gather information related to meeting surveys. Surveys are used to gather information related to meeting
venues, but not to measure consensus. venues, but not to measure consensus.
5.2. IESG and IETF Chair 4.2. IESG and IETF Chair
The Internet Engineering Steering Group (IESG) is a group comprised The Internet Engineering Steering Group (IESG) is a group comprised
of the IETF Area Directors and the IETF Chair. The IESG is of the IETF Area Directors and the IETF Chair. The IESG is
responsible for the management, along with the IAB, of the IETF, and responsible for the management, along with the IAB, of the IETF, and
is the standards approval board for the IETF, as described in BCP9 is the standards approval board for the IETF, as described in BCP9
[RFC2026]. This means that the IESG sets high level policies related [RFC2026]. This means that the IESG sets high level policies related
to, among other things, meeting venues. The IETF Chair is a member to, among other things, meeting venues. The IETF Chair is a member
of the IESG who, among other things, relays policies to the IAOC. of the IESG who, among other things, relays policies to the IAOC.
The IETF Chair is also a member of the IAOC. The IETF Chair is also a member of the IAOC.
5.3. The Internet Society 4.3. The Internet Society
The Internet Society (ISOC) executes all venue contracts on behalf of The Internet Society (ISOC) executes all venue contracts on behalf of
the IETF at the request of the IAOC; solicits meeting sponsorships; the IETF at the request of the IAOC; solicits meeting sponsorships;
collects all meeting-related revenues, including registration fees, collects all meeting-related revenues, including registration fees,
sponsorships, hotel commissions, and other miscellaneous revenues. sponsorships, hotel commissions, and other miscellaneous revenues.
ISOC also provides accounting services, such as invoicing and monthly ISOC also provides accounting services, such as invoicing and monthly
financial statements. The meetings budget is managed by the IAD. financial statements. The meetings budget is managed by the IAD.
5.4. 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
responsibility to oversee and select IETF meeting venues. It responsibility to oversee and select IETF meeting venues. It
instructs the IAD to work with the Internet Society to write the instructs the IAD to work with the Internet Society to write the
relevant contracts. It approves the IETF meetings calendar. relevant contracts. It approves the IETF meetings calendar.
5.5. IETF Administrative Support Activity 4.5. IETF Administrative Support Activity
The IETF Administrative Support Activity (IASA) supports the meeting The IETF Administrative Support Activity (IASA) supports the meeting
selection process. This includes identifying, qualifying and selection process. This includes identifying, qualifying and
reporting on potential meeting sites, as well as supporting meeting reporting on potential meeting sites, as well as supporting meeting
venue contract negotiation. The IETF Secretariat is part of the IASA venue contract negotiation. The IETF Secretariat is part of the IASA
under the management of the IAD. under the management of the IAD.
5.6. 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 IAOC to ensure the timely execution of the meeting process. This
includes participating in the IAOC Meeting Subcommittee and ensuring includes participating in the IAOC Meeting Subcommittee 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. coordinating contract execution with ISOC.
5.7. IAOC Meeting Committee 4.7. IAOC Meeting Committee
The IAOC Meeting Committee is generally referred to as the Meetings The IAOC Meeting Committee is generally referred to as the Meetings
Committee. Committee.
The fundamental purpose of the committee is to participate in the The fundamental purpose of the committee is to participate in the
venue selection process, and to formulate recommendations to the IAOC venue selection process, and to formulate recommendations to the IAOC
regarding meeting sites. It also tracks the meetings sponsorship regarding meeting sites. It also tracks the meetings sponsorship
program, recommends extraordinary meeting-related expenses, and program, recommends extraordinary meeting-related expenses, and
recommends the IETF meetings calendar to the IAOC. The charter of recommends the IETF meetings calendar to the IAOC. The charter of
the committee is located here: https://iaoc.ietf.org/ the committee is located here: 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
IAOC; it includes an IAOC appointed chair, the IETF Administrative IAOC; it includes an IAOC appointed chair, the IETF Administrative
Director (IAD), IAOC members, representatives from the Secretariat, Director (IAD), IAOC members, representatives from the Secretariat,
and interested members of the community. and interested members of the community.
