draft-ietf-mtgvenue-iaoc-venue-selection-process-02.txt   draft-ietf-mtgvenue-iaoc-venue-selection-process-03.txt 
mtgvenue 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: May 4, 2017 Association Management Solutions Expires: June 3, 2017 Association Management Solutions
D. Crocker, Ed. 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, Ed. F. Baker, Ed.
October 31, 2016 November 30, 2016
IETF Plenary Meeting Venue Selection Process IETF Plenary Meeting Venue Selection Process
draft-ietf-mtgvenue-iaoc-venue-selection-process-02 draft-ietf-mtgvenue-iaoc-venue-selection-process-03
Abstract Abstract
This documents the IETF's Meeting Venue Selection Process from the The IAOC has responsibility for arranging IETF plenary meeting Venue
perspective of its goals, criteria and thought processes. It points selection and operation. This document details the IETF's Meeting
to additional process documents on the IAOC Web Site that go into Venue Selection Process from the perspective of its goals, criteria
further detail and are subject to change with experience. 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 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 May 4, 2017. This Internet-Draft will expire on June 3, 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
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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. Background . . . . . . . . . . . . . . . . . . . . . . . 3 1.1. Background . . . . . . . . . . . . . . . . . . . . . . . 3
1.2. Requirements Language . . . . . . . . . . . . . . . . . . 3 1.2. *** Post-Seoul Revisions *** . . . . . . . . . . . . . . 3
2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 3 1.3. Requirements Language . . . . . . . . . . . . . . . . . . 4
2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 4
2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 4 2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 4
2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5 2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5
3. Venue Selection Criteria . . . . . . . . . . . . . . . . . . 5 3. Venue Selection Criteria . . . . . . . . . . . . . . . . . . 6
3.1. Venue City Criteria . . . . . . . . . . . . . . . . . . . 6 3.1. Venue City Criteria . . . . . . . . . . . . . . . . . . . 6
3.2. Basic Venue Criteria . . . . . . . . . . . . . . . . . . 7 3.2. Basic Venue Criteria . . . . . . . . . . . . . . . . . . 7
3.3. Technical Services and Operations Criteria . . . . . . . 7 3.3. Technical Services and Operations Criteria . . . . . . . 8
3.4. Lodging Criteria . . . . . . . . . . . . . . . . . . . . 8 3.4. Lodging Criteria . . . . . . . . . . . . . . . . . . . . 9
3.5. Food and Beverage Criteria . . . . . . . . . . . . . . . 8 3.5. Food and Beverage Criteria . . . . . . . . . . . . . . . 10
4. Venue Selection Process . . . . . . . . . . . . . . . . . . . 9 4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 11
4.1. The IETF Community . . . . . . . . . . . . . . . . . . . 9 4.1. The IETF Community . . . . . . . . . . . . . . . . . . . 11
4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 9 4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 12
4.3. The Internet Society . . . . . . . . . . . . . . . . . . 10 4.3. The Internet Society . . . . . . . . . . . . . . . . . . 12
4.4. IETF Administrative Oversight Committee . . . . . . . . . 10 4.4. IETF Administrative Oversight Committee . . . . . . . . . 12
4.5. IETF Administrative Support Activity . . . . . . . . . . 10 4.5. IETF Administrative Support Activity . . . . . . . . . . 12
4.6. IETF Administrative Director . . . . . . . . . . . . . . 10 4.6. IETF Administrative Director . . . . . . . . . . . . . . 12
4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 10 4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 13
4.8. Venue Selection Phases . . . . . . . . . . . . . . . . . 11 5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 13
5. Text carried forward . . . . . . . . . . . . . . . . . . . . 13 5.1. Identification . . . . . . . . . . . . . . . . . . . . . 13
5.1. Venue Selection Process . . . . . . . . . . . . . . . . . 13 5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 14
5.2. Transparency . . . . . . . . . . . . . . . . . . . . . . 15 5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 14
6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 15 5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 14
7. Security Considerations . . . . . . . . . . . . . . . . . . . 15 5.5. Final Check . . . . . . . . . . . . . . . . . . . . . . . 15
8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 16 6. Text carried forward . . . . . . . . . . . . . . . . . . . . 15
9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 16 6.1. Venue Selection Process . . . . . . . . . . . . . . . . . 15
10. References . . . . . . . . . . . . . . . . . . . . . . . . . 16 6.2. Transparency . . . . . . . . . . . . . . . . . . . . . . 18
10.1. Normative References . . . . . . . . . . . . . . . . . . 16 7. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 18
10.2. Informative References . . . . . . . . . . . . . . . . . 16 8. Security Considerations . . . . . . . . . . . . . . . . . . . 18
Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 17 9. Privacy Considerations . . . . . . . . . . . . . . . . . . . 18
Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 17 10. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 18
11. References . . . . . . . . . . . . . . . . . . . . . . . . . 18
11.1. Normative References . . . . . . . . . . . . . . . . . . 18
11.2. Informative References . . . . . . . . . . . . . . . . . 19
Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 19
Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 20
1. Introduction 1. Introduction
This document describes the IETF Meeting Venue Selection Process from The IAOC has responsibility for arranging IETF plenary meeting venue
the perspective of goals, criteria and thought processes. It selection and operation. This document describes the IETF Meeting
describes the objectives and principles behind the venue selection Venue Selection Process from the perspective of goals, criteria and
process. It also discusses the actual selection process to one level thought processes. It describes the objectives and principles behind
of detail, and points to working documents used in execution. the Venue selection process. It also discusses the actual selection
process to one level of detail, and points to working documents used
in execution.
