draft-ietf-mtgvenue-iaoc-venue-selection-process-03.txt   draft-ietf-mtgvenue-iaoc-venue-selection-process-04.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: June 3, 2017 Association Management Solutions Expires: July 2, 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.
November 30, 2016 December 29, 2016
IETF Plenary Meeting Venue Selection Process IETF Plenary Meeting Venue Selection Process
draft-ietf-mtgvenue-iaoc-venue-selection-process-03 draft-ietf-mtgvenue-iaoc-venue-selection-process-04
Abstract Abstract
The IAOC has responsibility for arranging IETF plenary meeting Venue The IAOC has responsibility for arranging IETF plenary meeting Venue
selection and operation. This document details the IETF's Meeting selection and operation. This document details the IETF's Meeting
Venue Selection Process from the perspective of its goals, criteria Venue Selection Process from the perspective of its goals, criteria
and thought processes. It points to additional process documents on and thought processes. It points to additional process documents on
the IAOC Web Site that go into further detail and are subject to the IAOC Web Site that go into further detail and are subject to
change with experience. change with experience.
skipping to change at page 1, line 45 skipping to change at page 1, line 45
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 June 3, 2017. This Internet-Draft will expire on July 2, 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. Background . . . . . . . . . . . . . . . . . . . . . . . 3 1.1. Background . . . . . . . . . . . . . . . . . . . . . . . 3
1.2. *** Post-Seoul Revisions *** . . . . . . . . . . . . . . 3 1.2. Requirements Language . . . . . . . . . . . . . . . . . . 3
1.3. Requirements Language . . . . . . . . . . . . . . . . . . 4
2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . 6 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 . . . . . . . 8 3.3. Technical Services and Operations Criteria . . . . . . . 8
3.4. Lodging Criteria . . . . . . . . . . . . . . . . . . . . 9 3.4. Lodging Criteria . . . . . . . . . . . . . . . . . . . . 9
3.5. Food and Beverage Criteria . . . . . . . . . . . . . . . 10 3.5. Food and Beverage Criteria . . . . . . . . . . . . . . . 10
4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 11 4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 11
4.1. The IETF Community . . . . . . . . . . . . . . . . . . . 11 4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 11
4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 12 4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 12
4.3. The Internet Society . . . . . . . . . . . . . . . . . . 12 4.3. The Internet Society . . . . . . . . . . . . . . . . . . 12
4.4. IETF Administrative Oversight Committee . . . . . . . . . 12 4.4. IETF Administrative Oversight Committee . . . . . . . . . 12
4.5. IETF Administrative Support Activity . . . . . . . . . . 12 4.5. IETF Administrative Support Activity . . . . . . . . . . 13
4.6. IETF Administrative Director . . . . . . . . . . . . . . 12 4.6. IETF Administrative Director . . . . . . . . . . . . . . 13
4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 13 4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 13
5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 13 5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 13
5.1. Identification . . . . . . . . . . . . . . . . . . . . . 13 5.1. Identification . . . . . . . . . . . . . . . . . . . . . 13
5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 14 5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 14
5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 14 5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 14
5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 14 5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 15
5.5. Final Check . . . . . . . . . . . . . . . . . . . . . . . 15 5.5. Final Check . . . . . . . . . . . . . . . . . . . . . . . 15
6. Text carried forward . . . . . . . . . . . . . . . . . . . . 15 6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 16
6.1. Venue Selection Process . . . . . . . . . . . . . . . . . 15 7. Security Considerations . . . . . . . . . . . . . . . . . . . 16
6.2. Transparency . . . . . . . . . . . . . . . . . . . . . . 18 8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 16
7. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 18 9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 16
8. Security Considerations . . . . . . . . . . . . . . . . . . . 18 10. References . . . . . . . . . . . . . . . . . . . . . . . . . 16
9. Privacy Considerations . . . . . . . . . . . . . . . . . . . 18 10.1. Normative References . . . . . . . . . . . . . . . . . . 16
10. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 18 10.2. Informative References . . . . . . . . . . . . . . . . . 17
11. References . . . . . . . . . . . . . . . . . . . . . . . . . 18 Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 17
11.1. Normative References . . . . . . . . . . . . . . . . . . 18 Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 18
11.2. Informative References . . . . . . . . . . . . . . . . . 19
Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 19
Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 20
1. Introduction 1. Introduction
The IAOC has responsibility for arranging IETF plenary meeting venue The IAOC has responsibility for arranging IETF plenary meeting venue
selection and operation. This document describes the IETF Meeting selection and operation. This document describes the IETF Meeting
Venue Selection Process from the perspective of goals, criteria and Venue Selection Process from the perspective of goals, criteria and
thought processes. It describes the objectives and principles behind thought processes. It describes the objectives and principles behind
the Venue selection process. It also discusses the actual selection the Venue selection process. It also discusses the actual selection
process to one level of detail, and points to working documents used process to one level of detail, and points to working documents used
in execution. 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
refine it, based on community input. refine it, based on input from IETF Participants.