5.8. Venue Selection Phases 4.8. Venue Selection Phases
Alissa's comment: ( 3.5, perhaps with additional detail currently Alissa's comment: ( 3.5, perhaps with additional detail currently
in 3.3.1 bullets 2, 3, 4) in 3.3.1 bullets 2, 3, 4)
Commencing the process four years in advance of an event results in Commencing the process four years in advance of an event results in
the following schedule as a guideline: the following schedule as a guideline:
Phase 1: Identification and Preliminary Investigation Phase 1: Identification and Preliminary Investigation
Four years out, a process identifies cities for meetings and Four years out, a process identifies cities for meetings and
initiates site selection. initiates site selection.
skipping to change at page 10, line 24 skipping to change at page 11, line 40
D. Investigated cities and findings are provided by the D. Investigated cities and findings are provided by the
Secretariat to the Meetings Committee for review. Meetings Secretariat to the Meetings Committee for review. Meetings
Committee makes a recommendation to the IAOC of investigated/ Committee makes a recommendation to the IAOC of investigated/
target cities to consider further as well as issues identified target cities to consider further as well as issues identified
and the results of research conducted. and the results of research conducted.
Phase 2: Community Consultation Phase 2: Community Consultation
The IAOC asks the community whether there are any barriers to The IAOC asks the community whether there are any barriers to
holding a successful meeting in the target cities. Community holding a successful meeting in the target cities. Community
responses are reviewed and concerns investigated. IAOC provides a responses are reviewed and concerns investigated. The IAOC shall
list of vetted cities to the Meetings Committee to pursue as maintain a public web page that lists all target cities, when
potential meeting locations. community input was solicited, and summarized review results.
Once review results are published the IAOC provides a list of
vetted cities to the Meetings Committee to pursue as potential
meeting locations.
Phase 3: Vetted Venues Evaluated for Site Qualification Visit Phase 3: Vetted Venues Evaluated for Site Qualification Visit
A. Secretariat Assesses "vetted" target cities to determine A. Secretariat Assesses "vetted" target cities to determine
availability and conformance to criteria availability and conformance to criteria
B. Meetings Committee approves potential cities for site B. Meetings Committee approves potential cities for site
qualification visit. qualification visit.
C. Site qualification visits are arranged by Secretariat and C. Site qualification visits are arranged by Secretariat and
skipping to change at page 11, line 32 skipping to change at page 13, line 5
meeting in the contracted city and provides findings to the meeting in the contracted city and provides findings to the
IAOC. IAOC.
B. IAOC considers the information provided and evaluates the risk B. IAOC considers the information provided and evaluates the risk
- if significant risk is identified, the Contingency Planning - if significant risk is identified, the Contingency Planning
Flow Chart (https://iaoc.ietf.org/meetings-committee/venue- Flow Chart (https://iaoc.ietf.org/meetings-committee/venue-
selection.html) is followed, if current risk is not selection.html) is followed, if current risk is not
significant, the situation is monitored through the meeting to significant, the situation is monitored through the meeting to
ensure there is no significant change. ensure there is no significant change.
6. Text carried forward 5. Text carried forward
This document is being reorganized along an outline proposed by This document is being reorganized along an outline proposed by
Alissa Cooper. In preceding sections, her comment is made explicit. Alissa Cooper. In preceding sections, her comment is made explicit.
That is intended to be removed when the reorganization is complete. That is intended to be removed when the reorganization is complete.
Text in this section is left over and will potentially be moved to Text in this section is left over and will potentially be moved to
preceding sections. preceding sections.
6.1. Venue Selection Process 5.1. Venue Selection Process
The process of selecting a venue is described below and is based on The process of selecting a venue is described below and is based on
https://iaoc.ietf.org/venue-selection.html. https://iaoc.ietf.org/venue-selection.html.
6.1.1. Venue Selection Principles 5.1.1. Venue Selection Principles
heading paragraph moved to Section 2. heading paragraph moved to Section 2.
Who are we? Who are we?
We are computer scientists, engineers, network operators, We are computer scientists, engineers, network operators,
academics, and other interested parties sharing the goal of making academics, and other interested parties sharing the goal of making
the Internet work better. At this time, the vast majority of the Internet work better. At this time, the vast majority of
attendees come from North America, Western and Central Europe, and attendees come from North America, Western and Central Europe, and
Eastern Asia. We also have participants from other regions. Eastern Asia. We also have participants from other regions.
Why do we meet? Moved to Section 2. Why do we meet? Moved to Section 2.
Where do we meet? Where do we meet? moved to Section 2.1
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. Inclusiveness: Moved to Section 2.1.