1.1. Background 1.1. Background
Following IETF 94 and at IETF 95 there was a discussion on the IETF 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 list of the selection process and criteria for IETF meetings. In
response to that discussion, the IAOC and the IAOC Meetings Committee response to that discussion, the IAOC and the IAOC Meetings Committee
took it upon themselves to more publicly document its process and took it upon themselves to more publicly document its process and
involve community input. refine it, based on community input.
1.2. Requirements Language 1.2. *** Post-Seoul Revisions ***
Requirements called out in this document are identified as either Comments on this post-Seoul version:
"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 o Many items from the Sullivan draft have been included.
consideration is unacceptable. We walk away.
Desired: We would very much like to meet this requirement, but have o A number of criteria had confusing wording and have been revised.
frequently been unable to. The fact that we could not meet it is The confusion was about the difference between a process that must
considered in comparison to other sites. be followed, versus a decision based on that process. Following
the process is Mandatory. The details of the decision, however,
are not pre-determined.
Important: Can be a make-or-break consideration, but can also be o Extensive reformulation of the document layout.
traded off against other considerations.
Would be nice: Not make-or-break, but warrants additional EDITOR'S DISCLAIMER: This attempts to reflect the work of the
consideration if found to be true. Seould mtgvenue discussions but is certain to have missed and/or
misinterpreted quite a bit. Some changes were the result of off-
list discussions; they seem to resolve specific issues but of
course the final decision rests with the working group... Please
post explicit text change requests to the list. /Dave
2. Venue Selection Objectives 1.3. Requirements Language
Alissa's comment: "Why do we meet?," "Inclusiveness," and perhaps Requirements called out in this document are identified by the degree
reformulated versions of some other items listed, per draft- of requirement. The labels that are used are:
sullivan-mtgvenue-decisions; 3.2)
Editor comment: This section is believed to be complete. /d Mandatory:
If this requirement cannot be met, a location under consideration
is unacceptable. We walk away.
Important:
Does not qualify as Mandatory, but is still highly significant;
can possibly be traded off against other Important considerations.
Desired:
We would very much like to meet this requirement, but the failure
to meet it will not disqualify a Venue.
2. Venue Selection Objectives
2.1. Core Values 2.1. Core Values
The IETF has some core values that to pervade the selection process. The IETF has some core values that pervade the selection process.
The values are not limited to the following, but at minimum include The values are not limited to the following, but at minimum include
them. them.
Why do we meet? Why do we meet?
We meet to advance development of Internet Drafts and RFCs. We We meet to pursue the IETF's mission [RFC3935], partly by
also seek to facilitate attendee participation in multiple topics advancing the development of Internet-Drafts and RFCs. We also
and to enable cross-pollination of ideas and technologies. seek to facilitate attendee participation in multiple topics and
to enable cross-pollination of ideas and technologies.
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. anyone who wants to be involved.
Every country has limits on who it will permit within its borders. Every country has limits on who it will permit within its borders.
However the IETF seeks to: However the IETF seeks to:
1. Minimize situations in which onerous entry regulations prevent 1. Minimize situations in which onerous entry regulations prevent
participants from attending meetings, or failing that to participants from attending meetings, or failing that to
distribute meeting locations such that onerous entry distribute meeting locations such that onerous entry
regulations are not always experienced by the same attendees; regulations are not always experienced by the same attendees;
and and
2. Avoid meeting in countries with laws that effectively exclude 2. Avoid meeting in countries with laws that effectively exclude
people on the basis of race, religion, gender, sexual people on the basis of race, religion, gender, sexual
orientation, national origin, or gender identity. orientation, national origin, or gender identity.
Where do we meet? Where do we meet?
We meet in different locations globally in order to spread the We meet in different locations globally, in order to spread the
difficulty and cost of travel among active participants, balancing difficulty and cost of travel among active participants, balancing
travel time and expense across the regions in which IETF travel time and expense across the regions in which IETF
participants are based. participants are based.
Internet Access: Internet Access:
As an organization, we write specifications for the Internet, and As an organization, we write specifications for the Internet, and
we use it heavily. Meeting attendees need unfiltered access to we use it heavily. Meeting attendees need unfiltered access to
the general Internet and our corporate networks, which are usually the general Internet and our corporate networks, which are usually
reached using encrypted VPNs from the meeting venue and hotels, reached using encrypted VPNs from the meeting Venue and hotels,
including overflow hotels. We also need open network access including overflow hotels. We also need open network access
available at high enough data rates to support our work, including available at high enough data rates, at the meeting Facility, to
the support of remote participation.[MeetingNet] support our work, including the support of remote participation.
