draft-ietf-mtgvenue-iaoc-venue-selection-process-04.txt   draft-ietf-mtgvenue-iaoc-venue-selection-process-05.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: July 2, 2017 Association Management Solutions Expires: September 13, 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.
December 29, 2016
E. Lear, Ed.
Cisco Systems GmbH
March 12, 2017
IETF Plenary Meeting Venue Selection Process IETF Plenary Meeting Venue Selection Process
draft-ietf-mtgvenue-iaoc-venue-selection-process-04 draft-ietf-mtgvenue-iaoc-venue-selection-process-05
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 48
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 July 2, 2017. This Internet-Draft will expire on September 13, 2017.
Copyright Notice Copyright Notice
Copyright (c) 2016 IETF Trust and the persons identified as the Copyright (c) 2017 IETF Trust and the persons identified as the
document authors. All rights reserved. document authors. All rights reserved.
This document is subject to BCP 78 and the IETF Trust's Legal This document is subject to BCP 78 and the IETF Trust's Legal
Provisions Relating to IETF Documents Provisions Relating to IETF Documents
(http://trustee.ietf.org/license-info) in effect on the date of (http://trustee.ietf.org/license-info) in effect on the date of
publication of this document. Please review these documents publication of this document. Please review these documents
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
skipping to change at page 2, line 29 skipping to change at page 2, line 29
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. Requirements Language . . . . . . . . . . . . . . . . . . 3
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 . . . . . . . . . . . . . . . . . . . 7
3.2. Basic Venue Criteria . . . . . . . . . . . . . . . . . . 7 3.2. Basic Venue Criteria . . . . . . . . . . . . . . . . . . 8
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. IETF Participants . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . 13 4.5. IETF Administrative Support Activity . . . . . . . . . . 13
4.6. IETF Administrative Director . . . . . . . . . . . . . . 13 4.6. IETF Administrative Director . . . . . . . . . . . . . . 13
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5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 14 5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 14
5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 15 5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 15
5.5. Final Check . . . . . . . . . . . . . . . . . . . . . . . 15 5.5. Final Check . . . . . . . . . . . . . . . . . . . . . . . 15
6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 16 6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 16
7. Security Considerations . . . . . . . . . . . . . . . . . . . 16 7. Security Considerations . . . . . . . . . . . . . . . . . . . 16
8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 16 8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 16
9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 16 9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 16
10. References . . . . . . . . . . . . . . . . . . . . . . . . . 16 10. References . . . . . . . . . . . . . . . . . . . . . . . . . 16
10.1. Normative References . . . . . . . . . . . . . . . . . . 16 10.1. Normative References . . . . . . . . . . . . . . . . . . 16
10.2. Informative References . . . . . . . . . . . . . . . . . 17 10.2. Informative References . . . . . . . . . . . . . . . . . 17
Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 17 Appendix A. Site Qualification Visit Checklist . . . . . . . . . 17
Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 18 Appendix B. Contingency Planning Flow Chart . . . . . . . . . . 23
Appendix C. Change Log . . . . . . . . . . . . . . . . . . . . . 24
Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 25
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.
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It can be traded against other Important items, such that a Venue It can be traded against other Important items, such that a Venue
that meets more of these criteria is on the whole more preferable that meets more of these criteria is on the whole more preferable
than another that meets less of these criteria. Requirements than another that meets less of these criteria. Requirements
classed as Important can also be balanced across Venue selections classed as Important can also be balanced across Venue selections
for multiple meetings. 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.
While this document uses these terms and these meanings, it remains
the responsibility of the IAOC to apply their best judgment. The
IAOC accepts input and feedback both during the consultation process
and later (for instance when there are changes in the situation at a
chosen location). Any appeals remain subject to the provisions of
BCP101 [RFC4071].
2. Venue Selection Objectives 2. Venue Selection Objectives
2.1. Core Values 2.1. Core Values
Some IETF values pervade the selection process. These often are Some IETF values pervade the selection process. These often are
applicable to multiple requirements listed in this document. They applicable to multiple requirements listed in this document. They
are not limited to the following, but at minimum include: 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
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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. "Unfiltered
reached using encrypted VPNs from the meeting Facility and Hotels, access" in this case means that all forms of communication are
including overflow hotels. We also need open network access allowed. This includes, but is not limited to, access to
available at high enough data rates, at the meeting Facility, to corporate networks via encrypted VPNs from the meeting Facility
support our work, including the support of remote participation. and Hotels, including overflow hotels. We also need open network
[MeetingNet] access available at high enough data rates, at the meeting
Facility, to support our work, including the support of remote
participation. Beyond this, we are the first users of our own
technology. Any filtering may cause a problem with that
technologiy's development.[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 Facility. as a meeting Facility.