Internet Access: Internet Access: Moved to Section 2.1.
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: Focus: Moved to Section 2.1.
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
specific type of non-session that we call a "Bar BOF"), or in side
meetings. Environments that are noisy or distracting prevent that
or reduce its effectiveness, and are therefore less desirable as a
meeting venue.
Economics: Economics: Moved to Section 2.1.
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 and lodging, or which are multiple
travel segments from major airports, are therefore exclusionary,
and violate our value of "Inclusiveness". Within reason, budget
should not be a barrier to accommodation.
Political considerations: moved to Section 3 and reworded per Political considerations: moved to Section 2.2 and reworded per
Alissa's suggested text. Alissa's suggested text.
6.1.2. Venue Selection Objectives 5.1.2. Venue Selection Objectives
Venues for meetings are selected to advance the objectives of the Venues for meetings are selected to advance the objectives of the
IETF, which are discussed in https://www.ietf.org/about/mission.html. IETF, which are discussed in https://www.ietf.org/about/mission.html.
The IAOC's supporting objectives include: The IAOC's supporting objectives include:
o Advancing standards development o Advancing standards development
o Facilitating participation by active contributors o Facilitating participation by active contributors
o Sharing the travel pain; balancing travel time and expense across o Sharing the travel pain; balancing travel time and expense across
the regions from where IETF participants are based. the regions from where IETF participants are based.
o Encouraging new contributors o Encouraging new contributors
o Generating funds to support IETF operations in support of o Generating funds to support IETF operations in support of
standards development, including the Secretariat, IASA, and the standards development, including the Secretariat, IASA, and the
RFC Editor. RFC Editor.
There is an explicit intent to rotate meeting locations equally among There is an explicit intent to rotate meeting locations equally among
skipping to change at page 14, line 7 skipping to change at page 14, line 44
selections usually arise from evidence of growing interest and selections usually arise from evidence of growing interest and
participation in the new region. Expressions of interest from participation in the new region. Expressions of interest from
possible hosts also factor into the meeting site selection process, possible hosts also factor into the meeting site selection process,
for any meeting. for any meeting.
Increased participation in the IETF from those other regions, Increased participation in the IETF from those other regions,
electronically or in person, could result in basic changes to the electronically or in person, could result in basic changes to the
overall pattern, and we encourage those who would like for that to overall pattern, and we encourage those who would like for that to
occur to encourage participation from those regions. occur to encourage participation from those regions.
6.1.3. Venue Selection Criteria 5.1.3. Venue Selection Criteria
Heading text moved to Section 4. Heading text moved to Section 3.
6.1.3.1. Venue City Considerations 5.1.3.1. Venue City Considerations
o Consideration will be given to whether it makes sense to enter o Consideration will be given to whether it makes sense to enter
into a multi-event contract with the venue to optimize meeting and into a multi-event contract with the venue to optimize meeting and
attendee benefits, i.e., reduce administrative costs and reduce attendee benefits, i.e., reduce administrative costs and reduce
direct attendee costs. [Would be nice] direct attendee costs. [Would be nice]
6.1.3.2. Basic Venue Criteria 5.1.3.2. Basic Venue Criteria
o moved to Section 4.2 o moved to Section 3.2
o The venue and hotels can be put under contract. The subsequent o The venue and hotels can be put under contract. The subsequent
failure to put a selected venue under contract will result in a failure to put a selected venue under contract will result in a
re-evaluation of the venues and selection for the meeting. re-evaluation of the venues and selection for the meeting.
[Mandatory] [Mandatory]
6.1.4. Venue Selection Phases 5.1.4. Venue Selection Phases
6.1.5. Experience Notes 5.1.5. Experience Notes
a. The foregoing process works with reasonable certainty in North a. The foregoing process works with reasonable certainty in North
America and Europe. America and Europe.
b. Experience to date for Asia and Latin America is that contracts 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 take longer and often will not be executed more than two years in
advance of the meeting. While the IETF will have the first advance of the meeting. While the IETF will have the first
option for the dates, for reasons not completely understood option for the dates, for reasons not completely understood
contracts won't be executed. contracts won't be executed.