1.2. *** Post-Seoul Revisions ***
Comments on this post-Seoul version:
o Many items from the Sullivan draft have been included.
o A number of criteria had confusing wording and have been revised.
The confusion was about the difference between a process that must
be followed, versus a decision based on that process. Following
the process is Mandatory. The details of the decision, however,
are not pre-determined.
o Extensive reformulation of the document layout.
EDITOR'S DISCLAIMER: This attempts to reflect the work of the
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
1.3. Requirements Language 1.2. Requirements Language
Requirements called out in this document are identified by the degree Requirements called out in this document are identified by the degree
of requirement. The labels that are used are: of requirement. The labels that are used are:
Mandatory: Mandatory:
If this requirement cannot be met, a location under consideration If this requirement cannot be met, a location under consideration
is unacceptable. We walk away. is unacceptable. We walk away.
Important: Important:
Does not qualify as Mandatory, but is still highly significant; Does not qualify as Mandatory, but is still highly significant.
can possibly be traded off against other Important considerations. It can be traded against other Important items, such that a Venue
that meets more of these criteria is on the whole more preferable
than another that meets less of these criteria. Requirements
classed as Important can also be balanced across Venue selections
for multiple meetings.
Desired: Desired:
We would very much like to meet this requirement, but the failure We would very much like to meet this requirement, but the failure
to meet it will not disqualify a Venue. to meet it will not disqualify a Venue.
2. Venue Selection Objectives 2. Venue Selection Objectives
2.1. Core Values 2.1. Core Values
The IETF has some core values that pervade the selection process. Some IETF values pervade the selection process. These often are
The values are not limited to the following, but at minimum include applicable to multiple requirements listed in this document. They
them. are not limited to the following, but at minimum include:
Why do we meet? Why do we meet?
We meet to pursue the IETF's mission [RFC3935], partly by We meet to pursue the IETF's mission [RFC3935], partly by
advancing the development of Internet-Drafts and RFCs. We also advancing the development of Internet-Drafts and RFCs. We also
seek to facilitate attendee participation in multiple topics and seek to facilitate attendee participation in multiple topics and
to enable cross-pollination of ideas and technologies. 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
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 Facility 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, at the meeting Facility, to available at high enough data rates, at the meeting Facility, to
support our work, including the support of remote participation. support our work, including the support of remote participation.
[MeetingNet] [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 Facility.
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 participation 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 minimize travel alternatives for food and lodging, and which minimize travel
segments from major airports to the Venue. Within reason, budget segments from major airports to the Venue. Within reason, budget
should not be a barrier to accommodation. should not be a barrier to accommodation.
Least Astonishment:
Regular participants should not be surprised by meeting Venue
selections, particularly when it comes to locales. It should be
possible for the community to engage early to express its views on
prospective selections, so that the community, IAOC, and IAD can
exchange views as to appropriateness long before a venue contract
is considered.