Economics: Economics:
Meeting attendees participate as individuals. While many are Meeting attendees participate as individuals. While many are
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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: Least Astonishment and Openness:
Regular participants should not be surprised by meeting Venue Regular participants should not be surprised by meeting Venue
selections, particularly when it comes to locales. It should be selections, particularly when it comes to locales. To avoid
surprise, the venue selection process, as with all other IETF
processes, should be as open as practicable. It should be
possible for the community to engage early to express its views on possible for the community to engage early to express its views on
prospective selections, so that the community, IAOC, and IAD can prospective selections, so that the community, IAOC, and IAD can
exchange views as to appropriateness long before a venue contract exchange views as to appropriateness long before a venue contract
is considered. 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:
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| ://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 internationally and adjusts to local requirements.
local requirements. Facilities selected for IETF Meetings conform Facilities selected for IETF Meetings conform with local health,
with local health, safety and accessibility laws and regulations. A safety and accessibility laws and regulations. A useful discussion
useful discussion of related considerations in evaluating this of related considerations in evaluating this criterion is at:
criterion is at: <http://www.sigaccess.org/welcome-to- <http://www.sigaccess.org/welcome-to-sigaccess/resources/accessible-
sigaccess/resources/accessible-conference-guide/> conference-guide/>
*** Editor's Note *** *** Editor's Note ***
In the spirit of the 'international' focus, we need a In the spirit of the 'international' focus, we need a
comprehensive document that is similar to the one cited, but comprehensive document that is similar to the one cited, but
without a national focus. The current reference is US- without a national focus. The current reference is US-
specific. /d specific. /d
In addition: In addition:
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
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charter of the committee is at: <https://iaoc.ietf.org/ charter of the committee is at: <https://iaoc.ietf.org/
committees.html#meetings>. committees.html#meetings>.
Membership in the Meetings Committee is at the discretion of the Membership in the Meetings Committee is at the discretion of the
IAOC; it includes an IAOC appointed chair, the IETF Administrative IAOC; it includes an IAOC appointed chair, the IETF Administrative
Director (IAD), IAOC members, representatives from the Secretariat, Director (IAD), IAOC members, representatives from the Secretariat,
and interested members of the community. and interested members of the community.
5. Venue Selection Steps 5. Venue Selection Steps
The following is a guideline sequence for identifying and contracting The following is a guideline sequence states the current practice as
a Venue. it should be today for identifying and contracting a Venue. Such
guidelines will likely need to evolve over time. The IAOC may change
these guidelines when needed by publishing updated guidelines and
following the normal IETF consensus process.
5.1. Identification 5.1. Identification
Four years out, a process identifies cities that might be candidates Four years out, a process identifies cities that might be candidates
for meetings: for meetings:
a. The IAOC selects regions and dates for meetings. a. The IAOC selects regions and dates for meetings.
b. A list of target cities per region is provided to the b. A list of target cities per region is provided to the
Secretariat, with host preferences, if known. Secretariat, with host preferences, if known.
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a. Secretariat assesses "vetted" target cities to determine a. Secretariat assesses "vetted" target cities to determine
availability and conformance to criteria. availability and conformance to criteria.
b. Meetings Committee approves potential cities for site b. Meetings Committee approves potential cities for site
qualification visit. qualification visit.
c. Site qualification visits are arranged by Secretariat and c. Site qualification visits are arranged by Secretariat and
preliminary negotiations are undertaken with selected potential preliminary negotiations are undertaken with selected potential
sites. sites.
d. Site qualification visit is conducted using the checklist from d. Site qualification visit is conducted using the checklist along
<https://iaoc.ietf.org/meetings-committee/venue-selection.html>; the lines of what is included in Appendix A; the site visit team
the site visit team prepares a site report and discusses it with prepares a site report and discusses it with the Meetings
the Meetings Committee. Committee.
5.4. Negotiation 5.4. Negotiation
2.75 - 3 years out, initiate contract negotiations: 2.75 - 3 years out, initiate contract negotiations:
a. The Meetings Committee reviews the Venue options based on Venue a. The Meetings Committee reviews the Venue options based on Venue
selection criteria and recommends a Venue to the IAOC. Only selection criteria and recommends a Venue to the IAOC. Only
options that meet all Mandatory labeled criteria might be options that meet all Mandatory labeled criteria might be
recommended. recommended.