[MeetingNet]
Focus: Focus:
We meet to have focused technical discussions. These are not We meet to have focused technical discussions. These are not
limited to scheduled breakout sessions, although of course those limited to scheduled breakout sessions, although of course those
are important. They also happen over meals or drinks -- including are important. They also happen over meals or drinks -- including
a specific type of non-session that we call a "Bar BOF" -- or in a specific type of non-session that we call a "Bar BOF" -- or in
side meetings. Environments that are noisy or distracting prevent side meetings. Environments that are noisy or distracting prevent
that or reduce its effectiveness, and are therefore less desirable that or reduce its effectiveness, and are therefore less desirable
as a meeting venue. as a meeting Venue.
Economics: Economics:
Meeting attendees participate as individuals. While many are Meeting attendees participate as individuals. While many are
underwritten by employers or sponsors, many are self-funded. In underwritten by employers or sponsors, many are self-funded. In
order to reduce participations costs and travel effort, we order to reduce participation costs and travel effort, we
therefore seek locations that provide convenient budget therefore seek locations that provide convenient budget
alternatives for food and lodging, and which are minimize travel alternatives for food and lodging, and which minimize travel
segments from major airports. Within reason, budget should not be segments from major airports to the Venue. Within reason, budget
a barrier to accommodation. 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 2.2. Venue Selection Non-Objectives
Alissa's comment: ( 3.1 "Political considerations," 3.4) IETF meeting Venues are not selected or declined with the explicit
Editor comment: This section is believed to be complete. /d
IETF meeting venues are not selected or declined with the explicit
purposes of: purposes of:
o Endorsing or condemning particular countries, political paradigms, Politics:
Endorsing or condemning particular countries, political paradigms,
laws, regulations, or policies. laws, regulations, or policies.
o Variety in site-seeing experiences. Maximal attendance:
Because the IETF garners a significant portion of its revenue from
IETF meeting fees, there is considerable incentive for decision-
makers to prefer a Venue that will attract more attendees. It is
important to resist this temptation: a larger meeting in which key
contributors could not make it is not a better meeting; neither is
one with a lot of "tourists".
Tourism:
Variety in site-seeing experiences.
3. Venue Selection Criteria 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 might not have a single hotel
can accommodate a significant number of the attendees of a typical that can accommodate a significant number of the attendees of a
IETF. That doesn't disqualify it, but it may reduce its desirability typical IETF. That doesn't disqualify it, but it might reduce its
in the presence of an alternative that does. desirability in the presence of an alternative that does.
Each identified criterion is labeled with the terms defined above in
Section 1.2, i.e., "Mandatory", "Desired", "Important" or "Would be
nice". These terms guide the trade-off analysis portion of the
selection process. All "Mandatory" labeled criteria must be met for
a venue to be selected. The remaining terms may be viewed as
weighting factors.
There are times where the evaluation of the criteria will be
subjective. This is even the case for criteria labeled as
"Mandatory". For this reason, the IAOC and Meetings Committee will
specifically review, and affirm to their satisfaction, that all
"Mandatory" labeled criteria are satisfied by a particular venue and
main IETF hotel as part of the process defined below in Section 4.8.
3.1. Venue City Criteria
Alissa's comment: 3.3.1 bullets 1, 5, 6, plus other bullets from
Section 5.1.3.1 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 part of the IAOC.
Ideally, a city will meet all criteria. If all criteria cannot be
met, the IETF community needs to consider the trade-off acceptable.
o Travel to the venue is reasonably acceptable based on cost, time,
and burden for participants traveling from multiple regions. It
is anticipated that the burden borne will be generally shared over
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
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.
[Important]
Editor query: Resolve Important vs. Mandatory. d/ Many of the evaluation criteria are subjective. This might even be
the case for criteria labeled as "Mandatory". For this reason, the
IAOC and Meetings Committee will specifically review, and affirm to
their satisfaction, that all "Mandatory" labeled criteria are
satisfied by a particular Venue, as part of the process defined below
in Section 5.
o It is possible to enter into a multi-event contract with the venue Three terms describe the places for which the IETF contracts
to optimize meeting and attendee benefits, i.e., reduce services:
administrative costs and reduce direct attendee costs, will be
considered a positive factor. [Would be nice]
o Travel barriers to entry, e.g., visa requirements that can limit Venue:
participation, are acceptable to the IETF community. [Important] This is an umbrella term for the city, meeting resources and guest
room resources.
Editor query: Resolve Important vs. Mandatory. d/ Facility:
These contain meeting rooms and associated resources, and possibly
also contain hotel rooms.
o Economic, safety, and health risks associated with this venue are IETF Hotels:
acceptable to the IETF community. [Important] One or more hotels, in close proximity to the Facility, where the
primary IETF guest room allocations are negotiated and IETF SSIDs
are in use.