2.2. Venue Selection Non-Objectives 2.2. Venue Selection Non-Objectives
IETF meeting Venues are not selected or declined with the explicit IETF meeting Venues are not selected or declined with the explicit
purposes of: purposes of:
Politics: Politics:
Endorsing or condemning particular countries, political paradigms, Endorsing or condemning particular countries, political paradigms,
laws, regulations, or policies. laws, regulations, or policies.
Maximal attendance: Maximal attendance:
skipping to change at page 6, line 13 skipping to change at page 6, line 8
important to resist this temptation: a larger meeting in which key important to resist this temptation: a larger meeting in which key
contributors could not make it is not a better meeting; neither is contributors could not make it is not a better meeting; neither is
one with a lot of "tourists". one with a lot of "tourists".
Tourism: Tourism:
Variety in site-seeing experiences. 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 following list is not in any particular order, but
but includes the committee's major considerations. includes the 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 might not have a single hotel perfect venues. For example, a site might not have a single hotel
that can accommodate a significant number of the attendees of a that can accommodate a significant number of the attendees of a
typical IETF. That doesn't disqualify it, but it might reduce its typical IETF. That doesn't disqualify it, but it might reduce its
desirability in the presence of an alternative that does. desirability in the presence of an alternative that does provide that
single hotel.
Many of the evaluation criteria are subjective. This might even be Some evaluation criteria are subjective. For this reason, the IAOC
the case for criteria labeled as "Mandatory". For this reason, the and Meetings Committee will specifically review, and affirm to their
IAOC and Meetings Committee will specifically review, and affirm to satisfaction, that all "Mandatory" labeled criteria are satisfied by
their satisfaction, that all "Mandatory" labeled criteria are a particular Venue, as part of the process defined below in
satisfied by a particular Venue, as part of the process defined below Section 5.
in Section 5.
Three terms describe the places for which the IETF contracts Three terms describe the places for which the IETF contracts
services: services:
Venue: Venue:
This is an umbrella term for the city, meeting resources and guest This is an umbrella term for the city, meeting resources and guest
room resources. room resources.
Facility: Facility:
These contain meeting rooms and associated resources, and possibly These contain meeting rooms and associated resources, and possibly
also contain hotel rooms. also contain hotel rooms.
IETF Hotels: IETF Hotels:
One or more hotels, in close proximity to the Facility, where the One or more hotels, in close proximity to the Facility, where the
primary IETF guest room allocations are negotiated and IETF SSIDs IETF guest room allocations are negotiated and IETF SSIDs are in
are in use. use.
Headquarters Hotel:
The hotel designated as primary for the IETF meeting. It include
IETF SSIDs for networking, might be adjoining -- or even contain
-- the meeting Facility -- and typically has the bulk of the hotel
room allocations.
3.1. Venue City Criteria 3.1. Venue City Criteria
These concern basic aspects of a candidate city: These concern basic aspects of a candidate city:
+------------------------------------------------------+------------+ +------------------------------------------------------+------------+
| Criteria | Required | | Criteria | Required |
+------------------------------------------------------+------------+ +------------------------------------------------------+------------+
| Consultation with the IETF Community has not | "Mandatory |
| produced concerns sufficient to disqualify the | " |
| Venue. | |
+------------------------------------------------------+------------+
| Travel to the Venue is acceptable based on cost, | "Mandatory | | Travel to the Venue is acceptable based on cost, | "Mandatory |
| time, and burden for participants traveling from | " | | time, and burden for participants traveling from | " |
| multiple regions. It is anticipated that the burden | | | multiple regions. It is anticipated that the burden | |
| borne will be generally shared over the course of | | | borne will be generally shared over the course of | |
| multiple years. | | | multiple years. | |
+------------------------------------------------------+------------+ +------------------------------------------------------+------------+
| The Venue is assessed as favorable for obtaining a | "Mandatory | | The Venue is assessed as favorable for obtaining a | "Mandatory |
| host and sponsors. That is, the Meeting is in a | " | | host and sponsors. That is, the Meeting is in a | " |
| location and at a price that it is possible and | | | location and at a price that it is possible and | |