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~3 Months prior to the Meeting, the site is checked for continued ~3 Months prior to the Meeting, the site is checked for continued
availability and conformance to expectations. availability and conformance to expectations.
a. Secretariat reviews current status of the contracted meeting a. Secretariat reviews current status of the contracted meeting
location to confirm there is no change in the location status and location to confirm there is no change in the location status and
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 (see Appendix B) is followed, if current risk is not
selection.html>) is followed, if current risk is not significant, significant, the situation is monitored through the meeting to
the situation is monitored through the meeting to ensure there is ensure there is no significant change.
no significant change.
6. IANA Considerations 6. IANA Considerations
This memo asks the IANA for no new parameters. This memo asks the IANA for no new parameters.
7. Security Considerations 7. Security Considerations
This note proposes no protocols, and therefore no new protocol This note proposes no protocols, and therefore no new protocol
insecurities. insecurities.
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10.2. 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. Site Qualification Visit Checklist
This section is based on the PreQualification RFP, dated January 23,
2016, which is available at <https://iaoc.ietf.org/meetings-
committee/venue-selection.html>. The contents of the link may be
changed as needed.
Prequalification Specification
+----------------+-------------------+----------+-------------------+
| Meeting Dates: | _________________ | Contact: | _________________ |
+----------------+-------------------+----------+-------------------+
| City: | _______________ | Phone: | _______________ |
+----------------+-------------------+----------+-------------------+
| Venue | _______________ | Email: | _______________ |
| Considered: | | | |
+----------------+-------------------+----------+-------------------+
Meeting Space Requirements:
+------------+--------+-------+---------+---------+---------+-------+
| Purpose | Space | sf/sm | Room As | Daily | Days + | Total |
| | Requir | | signed | Rate + | (set- | Price |
| | ed / | | | (set-up | up) | |
| | Set | | | rate) | | |
+------------+--------+-------+---------+---------+---------+-------+
| Registrati | 1200 / | 13,50 | Reg | | 6 + (1) | |
| on / | custom | 0 / | areas | | | |
| Breaks** | | 1254 | or | | | |
| | | | foyers | | | |
+------------+--------+-------+---------+---------+---------+-------+
| NOC | 25 / | 1200 | | | 8 + (5) | |
| | conf | / 111 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Terminal | 75 / | 1350 | | | 7 + (1) | |
| Room | class | / 125 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Storage | | 350 / | | | 6 + (4) | |
| (if Reg < | | 33 | | | | |
| 1000sf) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Plenary * | 900 / | 8500 | | | 2 | |
| | theatr | / 790 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 1 | 80 / t | 800 / | | | 6 | |
| | heatre | 74 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 2 | 100 / | 1000 | | | 6 | |
| | theatr | / 93 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 3 | 100 / | 1000 | | | 6 | |
| | theatr | / 93 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 4 | 150 / | 1400 | | | 6 | |
| | theatr | / 130 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 5 | 150 / | 1400 | | | 7 | |
| | theatr | / 130 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 6 | 200 / | 1900 | | | 7 | |
| | theatr | / 177 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 7 | 250 / | 2400 | | | 6 | |
| | theatr | / 223 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 8 | 300 / | 2800 | | | 6 | |
| | theatr | / 260 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Office 1 R | 10 / | 1000 | | | 6 + (4) | |
| egistratio | conf | / 93 | | | | |
| n | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 1 | 8 / | 350 / | | | 6 | |
| (IAB) | conf | 33 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 2 | 20 / | 900 / | | | 6 | |
| (ISOC1) | conf | 84 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 3 | 20 / | 900 / | | | 6 | |
| (ISOC2) | conf | 84 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 4 | 15 / | 650 / | | | 6 | |
| (IAOC / | conf | 60 | | | | |
| IAD) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 5 | 15 / | 650 / | | | 6 | |
| (NC) | conf | 60 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 6 | Nov 5 | 150 / | | | 6 | |
| (NC IV) | / conf | 14 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 7 | 40 / u | 1550 | | | 7 | |
| (40U) | -shape | / 144 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 8 | 20 / u | 950 / | | | 6 | |
| (20U) | -shape | 88 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 9 | 16 / | 800 / | | | 6 | |
| (IESG) | conf | 74 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Postel | 40 / | 400 / | | | 1 | |
| Rec | rec | 37 | | | | |
| (WedPM) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: AC (Fri | 70 / | 1700 | | | 1 | |
| PM) | custom | / 158 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: BoT | 70 / | 1700 | Same as | | 2 | |
| (Sat / | custom | / 158 | AC | | | |
| Sun) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Bot | 40 / b | 550 / | | | 2 | |
| Lunch (Sat | anquet | 51 | | | | |
| / Sun) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Brfg | 150 / | 1400 | Same as | | 1 | |
| Panel (Tue | theatr | / 130 | BO4 | | | |
| lunch) | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Rec / | 50 / | 700 / | | | 1 | |
| Dinner | rec / | 65 | | | | |
| (Fri) | ban | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Fellows | 70 / | 900 / | | | 1 | |
| Dinner | rec / | 84 | | | | |
| | ban | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Lounge | 50 / | 600 / | | | 5 | |
| | lounge | 56 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Companion | 20 / | 200 / | | | 1 | |
| Rec | rec | 19 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Newcomers | 300 / | 2500 | | | 1 | |