Editor query: Resolve Important vs. Mandatory. d/ 3.1. Venue City Criteria
o Available travel issue assessments (such as These concern basic aspects of a candidate city:
https://travel.state.gov/content/passports/en/country.html) have
been pointed out the IETF community. [Important]
Editor query: Resolve Important vs. Mandatory. d/ +------------------------------------------------------+------------+
| Criteria | Required |
+------------------------------------------------------+------------+
| Travel to the Venue is acceptable based on cost, | "Mandatory |
| time, and burden for participants traveling from | " |
| multiple regions. It is anticipated that the burden | |
| borne will be generally shared over the course of | |
| multiple years. | |
+------------------------------------------------------+------------+
| The Venue is assessed as favorable for obtaining a | "Mandatory |
| host and sponsors. That is, the Meeting is in a | " |
| location and at a price that it is possible and | |
| probable to find a host and sponsors. | |
+------------------------------------------------------+------------+
| It is possible to enter into a multi-event contract | "Desired" |
| with the Venue to optimize meeting and attendee | |
| benefits, i.e., reduce administrative costs and | |
| reduce direct attendee costs, will be considered a | |
| positive factor. Such a contract can be considered | |
| after at least one IETF meeting has been held at the | |
| Venue. | |
+------------------------------------------------------+------------+
| Travel barriers to entry, e.g., visa requirements | "Mandatory |
| that can limit participation, are acceptable to the | " |
| IETF community. | |
+------------------------------------------------------+------------+
| Economic, safety, and health risks associated with | "Mandatory |
| this Venue are acceptable to the IETF community. | " |
+------------------------------------------------------+------------+
| Available travel issue assessments -- such as <https | "Mandatory |
| ://travel.state.gov/content/passports/en/country.htm | " |
| l> -- have been pointed out the IETF community. | |
| [[Editor's Note: This mostly concerns assessing the | |
| problems getting visa's and making the assessment 3 | |
| years in advance. What can we do that is meaningful? | |
| Also, are there better citations to include? /d]] | |
+------------------------------------------------------+------------+
3.2. Basic Venue Criteria 3.2. Basic Venue Criteria
Alissa's comment: ( 3.3.2 bullets 1, 3, 4, 5, 6) The IETF operates as an international organisational and adjusts to
local requirements. Facilities selected for IETF Meetings conform
o The Meeting Space is adequate in size and layout to accommodate with local health, safety and accessibility laws and regulations. A
the meeting and foster participant interaction. [Mandatory] useful discussion of related considerations in evaluating this
criterion is at: <http://www.sigaccess.org/welcome-to-
o The cost of guest rooms, meeting space, meeting food and beverage sigaccess/resources/accessible-conference-guide/>
is affordable (within the norms of business travel). [Mandatory] Editor's Note: In the spirit of the 'international' focus, we need
a comprehensive document that is similar to the one cited, but
o The economics of the venue allow the meeting to be net cash without a national focus. The current reference is US-specific.
positive [Mandatory]. /d
o An Optimal Facility for an IETF meeting is held under "One Roof",
that is, qualified meeting space and guest rooms are available in
the 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 In addition:
and regulations [Mandatory]
* http://www.sigaccess.org/welcome-to-sigaccess/resources/ +-----------------------------------------------------+-------------+
accessible-conference-guide/ provides a definition of related | Criteria | Required |
considerations that shall be used in evaluating this criterion. +-----------------------------------------------------+-------------+
[Desired] | The Facility is adequate in size and layout to | "Mandatory" |
| accommodate the meeting and foster participant | |
| interaction. | |
+-----------------------------------------------------+-------------+
| The cost of guest rooms, meeting space, meeting | "Mandatory" |
| food and beverage is affordable, within the norms | |
| of business travel. | |
+-----------------------------------------------------+-------------+
| The economics of the Venue allow the meeting to be | "Mandatory" |
| net cash positive. | |
+-----------------------------------------------------+-------------+
| The Facility permits holding an IETF meeting under | "Desired" |
| "One Roof". That is, qualified meeting space and | |
| guest rooms are available in the same facility. | |
+-----------------------------------------------------+-------------+
| The Facility permits easy wheelchair access. | "Mandatory" |
+-----------------------------------------------------+-------------+
| The Facility is accessible by people with | "Important" |
| disabilities. | |
+-----------------------------------------------------+-------------+
3.3. Technical Services and Operations Criteria 3.3. Technical Services and Operations Criteria
+-----------------------------------------------------+-------------+
Alissa's comment: ( 3.3.3) | Criteria | Required |
+-----------------------------------------------------+-------------+
o The Venue's support technologies and services -- network, audio- | The Facility's support technologies and services -- | "Mandatory" |
video, etc., are sufficient for the anticipated activities at the | network, audio-video, etc. -- are sufficient for | |
meeting, or the venue is willing to add such infrastructure at no | the anticipated activities at the meeting, or the | |
or at an acceptable cost to the IETF. [Mandatory] | Venue is willing to add such infrastructure or | |
| these support technologies and services might be | |
o The meeting venue must permit and facilitate the delivery of a | provided by a third party, all at no -- or at an | |