| probable to find a host and sponsors. | | | probable to find a host and sponsors. | |
+------------------------------------------------------+------------+ +------------------------------------------------------+------------+
| It is possible to enter into a multi-event contract | "Desired" | | It is possible to enter into a multi-event contract | "Desired" |
| with the Venue to optimize meeting and attendee | | | with the Venue to optimize meeting and attendee | |
| benefits, i.e., reduce administrative costs and | | | benefits, i.e., reduce administrative costs and | |
| reduce direct attendee costs, will be considered a | | | reduce direct attendee costs, will be considered a | |
| positive factor. Such a contract can be considered | | | positive factor. Such a contract can be considered | |
| after at least one IETF meeting has been held at the | | | after at least one IETF meeting has been held at the | |
| Venue. | | | Venue. | |
+------------------------------------------------------+------------+ +------------------------------------------------------+------------+
| Travel barriers to entry, e.g., visa requirements | "Mandatory | | Travel barriers to entry, e.g., visa requirements | "Mandatory |
| that can limit participation, are acceptable to the | " | | that can limit participation, are acceptable. | " |
| IETF community. | |
+------------------------------------------------------+------------+ +------------------------------------------------------+------------+
| Economic, safety, and health risks associated with | "Mandatory | | Economic, safety, and health risks associated with | "Mandatory |
| this Venue are acceptable to the IETF community. | " | | this Venue are acceptable. | " |
+------------------------------------------------------+------------+ +------------------------------------------------------+------------+
| Available travel issue assessments -- such as <https | "Mandatory | | Available travel issue assessments -- such as <https | "Mandatory |
| ://travel.state.gov/content/passports/en/country.htm | " | | ://travel.state.gov/content/passports/en/country.htm | " |
| l> -- have been pointed out the IETF community. | | | l> -- have been pointed out the IETF community. | |
| [[Editor's Note: This mostly concerns assessing the | | | [[Editor's Note: This mostly concerns assessing the | |
| problems getting visa's and making the assessment 3 | | | problems getting visa's and making the assessment 3 | |
| years in advance. What can we do that is meaningful? | | | years in advance. What can we do that is meaningful? | |
| Also, are there better citations to include? /d]] | | | Also, are there better citations to include? /d]] | |
+------------------------------------------------------+------------+ +------------------------------------------------------+------------+
3.2. Basic Venue Criteria 3.2. Basic Venue Criteria
The IETF operates as an international organisational and adjusts to The IETF operates as an international organisational and adjusts to
local requirements. Facilities selected for IETF Meetings conform local requirements. Facilities selected for IETF Meetings conform
with local health, safety and accessibility laws and regulations. A with local health, safety and accessibility laws and regulations. A
useful discussion of related considerations in evaluating this useful discussion of related considerations in evaluating this
criterion is at: <http://www.sigaccess.org/welcome-to- criterion is at: <http://www.sigaccess.org/welcome-to-
sigaccess/resources/accessible-conference-guide/> sigaccess/resources/accessible-conference-guide/>
Editor's Note: In the spirit of the 'international' focus, we need
a comprehensive document that is similar to the one cited, but *** Editor's Note ***
without a national focus. The current reference is US-specific. In the spirit of the 'international' focus, we need a
/d comprehensive document that is similar to the one cited, but
without a national focus. The current reference is US-
specific. /d
In addition: In addition:
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| Criteria | Required | | Criteria | Required |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The Facility is adequate in size and layout to | "Mandatory" | | The Facility is adequate in size and layout to | "Mandatory" |
| accommodate the meeting and foster participant | | | accommodate the meeting and foster participant | |
| interaction. | | | interaction. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
skipping to change at page 9, line 10 skipping to change at page 9, line 10
| disabilities. | | | disabilities. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
3.3. Technical Services and Operations Criteria 3.3. Technical Services and Operations Criteria
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| Criteria | Required | | Criteria | Required |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The Facility's support technologies and services -- | "Mandatory" | | The Facility's support technologies and services -- | "Mandatory" |