| Rec | rec | / 232 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Welcome | 800 / | 6400 | | | 1 | |
| Rec | rec | / 595 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Hackathon | 200 / | 3000 | | | 2 + (1) | |
| | class | / 279 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Bits n | 700 / | 7000 | | | 2 | |
| Bytes | rec | / 650 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
* Breakouts 6 +7+8 (or some combination thereof) to be used as the
Plenary as Plenary and Breakouts do not run simultaneously
** Additional space required, not included in total meeting space
Note: Prices quoted are those that will apply on the dates of the
event and include all tax, services and fees
Accomodation:
+-------+------+------+----------+-------+-------+----------+-------+
| Day/D | Tota | Desi | Primary | Rate* | Desir | Overflow | Rate |
| ate | l Ro | red | Hotel Av | Prima | ed | Hotel Av | * Ove |
| | oms | Room | ailabili | ry | Rooms | ailabili | rflow |
| | Requ | s at | ty | Hotel | at Ov | ty | Hotel |
| | ired | Prim | | | erflo | | |
| | | ary | | | w Hot | | |
| | | Hote | | | els | | |
| | | l | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Total | 5,25 | 4,24 | | | 1,005 | | |
| room | 0 | 5 | | | (180 | | |
| night | (780 | (600 | | | peak) | | |
| s | peak | peak | | | | | |
| | ) | ) | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Monda | 5 | 5 | | | 0 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Tuesd | 15 | 15 | | | 0 | | |
| ay | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Wedne | 25 | 25 | | | 0 | | |
| sday | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Thurs | 50 | 50 | | | 0 | | |
| day | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Frida | 185 | 150 | | | 35 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Satur | 500 | 400 | | | 100 | | |
| day | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Sunda | 770 | 600 | | | 170 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Monda | 780 | 600 | | | 180 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Tuesd | 780 | 600 | | | 180 | | |
| ay | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Wedne | 750 | 600 | | | 150 | | |
| sday | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Thurs | 700 | 600 | | | 100 | | |
| day | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Frida | 370 | 300 | | | 70 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Satur | 220 | 200 | | | 20 | | |
| day | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Sunda | 100 | 100 | | | 0 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
o Guest-room Internet, breakfast, 10% commission, all tax, service
and fees are incorporated into the lodging rate.
o Guest-room rates quoted are those that will apply on the dates of
the event.
o Attendees will book individually.
Food and Beverage:
+----------------+-------------------------+------------------------+
| Purpose | When | Service |
+----------------+-------------------------+------------------------+
| Meet and Greet | Sunday afternoon (250 - | Cold appetizers, beer |
| | 350 people) | and wine |
+----------------+-------------------------+------------------------+
| Welcome | Sunday evening (600 - | Appetizers and |
| Reception | 800 people) | cocktails (no-host |
| | | bar) |
+----------------+-------------------------+------------------------+
| Companion | Sunday afternoon (20 - | Appetizers / non- |
| Reception | 30 people) | alcoholic beverages |
+----------------+-------------------------+------------------------+
| AM Breaks | Daily beginning Monday | Continental breakfast |
| | (1,000+ people) | |
+----------------+-------------------------+------------------------+
| PM Breaks | Daily beginning Monday | Light snack with |
| | (1,000+ people) | beverages |
+----------------+-------------------------+------------------------+
| Breakfast | Daily (15 to 60 people) | Continental or hot |
| | | buffet |
+----------------+-------------------------+------------------------+
| Lunch | Daily (15 to 70 people) | Box or buffet |
+----------------+-------------------------+------------------------+
| Dinner | Friday and/or Sunday | Bar and hot buffet |
| | evening (50 people) | |
+----------------+-------------------------+------------------------+
| Bits n Bytes | Thursday evening (700+ | Appetizers and |
| (reception) | people) | cocktails |
+----------------+-------------------------+------------------------+
Technology:
+----------------+--------------------------------+-----------------+
| Item | Question | Response |
+----------------+--------------------------------+-----------------+
| Outside | Can we bring in our own | _______________ |
| connection | external circuit? | |
+----------------+--------------------------------+-----------------+
| Infrastructure | Can we use your cabling | _______________ |
| | infrastructure to build a | |
| | dedicated network, including | |
| | installation of network | |
| | equipment in data closets and | |
| | phone rooms? | |
+----------------+--------------------------------+-----------------+
| Access | Is it possible to have 24-hour | _______________ |
| | access to data closets and | |
| | phone rooms to support the | |
| | network? | |
+----------------+--------------------------------+-----------------+
| Wireless | Is it possible to deploy a | _______________ |
| | wireless network? | |
+----------------+--------------------------------+-----------------+
| Venue network | Would you be willing to | _______________ |
| | disable your wireless network | |
| | in the meeting and public | |
| | spaces? | |
+----------------+--------------------------------+-----------------+
| Infrastructure | Do all proposed meeting rooms | _______________ |
| | have at least one available | |
| | Category 5 twisted pair | |
| | connection? | |
+----------------+--------------------------------+-----------------+
Appendix B. Contingency Planning Flow Chart
This section is based on the Contingency Planning Flow Chart which is
available at <https://iaoc.ietf.org/meetings-committee/venue-
selection.html>. The contents of the link may changed as needed.