high performance, robust, unfiltered and unmodified IETF Network. | acceptable -- cost to the IETF. | |
[Mandatory] +-----------------------------------------------------+-------------+
| The Facility directly provides, or permits and | "Mandatory" |
o The IETF hotel(s), which are one or more hotels in close proximity | facilitates, the delivery of a high performance, | |
to the venue where the primary IETF room allocations are | robust, unfiltered and unmodified IETF Network. | |
negotiated and the IETF SSIDs are in use, must provide, or permit +-----------------------------------------------------+-------------+
and facilitate, the delivery of a high performance, robust, | The IETF Hotel(s) directly provide, or else permit | "Mandatory" |
unfiltered and unmodified Internet service for the public areas | and facilitate, the delivery of a high performance, | |
and guest rooms. This service is typically included in the cost | robust, unfiltered and unmodified Internet service | |
of the room. [Mandatory] | for the public areas and guest rooms; this service | |
| is typically included in the cost of the room. | |
o The overflow hotels should provide reasonable, reliable, +-----------------------------------------------------+-------------+
unfiltered Internet service for the public areas and guest rooms. | The overflow hotels provide reasonable, reliable, | "Desired" |
This service is typically included in the cost of the room. | unfiltered Internet service for the public areas | |
[Desired] | and guest rooms; this service is included in the | |
| cost of the room. | |
+-----------------------------------------------------+-------------+
3.4. Lodging Criteria 3.4. Lodging Criteria
+-----------------------------------------------------+-------------+
Alissa's comment: ( 3.3.4) | Criteria | Required |
+-----------------------------------------------------+-------------+
o The IETF hotel(s) are within close proximity to each other and the | The IETF Hotel(s) are within close proximity to | "Mandatory" |
venue. [Mandatory] | each other and the Venue. | |
+-----------------------------------------------------+-------------+
o The Guest Rooms at the IETF hotel(s) are sufficient in number to | The guest rooms at the IETF Hotel(s) are sufficient | "Mandatory" |
house 1/3 or more of projected meeting attendees. [Mandatory] | in number to house 1/3 or more of projected meeting | |
| attendees. | |
o The Venue environs include budget hotels within convenient travel +-----------------------------------------------------+-------------+
time, cost, and effort. [Mandatory] | Overflow Hotels can be placed under contract, | "Mandatory" |
| within convenient travel time of the Venue and at a | |
o Overflow Hotels that can be placed under contract. They typically | variety of guest room rates. | |
must be within convenient travel time of the venue and have a +-----------------------------------------------------+-------------+
variety of guest room rates. [Mandatory] | The Venue environs include budget hotels within | "Mandatory" |
| convenient travel time, cost, and effort. | |
o The IETF hotel(s) are accessible by people with disabilities. +-----------------------------------------------------+-------------+
| The IETF Hotel(s) permit easy wheelchair access. | "Mandatory" |
* The selected facility conforms with local accessibility laws +-----------------------------------------------------+-------------+
and regulations [Mandatory] | The IETF Hotel(s) are accessible by people with | "Important" |
| disabilities. | |
* http://www.sigaccess.org/welcome-to-sigaccess/resources/ +-----------------------------------------------------+-------------+
accessible-conference-guide/ provides a definition of related | The IETF Hotel should have a social space that | "Desired" |
considerations that shall be used in evaluating this criterion. | serves as a lounge, conducive to planned and | |
[Desired] | accidental meetings and chatting, as well as | |
| working online. This is often an open bar, | |
| restaurant, or seating area, preferably on the | |
| ground/entrance floor, but can also be a meeting | |
| room, arranged to facilitate communal interaction | |
| among attendees. | |
+-----------------------------------------------------+-------------+
3.5. Food and Beverage Criteria 3.5. Food and Beverage Criteria
+-----------------------------------------------------+-------------+
| Criteria | Required |
+-----------------------------------------------------+-------------+
| The Venue environs, which includes both onsite, as | "Mandatory" |
| well as areas within a reasonable walking distance | |
| or conveniently accessible by a short taxi, bus, or | |
| subway ride, have convenient and inexpensive | |
| choices for meals that can accommodate a wide range | |
| of dietary requirements. | |
+-----------------------------------------------------+-------------+
| The Venue environs include grocery shopping that | "Important" |
| will accommodate a wide range of dietary | |
| requirements, within a reasonable walking distance, | |
| or conveniently accessible by a short taxi, bus, or | |
| subway ride. | |
+-----------------------------------------------------+-------------+
| A range of attendee's health-related and religion- | "Mandatory" |
| related dietary requirements can be satisfied with | |
| robust and flexible onsite service or through | |
| access to an adequate grocery. | |
+-----------------------------------------------------+-------------+
Alissa's comment: ( 3.3.5) 4. Venue Selection Roles
o The Venue environs, which includes onsite, and the areas within a
reasonable walking distance, or conveniently accessible by a short
taxi, bus, or subway ride, has convenient and inexpensive choices
for meals that can accommodate a wide range of dietary
requirements. [Mandatory]
o The Venue environs include grocery shopping that will accommodate
a wide range of dietary requirements, within a reasonable walking
distance, or conveniently accessible by a short taxi, bus, or
subway ride. [Desired]
4. Venue Selection Process
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.