| network, audio-video, etc. -- are sufficient for | | | network, audio-video, etc. -- are sufficient for | |
| the anticipated activities at the meeting, or the | | | the anticipated activities at the meeting, or the | |
| Venue is willing to add such infrastructure or | | | Facility is willing to add such infrastructure or | |
| these support technologies and services might be | | | these support technologies and services might be | |
| provided by a third party, all at no -- or at an | | | provided by a third party, all at no -- or at an | |
| acceptable -- cost to the IETF. | | | acceptable -- cost to the IETF. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The Facility directly provides, or permits and | "Mandatory" | | The Facility directly provides, or permits and | "Mandatory" |
| facilitates, the delivery of a high performance, | | | facilitates, the delivery of a high performance, | |
| robust, unfiltered and unmodified IETF Network. | | | robust, unfiltered and unmodified IETF Network. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The IETF Hotel(s) directly provide, or else permit | "Mandatory" | | The IETF Hotel(s) directly provide, or else permit | "Mandatory" |
| and facilitate, the delivery of a high performance, | | | and facilitate, the delivery of a high performance, | |
skipping to change at page 10, line 8 skipping to change at page 10, line 8
| unfiltered Internet service for the public areas | | | unfiltered Internet service for the public areas | |
| and guest rooms; this service is included in the | | | and guest rooms; this service is included in the | |
| cost of the room. | | | cost of the room. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
3.4. Lodging Criteria 3.4. Lodging Criteria
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| Criteria | Required | | Criteria | Required |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The IETF Hotel(s) are within close proximity to | "Mandatory" | | The IETF Hotel(s) are within close proximity to | "Mandatory" |
| each other and the Venue. | | | each other and the Facility. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The guest rooms at the IETF Hotel(s) are sufficient | "Mandatory" | | The guest rooms at the IETF Hotel(s) are sufficient | "Mandatory" |
| in number to house 1/3 or more of projected meeting | | | in number to house 1/3 or more of projected meeting | |
| attendees. | | | attendees. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| Overflow Hotels can be placed under contract, | "Mandatory" | | Overflow Hotels can be placed under contract, | "Mandatory" |
| within convenient travel time of the Venue and at a | | | within convenient travel time of the Facility and | |
| variety of guest room rates. | | | at a variety of guest room rates. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The Venue environs include budget hotels within | "Mandatory" | | The Venue environs include budget hotels within | "Mandatory" |
| convenient travel time, cost, and effort. | | | convenient travel time, cost, and effort. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The IETF Hotel(s) permit easy wheelchair access. | "Mandatory" | | The IETF Hotel(s) permit easy wheelchair access. | "Mandatory" |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The IETF Hotel(s) are accessible by people with | "Important" | | The IETF Hotel(s) are accessible by people with | "Important" |
| disabilities. | | | disabilities. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The IETF Hotel should have a social space that | "Desired" | | The IETF Headquarters Hotel has a space for use as | "Important" |
| serves as a lounge, conducive to planned and | | | a lounge, conducive to planned and accidental | |
| accidental meetings and chatting, as well as | | | meetings and chatting, as well as working online. | |
| working online. This is often an open bar, | | | There are tables with seating, convenient for small | |
| restaurant, or seating area, preferably on the | | | meetings with laptops. The can be at an open bar or | |
| ground/entrance floor, but can also be a meeting | | | casual restaurant. Preferably the lounge area is on | |
| room, arranged to facilitate communal interaction | | | the path between the meeting rooms and the hotel | |
| among attendees. | | | entrance, and is available all day and night. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
3.5. Food and Beverage Criteria 3.5. Food and Beverage Criteria
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| Criteria | Required | | Criteria | Required |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The Venue environs, which includes both onsite, as | "Mandatory" | | The Venue environs, which includes both onsite, as | "Mandatory" |
| well as areas within a reasonable walking distance | | | well as areas within a reasonable walking distance | |
| or conveniently accessible by a short taxi, bus, or | | | or conveniently accessible by a short taxi, bus, or | |
| subway ride, have convenient and inexpensive | | | subway ride, have convenient and inexpensive | |