-----
(Start)
-----
|
|
v
+----------------+
| Does the IAOC | +------------+
|believe there is| | Can an | +-------------+
|an unacceptable | Yes | effective | Yes | Secure |
| risk in having |---->|F2F meeting |---->| alternate |----+
| the meeting in | |be organized| |meeting venue| |
| the contracted | | elsewhere? | +-------------+ |
| location? | +------------+ |
+----------------+ /\ |No |
|No / | |
| Yes / | |
v / | |
+-----------------+ / | |
| Does the | / +----------+ |
|community believe|/ | Can an | |
| there is an | |effective | |
|unacceptable risk| | virtual | Yes |
| in having the | |meeting be|--------+ |
| meeting in the | |organized | | |
| contracted | |elsewhere?| | |
| location? | +----------+ | |
+-----------------+ |No | |
|No | | |
| | | |
v v v v
------- ------- ------- ---------
(Proceed) (Cancel ) ( Hold ) ( Hold )
( with ) ( the ) (virtual) (relocated)
(meeting) (meeting) (meeting) ( meeting )
------- ------- ------- ---------
Appendix C. 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
discussions. discussions.
skipping to change at page 18, line 9 skipping to change at page 25, line 36
2016-12-24 Various clarifying bits to provide some glue between the 2016-12-24 Various clarifying bits to provide some glue between the
high-level 'objectives' and the detailed criteria and roles, per high-level 'objectives' and the detailed criteria and roles, per
suggestions fronm Lear. Editorial changes, per 12/27 response to suggestions fronm Lear. Editorial changes, per 12/27 response to
Cooper. Refined uses of 'facility' and 'venue', per 12/4 response Cooper. Refined uses of 'facility' and 'venue', per 12/4 response
to Carpenter; also added Carpenter 'lounge' text. Moved community to Carpenter; also added Carpenter 'lounge' text. Moved community
consultation to a separate criterion; removed 'acceptable to the consultation to a separate criterion; removed 'acceptable to the
IETF Community from the 2 entries that had it. Removed Post- IETF Community from the 2 entries that had it. Removed Post-
Seroul Revisions and Text Carried Forward. Seroul Revisions and Text Carried Forward.
Authors' Addresses 2016-12-24 Address comments made on list by Stephen Farrell
<stephen.farrell@cs.tcd.ie>. Minor text change in Section 5.
Replaced links in sections 5.3 and 5.5 with Appendix A and
Appendix B
2017-03-12 Add openness comment as requested by Stephen Farrell.
Add statement about 4071 as proposed by Brian and modified by
Jari. Elaborated on what "unfiltered" means, based on discussion
between Eliot and Stephen. Preface to Section 5 as discussed
between Lou and Stephen. Slight editorial tweak to that by Eliot.
IETF operates internationally, as proposed by Brian.
Authors' Addresses
Ray Pelletier Ray Pelletier
Internet Society Internet Society
Email: rpelletier@isoc.org Email: rpelletier@isoc.org
Laura Nugent Laura Nugent
Association Management Solutions Association Management Solutions
Email: lnugent@amsl.com Email: lnugent@amsl.com
skipping to change at line 788 skipping to change at page 26, line 37
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)
Email: FredBaker.IETF@gmail.com Email: FredBaker.IETF@gmail.com
Eliot Lear (editor)
Cisco Systems GmbH
Email: lear@cisco.com
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