4.1. The IETF Community 4.1. The IETF Community
While somewhat obvious to most, it is important to note that IETF While perhaps obvious, it is important to note that IETF meetings
meetings serve all those who contribute to the development of IETF serve all those who contribute to the work of the IETF. This
RFCs. This includes those who attend meetings, from newcomer to includes those who attend meetings, from newcomer to frequent
frequent attendee, to those who participate remotely, and to those attendee, to those who participate remotely, as well as those who do
who don't attend but contribute to new RFCs. Potential new not attend but contribute to new RFCs. Potential new contributors
contributors are also considered in the process. are also considered in the process.
IETF consensus with respect to the meeting venue selection process is IETF consensus, with respect to this meeting Venue selection process
judged via standard IETF process and not by any other means, e.g., is 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 or to be reported as consensus.
4.2. 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) comprises the IETF
of the IETF Area Directors and the IETF Chair. The IESG is Area Directors and the IETF Chair. Along with the IAB, the IESG is
responsible for the management, along with the IAB, of the IETF, and responsible for the management of the IETF, and is the standards
is the standards approval board for the IETF, as described in BCP9 approval board for the IETF, as described in BCP9 [RFC2026]. This
[RFC2026]. This means that the IESG sets high level policies related means that the IESG sets high level policies related to, among other
to, among other things, meeting venues. The IETF Chair is a member things, meeting venues. The IETF Chair, among other things, relays
of the IESG who, among other things, relays policies to the IAOC. these IESG-determined policies to the IAOC. The IETF Chair is also a
The IETF Chair is also a member of the IAOC. member of the IAOC.
4.3. The Internet Society 4.3. The Internet Society
The Internet Society (ISOC) executes all venue contracts on behalf of With respect to IETF meetings, the Internet Society (ISOC):
the IETF at the request of the IAOC; solicits meeting sponsorships;
collects all meeting-related revenues, including registration fees, o Executes all Venue contracts on behalf of the IETF at the request
sponsorships, hotel commissions, and other miscellaneous revenues. of the IAOC
o Solicits meeting sponsorships
o Collects all meeting-related revenues, including registration
fees, sponsorships, hotel commissions, and other miscellaneous
revenues
ISOC also provides accounting services, such as invoicing and monthly ISOC also provides accounting services, such as invoicing and monthly
financial statements. The meetings budget is managed by the IAD. financial statements.
4.4. IETF Administrative Oversight Committee 4.4. IETF Administrative Oversight Committee
The IETF Administrative Oversight Committee (IAOC) has the The IETF Administrative Oversight Committee (IAOC) has the
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.
4.5. 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.
4.6. IETF Administrative Director 4.6. IETF Administrative Director
The IETF Administrative Director (IAD) coordinates and supports the The IETF Administrative Director (IAD) coordinates and supports the
activities of the IETF Secretariat, the IAOC Meetings Committee and activities of the IETF Secretariat, the IAOC Meetings Committee and
the IAOC to ensure the timely execution of the meeting process. This the 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. The meetings budget is
managed by the IAD.
4.7. IAOC Meeting Committee 4.7. IAOC Meeting Committee
The IAOC Meeting Committee is generally referred to as the Meetings The fundamental purpose of the Meetings Committee is to participate
Committee. in the Venue selection process, and to formulate recommendations to
the IAOC regarding meeting sites. It also tracks the meetings
The fundamental purpose of the committee is to participate in the sponsorship program, recommends extraordinary meeting-related
venue selection process, and to formulate recommendations to the IAOC expenses, and recommends the IETF meetings calendar to the IAOC. The
regarding meeting sites. It also tracks the meetings sponsorship charter of the committee is at: <https://iaoc.ietf.org/
program, recommends extraordinary meeting-related expenses, and committees.html#meetings>.
recommends the IETF meetings calendar to the IAOC. The charter of
the committee is located here: https://iaoc.ietf.org/
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.
4.8. Venue Selection Phases 5. Venue Selection Steps
Alissa's comment: ( 3.5, perhaps with additional detail currently The following is a guideline sequence for identifying and contracting
in 3.3.1 bullets 2, 3, 4) a Venue.
Commencing the process four years in advance of an event results in 5.1. Identification
the following schedule as a guideline:
Phase 1: Identification and Preliminary Investigation Four years out, a process identifies cities that might be candidates
Four years out, a process identifies cities for meetings and for meetings:
initiates site selection.
A. The IAOC selects regions for meetings. a. The IAOC selects regions and dates for meetings.
B. Meeting target cities per region are provided to the b. A list of target cities per region is provided to the
Secretariat based upon Meetings Committee input and, if known, Secretariat, with host preferences, if known.
host preferences.
C. Potential venues in preferred cities identified and c. Potential venues in preferred cities are identified and receive
investigated, including reviews of Official Advisory Sources, preliminary investigation, including reviews of Official Advisory
consultation with specialty travel services, frequent Sources, consultation with specialty travel services, frequent
travelers and local contacts to identify possible barriers to travelers and local contacts to identify possible barriers to
holding a successful meeting in the target cities. holding a successful meeting in the target cities.