| choices for meals that can accommodate a wide range | | | choices for meals that can accommodate a wide range | |
| of dietary requirements. | | | of dietary requirements. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The Venue environs include grocery shopping that | "Important" | | The Venue environs include grocery shopping that | "Important" |
| will accommodate a wide range of dietary | | | will accommodate a wide range of dietary | |
| requirements, within a reasonable walking distance, | | | requirements, within a reasonable walking distance, | |
| or conveniently accessible by a short taxi, bus, or | | | or conveniently accessible by a short taxi, bus, or | |
| subway ride. | | | subway ride, from the Facility and IETF Hotels. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| A range of attendee's health-related and religion- | "Mandatory" | | A range of attendee's health-related and religion- | "Mandatory" |
| related dietary requirements can be satisfied with | | | related dietary requirements can be satisfied with | |
| robust and flexible onsite service or through | | | robust and flexible onsite service or through | |
| access to an adequate grocery. | | | access to an adequate grocery. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
4. Venue Selection Roles 4. Venue Selection Roles
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. IETF Participants
While perhaps obvious, it is important to note that IETF meetings While perhaps obvious, it is important to note that IETF meetings
serve all those who contribute to the work of the IETF. This serve all those who contribute to the work of the IETF. This
includes those who attend meetings, from newcomer to frequent includes those who attend meetings in person, from newcomer to
attendee, to those who participate remotely, as well as those who do frequent attendee, to those who participate remotely, as well as
not attend but contribute to new RFCs. Potential new contributors those who do not attend but contribute to new RFCs. Potential new
are also considered in the process. contributors are also considered in the process.
Participants have a responsibility to express their views about
venues early and often, by responding to surveys or other
solicitations from the IAD or IAOC, and by initiating fresh input as
the Participant becomes aware of changes in venues that have been
reviews. This permits those responsible for venue selection to be
made aware of concerns relating to particular locations well in
advance of having entered into contract discussions.
IETF consensus, with respect to this meeting Venue selection process IETF consensus, with respect to this meeting Venue selection process
is 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 or to be reported as 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) comprises the IETF The Internet Engineering Steering Group (IESG) comprises the IETF
Area Directors and the IETF Chair. Along with the IAB, the IESG is Area Directors and the IETF Chair. Along with the IAB, the IESG is
skipping to change at page 12, line 37 skipping to change at page 12, line 44
revenues revenues
ISOC also provides accounting services, such as invoicing and monthly ISOC also provides accounting services, such as invoicing and monthly
financial statements. financial statements.
4.4. IETF Administrative Oversight Committee 4.4. IETF Administrative Oversight Committee
The IETF Administrative Oversight Committee (IAOC) has the The IETF Administrative Oversight Committee (IAOC) has the
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. In
cooperation with the IAD, the IAOC takes necessary actions to ensure
that it is aware of participant concerns about particular venues as
early in the process as is feasible.
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. The IAD takes appropriate actions
to solicit community input regarding both retrospective and
prospective feedback from participants.
4.6. IETF Administrative Director 4.6. IETF Administrative Director
The IETF Administrative Director (IAD) coordinates and supports the The IETF Administrative Director (IAD) coordinates and supports the
activities of the IETF Secretariat, the IAOC Meetings Committee and activities of the IETF Secretariat, the IAOC Meetings Committee and
the IAOC to ensure the timely execution of the meeting process. This the 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. The meetings budget is coordinating contract execution with ISOC. The meetings budget is
managed by the IAD. managed by the IAD.
skipping to change at page 14, line 10 skipping to change at page 14, line 25
to the Meetings Committee for further review. Meetings Committee to the Meetings Committee for further review. Meetings Committee
makes a recommendation to the IAOC of investigated/target cities makes a recommendation to the IAOC of investigated/target cities
to consider further as well as issues identified and the results to consider further as well as issues identified and the results
of research conducted. of research conducted.