6.2. Transparency 5.2. Transparency
BCP 101 requires transparency in IASA process and contracts, and BCP 101 requires transparency in IASA process and contracts, and
thereby of the meetings committee. BCP 101 also states that the IAOC thereby of the meetings committee. BCP 101 also states that the IAOC
approves what information is to remain confidential. Therefore any approves what information is to remain confidential. Therefore any
information produced by the meetings committee or related to meetings information produced by the meetings committee or related to meetings
that individuals believe is confidential, e.g., venue contracts, must that individuals believe is confidential, e.g., venue contracts, must
be confirmed to be confidential by the IAOC. be confirmed to be confidential by the IAOC.
7. IANA Considerations 6. IANA Considerations
This memo asks the IANA for no new parameters. This memo asks the IANA for no new parameters.
8. 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.
9. 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.
10. Acknowledgements 9. Acknowledgements
This document was originally assembled and edited by Fred Baker.
Additional commentary came from Jari Arkko, Scott Bradner, and Alissa Additional commentary came from Jari Arkko, Scott Bradner, and Alissa
Cooper. It was discussed on mtgvenue@ietf.org. Cooper. It was discussed on mtgvenue@ietf.org.
11. References 10. References
11.1. Normative References 10.1. Normative References
[I-D.krishnan-ietf-meeting-policy] [I-D.krishnan-ietf-meeting-policy]
Krishnan, S., "High level guidance for the meeting policy Krishnan, S., "High level guidance for the meeting policy
of the IETF", draft-krishnan-ietf-meeting-policy-01 (work of the IETF", draft-krishnan-ietf-meeting-policy-01 (work
in progress), July 2016. in progress), July 2016.
[MeetingNet]
O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli,
"IETF Meeting Network Requirements", WEB
https://iaoc.ietf.org/ietf-network-requirements.html.
[RFC2026] Bradner, S., "The Internet Standards Process -- Revision [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>.
[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, RFC IETF Administrative Support Activity (IASA)", BCP 101,
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", BCP Administrative Oversight Committee (IAOC) Members",
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 10.2. Informative References
[I-D.barnes-healthy-food] [I-D.barnes-healthy-food]
Barnes, M., "Healthy Food and Special Dietary Requirements Barnes, M., "Healthy Food and Special Dietary Requirements
for IETF meetings", draft-barnes-healthy-food-07 (work in for IETF meetings", draft-barnes-healthy-food-07 (work in
progress), July 2013. progress), July 2013.
Appendix A. Change Log Appendix A. Change Log
2016-01-12: Initial version 2016-01-12: Initial version
skipping to change at page 16, line 36 skipping to change at page 17, line 34
2016-03-17: First update incorporating mtgvenue@ietf.org comments 2016-03-17: First update incorporating mtgvenue@ietf.org comments
2016-05-20 Updated in accordance with editing by Laura Nugent, Dave 2016-05-20 Updated in accordance with editing by Laura Nugent, Dave
Crocker, Lou Berger, Fred Baker, and others. Crocker, Lou Berger, Fred Baker, and others.
posting as working group draft August 2, 2016 posting as working group draft August 2, 2016
Reorganized per Alissa Cooper outline Work in progress. In Reorganized per Alissa Cooper outline Work in progress. In
addition, contributors were re-organized to be authors. addition, contributors were re-organized to be authors.
2016-10-28 Editor changeover. Further alignment with guidance by
Alissa Cooper, Andrew Sullivan and the mgtvenue working group.
Many various changes.
Authors' Addresses Authors' Addresses
Ray Pelletier Ray Pelletier
Internet Society Internet Society
Email: rpelletier@isoc.org Email: rpelletier@isoc.org
Laura Nugent Laura Nugent
Association Management Solutions Association Management Solutions
Email: lnugent@amsl.com Email: lnugent@amsl.com
Dave Crocker Dave Crocker (editor)
Brandenburg InternetWorking Brandenburg InternetWorking
Email: dcrocker@bbiw.net Email: dcrocker@bbiw.net
Lou Berger Lou Berger
LabN Consulting, L.L.C. LabN Consulting, L.L.C.
Email: lberger@labn.net Email: lberger@labn.net
Ole Jacobsen Ole Jacobsen
The Internet Protocol Journal The Internet Protocol Journal
Email: olejacobsen@me.com Email: olejacobsen@me.com
Jim Martin Jim Martin
INOC INOC
Email: jim@inoc.com Email: jim@inoc.com
Fred Baker Fred Baker (editor)
Santa Barbara, California 93117
USA
Email: fred@cisco.com Email: FredBaker.IETF@gmail.com
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