D. Investigated cities and findings are provided by the d. Investigated cities and findings are provided by the Secretariat
Secretariat to the Meetings Committee for review. Meetings to the Meetings Committee for further review. Meetings Committee
Committee makes a recommendation to the IAOC of investigated/ makes a recommendation to the IAOC of investigated/target cities
target cities to consider further as well as issues identified to consider further as well as issues identified and the results
and the results of research conducted. of research conducted.
Phase 2: Community Consultation 5.2. Consultation
The IAOC asks the community whether there are any barriers to
holding a successful meeting in the target cities. Community
responses are reviewed and concerns investigated. The IAOC shall
maintain a public web page that lists all target cities, when
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 Preliminary question:
A. Secretariat Assesses "vetted" target cities to determine a. The IAOC asks the community whether there are any barriers to
availability and conformance to criteria holding a successful meeting in any of the target cities.
Community responses are reviewed and concerns investigated.
B. Meetings Committee approves potential cities for site b. On a public web page, the IAOC lists all candidate cities, when
qualification visit. community input was solicited, and a summarization of the review
results.
C. Site qualification visits are arranged by Secretariat and c. The IAOC then provides a list of vetted cities to the Meetings
preliminary negotiations are undertaken with selected Committee to pursue as potential meeting locations.
potential sites
D. Site qualification visit is conducted using the checklist from 5.3. Qualification
https://iaoc.ietf.org/meetings-committee/venue-selection.html;
The site visit team prepares a site report and discusses it
with the Meetings Committee.
Phase 4: Qualified Venues Evaluated for Contract Visit:
2.75 - 3 years out, initiate contract negotiations.
A. The Meetings Committee reviews the venue options based on a. Secretariat assesses "vetted" target cities to determine
venue selection criteria and recommends a venue to the IAOC. availability and conformance to criteria.
Only options that meet all Mandatory labeled criteria may be
recommended.
B. IAOC selects a venue for contracting as well as a back-up b. Meetings Committee approves potential cities for site
contracting venue, if available. qualification visit.
C. Secretariat negotiates with selected venue. IAD reviews c. Site qualification visits are arranged by Secretariat and
contract and requests IAOC and ISOC approval of contract and preliminary negotiations are undertaken with selected potential
authority for Secretariat to execute contract on ISOC's sites.
behalf.
D. Contracts are executed. 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 site report and discusses it with
the Meetings Committee.
Phase 5: Evaluation and Contingency Planning 5.4. Negotiation
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 2.75 - 3 years out, initiate contract negotiations:
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 a. The Meetings Committee reviews the Venue options based on Venue
- if significant risk is identified, the Contingency Planning selection criteria and recommends a Venue to the IAOC. Only
Flow Chart (https://iaoc.ietf.org/meetings-committee/venue- options that meet all Mandatory labeled criteria might be
selection.html) is followed, if current risk is not recommended.
significant, the situation is monitored through the meeting to
ensure there is no significant change.
5. Text carried forward b. IAOC selects a Venue for contracting as well as a back-up
contracting Venue, if available.
c. Secretariat negotiates with selected Venue. IAD reviews contract
and requests IAOC and ISOC approval of contract and authority for
Secretariat to execute contract on ISOC's behalf.
d. Contracts are executed.
5.5. Final Check
~3 Months prior to the Meeting, the site is checked for continued
availability and conformance to expectations.
a. Secretariat reviews current status of the contracted meeting
location to confirm there is no change in the location status and
to identify possible new barriers to holding a successful meeting
in the contracted city and provides findings to the IAOC.
b. IAOC considers the information provided and evaluates the risk -
if significant risk is identified, the Contingency Planning Flow
Chart (<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 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.
5.1. Venue Selection Process 6.1. 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>.
5.1.1. Venue Selection Principles 6.1.1. 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
We are computer scientists, engineers, network operators, operators, academics, and other interested parties sharing the
academics, and other interested parties sharing the goal of making goal of making the Internet work better. At this time, the vast
the Internet work better. At this time, the vast majority of majority of attendees come from North America, Western and Central
attendees come from North America, Western and Central Europe, and Europe, and Eastern Asia. We also have participants from other
Eastern Asia. We also have participants from other regions. regions.
Why do we meet? Moved to Section 2. Why do we meet? Moved to Section 2.
Where do we meet? moved to Section 2.1 Where do we meet? moved to Section 2.1
Inclusiveness: Moved to Section 2.1. Inclusiveness: Moved to Section 2.1.
Internet Access: Moved to Section 2.1. Internet Access: Moved to Section 2.1.
Focus: Moved to Section 2.1. Focus: Moved to Section 2.1.
Economics: Moved to Section 2.1. Economics: Moved to Section 2.1.
Political considerations: moved to Section 2.2 and reworded per Political considerations: moved to Section 2.2 and reworded per
Alissa's suggested text. Alissa's suggested text.