5.2. Consultation 5.2. Consultation
Preliminary question: Preliminary question:
a. The IAOC asks the community whether there are any barriers to a. The IAOC asks the community whether there are any barriers to
holding a successful meeting in any of the target cities. holding a successful meeting in any of the target cities in the
Community responses are reviewed and concerns investigated. set.
b. On a public web page, the IAOC lists all candidate cities, when b. Community responses are reviewed and concerns investigated by the
community input was solicited, and a summarization of the review Meetings Committee. The results together with recommendations
results. for whether each city should be considered as a potential meeting
location is provided to the IAOC.
c. The IAOC then provides a list of vetted cities to the Meetings c. The IAOC identifies which cities are to be considered as a
Committee to pursue as potential meeting locations. potential meeting location.
d. On a public web page, the IAOC lists all candidate cities, when
community input was solicited, and if a city is to be considered
as a potential meeting location.
e. The Meetings Committee pursues potential meeting locations based
on the posted list of cities that have been identified as a
potential meeting locations.
5.3. Qualification 5.3. Qualification
Visit: 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.
skipping to change at page 15, line 28 skipping to change at page 16, line 5
to identify possible new barriers to holding a successful meeting to identify possible new barriers to holding a successful meeting
in the contracted city and provides findings to the IAOC. in the contracted city and provides findings to the 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 Flow if significant risk is identified, the Contingency Planning Flow
Chart (<https://iaoc.ietf.org/meetings-committee/venue- Chart (<https://iaoc.ietf.org/meetings-committee/venue-
selection.html>) is followed, if current risk is not significant, selection.html>) is followed, if current risk is not significant,
the situation is monitored through the meeting to ensure there is the situation is monitored through the meeting to ensure there is
no significant change. no significant change.
6. Text carried forward 6. IANA Considerations
This document is being reorganized along an outline proposed by
Alissa Cooper. In preceding sections, her comment is made explicit.
That is intended to be removed when the reorganization is complete.
Text in this section is left over and will potentially be moved to
preceding sections.
6.1. Venue Selection Process
The process of selecting a Venue is described below and is based on
<https://iaoc.ietf.org/venue-selection.html>.
6.1.1. Venue Selection Principles
heading paragraph moved to Section 2.
Who are we? We are computer scientists, engineers, network
operators, academics, and other interested parties sharing the
goal of making the Internet work better. At this time, the vast
majority of attendees come from North America, Western and Central
Europe, and Eastern Asia. We also have participants from other
regions.
Why do we meet? Moved to Section 2.
Where do we meet? moved to Section 2.1
Inclusiveness: Moved to Section 2.1.
Internet Access: Moved to Section 2.1.
Focus: Moved to Section 2.1.
Economics: Moved to Section 2.1.
Political considerations: moved to Section 2.2 and reworded per
Alissa's suggested text.
6.1.2. Venue Selection Objectives
Venues for meetings are selected to advance the objectives of the
IETF, which are discussed in <https://www.ietf.org/about/
mission.html>. The IAOC's supporting objectives include:
o Advancing standards development
o Facilitating participation by active contributors
o Sharing the travel pain; balancing travel time and expense across
the regions from where IETF participants are based.
o Encouraging new contributors
o Generating funds to support IETF operations in support of
standards development, including the Secretariat, IASA, and the
RFC Editor.
There is an explicit intent to rotate meeting locations equally among
several places in accordance with IETF policy. However, a consistent
balance is sometimes difficult to achieve. The IAOC has an objective
of setting the Regions 4 years in advance, meeting in Europe, North
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
IESG, <https://iaoc.ietf.org/minutes/2010-11-10-iaoc-minutes.txt>,
and is further discussed in [I-D.krishnan-ietf-meeting-policy]. The
reason for the multi-year timeframe is maximization of opportunities;
the smaller the time available to qualify and contract a conference
Venue, the more stress imposed on the qualification process, and the
greater the risk of not finding a suitable Venue or paying more for
it.
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
non-targeted region replaces a visit to one of the regions during
that year.
The IETF chair drives selection of "*" locations, i.e., venues
outside the usual regions, and requires community input. These
selections usually arise from evidence of growing interest and
participation in the new region. Expressions of interest from
possible hosts also factor into the meeting site selection process,
for any meeting.
Increased participation in the IETF from those other regions,
electronically or in person, could result in basic changes to the
overall pattern, and we encourage those who would like for that to
occur to encourage participation from those regions.
6.1.3. Venue Selection Criteria
Heading text moved to Section 3.
6.1.3.1. Venue City Considerations
o Consideration will be given to whether it makes sense 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. [Would be nice]
6.1.3.2. Basic Venue Criteria
o moved to Section 3.2
o The Facility and Hotels can be put under contract. The subsequent
failure to put a selected Venue under contract will result in a
re-evaluation of the venues and selection for the meeting.
[Mandatory]
6.1.4. Venue Selection Phases
6.1.5. Experience Notes
a. The foregoing process works with reasonable certainty in North
America and Europe.
b. Experience to date for Asia and Latin America is that contracts
take longer and often will not be executed more than two years in
advance of the meeting. While the IETF will have the first
option for the dates, for reasons not completely understood
contracts won't be executed.
6.2. Transparency
BCP 101 requires transparency in IASA process and contracts, and
thereby of the meetings committee. BCP 101 also states that the IAOC
approves what information is to remain confidential. Therefore any
information produced by the meetings committee or related to meetings
that individuals believe is confidential, e.g., venue contracts, must
be confirmed to be confidential by the IAOC.
7. 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. 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, Alissa
Cooper. It was discussed on mtgvenue@ietf.org. Cooper, Eliot Lear, and other participants in the MtgVenue working
group.
11. References
11.1. Normative References 10. References
[I-D.krishnan-ietf-meeting-policy] 10.1. Normative References
Krishnan, S., "High level guidance for the meeting policy
of the IETF", draft-krishnan-ietf-meeting-policy-01 (work
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.
[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>.
skipping to change at page 19, line 19 skipping to change at page 17, line 5
[RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for [RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for
IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371, IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371,
January 2006, <http://www.rfc-editor.org/info/rfc4371>. January 2006, <http://www.rfc-editor.org/info/rfc4371>.
[RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF [RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF
Administrative Oversight Committee (IAOC) Members", Administrative Oversight Committee (IAOC) Members",
BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015, BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015,
<http://www.rfc-editor.org/info/rfc7691>. <http://www.rfc-editor.org/info/rfc7691>.
11.2. Informative References 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.
[RFC3935] Alvestrand, H., "A Mission Statement for the IETF", [RFC3935] Alvestrand, H., "A Mission Statement for the IETF",
BCP 95, RFC 3935, October 2004. BCP 95, RFC 3935, October 2004.
Appendix A. Change Log Appendix A. Change Log
skipping to change at page 20, line 15 skipping to change at page 17, line 49
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 mtgvenue 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 2016-11-16 Extensive editorial, format and polishing pass. A few
substance changes, including food section. substance changes, including food section.
2016-11-30 Additions based on working group meeting and off-list 2016-11-30 Additions based on working group meeting and off-list
discussions; more editorial and format hacking. discussions; more editorial and format hacking.
2016-12-24 Various clarifying bits to provide some glue between the
high-level 'objectives' and the detailed criteria and roles, per
suggestions fronm Lear. Editorial changes, per 12/27 response to
Cooper. Refined uses of 'facility' and 'venue', per 12/4 response
to Carpenter; also added Carpenter 'lounge' text. Moved community
consultation to a separate criterion; removed 'acceptable to the
IETF Community from the 2 entries that had it. Removed Post-
Seroul Revisions and Text Carried Forward.
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
skipping to change at page 21, line 4 skipping to change at page 18, line 40
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 (editor) Fred Baker (editor)
Santa Barbara, California 93117
USA
Email: FredBaker.IETF@gmail.com Email: FredBaker.IETF@gmail.com
 End of changes. 50 change blocks. 
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