5.1.2. Venue Selection Objectives 6.1.2. 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/
The IAOC's supporting objectives include: mission.html>. 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 19 skipping to change at page 16, line 43
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
several places in accordance with IETF policy. However, a consistent several places in accordance with IETF policy. However, a consistent
balance is sometimes difficult to achieve. The IAOC has an objective balance is sometimes difficult to achieve. The IAOC has an objective
of setting the Regions 4 years in advance, meeting in Europe, North of setting the Regions 4 years in advance, meeting in Europe, North
America, and Asia, with a possibility of occasionally meeting outside America, and Asia, with a possibility of occasionally meeting outside
those regions. This policy, known as the 1-1-1* model, is set by the 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 IESG, <https://iaoc.ietf.org/minutes/2010-11-10-iaoc-minutes.txt>,
is further discussed in [I-D.krishnan-ietf-meeting-policy]. The and is further discussed in [I-D.krishnan-ietf-meeting-policy]. The
reason for the multi-year timeframe is maximization of opportunities; reason for the multi-year timeframe is maximization of opportunities;
the smaller the time available to qualify and contract a conference the smaller the time available to qualify and contract a conference
venue, the more stress imposed on the qualification process, and the Venue, the more stress imposed on the qualification process, and the
greater the risk of not finding a suitable venue or paying more for greater the risk of not finding a suitable Venue or paying more for
it. it.
There is no formal policy regarding rotation of regions, the time of There is no formal policy regarding rotation of regions, the time of
year for a meeting in a specific region, or whether a meeting in a year for a meeting in a specific region, or whether a meeting in a
non-targeted region replaces a visit to one of the regions during non-targeted region replaces a visit to one of the regions during
that year. that year.
The IETF chair drives selection of "*" locations, i.e., venues The IETF chair drives selection of "*" locations, i.e., venues
outside the usual regions, and requires community input. These outside the usual regions, and requires community input. These
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.
5.1.3. Venue Selection Criteria 6.1.3. Venue Selection Criteria
Heading text moved to Section 3. Heading text moved to Section 3.
5.1.3.1. Venue City Considerations 6.1.3.1. 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]
5.1.3.2. Basic Venue Criteria 6.1.3.2. Basic Venue Criteria
o moved to Section 3.2 o moved to Section 3.2
o The venue and hotels can be put under contract. The subsequent o The Facility 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]
5.1.4. Venue Selection Phases 6.1.4. Venue Selection Phases
5.1.5. Experience Notes 6.1.5. 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.
5.2. Transparency 6.2. 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.
6. IANA Considerations 7. IANA Considerations
This memo asks the IANA for no new parameters. This memo asks the IANA for no new parameters.
7. Security Considerations 8. Security Considerations
This note proposes no protocols, and therefore no new protocol This note proposes no protocols, and therefore no new protocol
insecurities. insecurities.
8. Privacy Considerations 9. Privacy Considerations
This note reveals no personally identifying information apart from This note reveals no personally identifying information apart from
its authorship. its authorship.
9. Acknowledgements 10. Acknowledgements
This document was originally assembled and edited by Fred Baker. 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.
10. References 11. References
10.1. Normative References 11.1. 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] [MeetingNet]
O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli, O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli,
"IETF Meeting Network Requirements", WEB "IETF Meeting Network Requirements", WEB
https://iaoc.ietf.org/ietf-network-requirements.html. https://iaoc.ietf.org/ietf-network-requirements.html.
skipping to change at page 16, line 48 skipping to change at page 19, line 19
[RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for [RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for
IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371, IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371,
January 2006, <http://www.rfc-editor.org/info/rfc4371>. January 2006, <http://www.rfc-editor.org/info/rfc4371>.
[RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF [RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF
Administrative Oversight Committee (IAOC) Members", Administrative Oversight Committee (IAOC) Members",
BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015, BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015,
<http://www.rfc-editor.org/info/rfc7691>. <http://www.rfc-editor.org/info/rfc7691>.
10.2. Informative References 11.2. 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.
[RFC3935] Alvestrand, H., "A Mission Statement for the IETF",
BCP 95, RFC 3935, October 2004.
Appendix A. Change Log Appendix A. Change Log
2016-01-12: Initial version 2016-01-12: Initial version
2016-01-21: Update to reflect https://iaoc.ietf.org/documents/ 2016-01-21: Update to reflect https://iaoc.ietf.org/documents/
VenueSelectionCriteriaJan2016.pdf and VenueSelectionCriteriaJan2016.pdf and
https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf, https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf,
accessed from https://iaoc.ietf.org/private/privatemeetings.html. accessed from https://iaoc.ietf.org/private/privatemeetings.html.
2016-02-23: Reorganize and capture IAOC Meetings Committee 2016-02-23: Reorganize and capture IAOC Meetings Committee
skipping to change at page 17, line 35 skipping to change at page 20, line 6
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 2016-10-28 Editor changeover. Further alignment with guidance by
Alissa Cooper, Andrew Sullivan and the mgtvenue working group. Alissa Cooper, Andrew Sullivan and the mtgvenue working group.
Many various changes. Many various changes.
2016-11-16 Extensive editorial, format and polishing pass. A few
substance changes, including food section.
2016-11-30 Additions based on working group meeting and off-list
discussions; more editorial and format hacking.
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
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