draft-ietf-mtgvenue-iaoc-venue-selection-process-05.txt   draft-ietf-mtgvenue-iaoc-venue-selection-process-06.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: September 13, 2017 Association Management Solutions Expires: October 20, 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.
E. Lear, Ed. E. Lear, Ed.
Cisco Systems GmbH Cisco Systems GmbH
March 12, 2017 April 18, 2017
IETF Plenary Meeting Venue Selection Process IETF Plenary Meeting Venue Selection Process
draft-ietf-mtgvenue-iaoc-venue-selection-process-05 draft-ietf-mtgvenue-iaoc-venue-selection-process-06
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 48 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 September 13, 2017. This Internet-Draft will expire on October 20, 2017.
Copyright Notice Copyright Notice
Copyright (c) 2017 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
skipping to change at page 2, line 27 skipping to change at page 2, line 27
the Trust Legal Provisions and are provided without warranty as the Trust Legal Provisions and are provided without warranty as
described in the Simplified BSD License. described in the Simplified BSD License.
Table of Contents Table of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 3 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 3
1.1. Background . . . . . . . . . . . . . . . . . . . . . . . 3 1.1. Background . . . . . . . . . . . . . . . . . . . . . . . 3
1.2. Requirements Language . . . . . . . . . . . . . . . . . . 3 1.2. 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 . . . . . . . . . . . . . 6
3. Venue Selection Criteria . . . . . . . . . . . . . . . . . . 6 3. Venue Selection Criteria . . . . . . . . . . . . . . . . . . 6
3.1. Venue City Criteria . . . . . . . . . . . . . . . . . . . 7 3.1. Venue City Criteria . . . . . . . . . . . . . . . . . . . 7
3.2. Basic Venue Criteria . . . . . . . . . . . . . . . . . . 8 3.2. Basic Venue Criteria . . . . . . . . . . . . . . . . . . 8
3.3. Technical Services and Operations Criteria . . . . . . . 8 3.3. Technical Services and Operations Criteria . . . . . . . 9
3.4. Lodging Criteria . . . . . . . . . . . . . . . . . . . . 9 3.4. Lodging Criteria . . . . . . . . . . . . . . . . . . . . 10
3.5. Food and Beverage Criteria . . . . . . . . . . . . . . . 10 3.5. Food and Beverage Criteria . . . . . . . . . . . . . . . 11
4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 11 4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 12
4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 11 4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 12
4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 12 4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 13
4.3. The Internet Society . . . . . . . . . . . . . . . . . . 12 4.3. The Internet Society . . . . . . . . . . . . . . . . . . 13
4.4. IETF Administrative Oversight Committee . . . . . . . . . 12 4.4. IETF Administrative Oversight Committee . . . . . . . . . 13
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 . . . . . . . . . . . . . . 14
4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 13 4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 14
5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 13 5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 14
5.1. Identification . . . . . . . . . . . . . . . . . . . . . 13 5.1. Identification . . . . . . . . . . . . . . . . . . . . . 14
5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 14 5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 15
5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 14 5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 15
5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 15 5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 16
5.5. Final Check . . . . . . . . . . . . . . . . . . . . . . . 15 5.5. Late Changes . . . . . . . . . . . . . . . . . . . . . . 16
6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 16 6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 16
7. Security Considerations . . . . . . . . . . . . . . . . . . . 16 7. Security Considerations . . . . . . . . . . . . . . . . . . . 16
8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 16 8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 17
9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 16 9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 17
10. References . . . . . . . . . . . . . . . . . . . . . . . . . 16 10. References . . . . . . . . . . . . . . . . . . . . . . . . . 17
10.1. Normative References . . . . . . . . . . . . . . . . . . 16 10.1. Normative References . . . . . . . . . . . . . . . . . . 17
10.2. Informative References . . . . . . . . . . . . . . . . . 17 10.2. Informative References . . . . . . . . . . . . . . . . . 17
Appendix A. Site Qualification Visit Checklist . . . . . . . . . 17 Appendix A. Site Qualification Visit Checklist . . . . . . . . . 18
Appendix B. Contingency Planning Flow Chart . . . . . . . . . . 23 Appendix B. Contingency Planning Flow Chart . . . . . . . . . . 24
Appendix C. Change Log . . . . . . . . . . . . . . . . . . . . . 24 Appendix C. Change Log . . . . . . . . . . . . . . . . . . . . . 25
Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 25 Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 27
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. The purpose of this document is to guide
Venue Selection Process from the perspective of goals, criteria and the IAOC in their selection of regions, cities, and facilities, and
thought processes. It describes the objectives and principles behind hotels. The IAOC applies this guidance at different points in the
the Venue selection process. It also discusses the actual selection process in an attempt to faithfully meet the requirements of the IETF
process to one level of detail, and points to working documents used community. We specify a set of general criteria for venue selection
in execution. and several requirements for transparency and community consultation.
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 input from IETF Participants. refine it, based on input from IETF Participants.
1.2. 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 particular location is
is unacceptable. We walk away. unacceptable for selection, and no contract is to be entered into.
Should the IAOC learn that a location no longer can meet a
mandatory requirement after having entered into a contract, it
will inform the community and address the matter on a case by case
basis.
Important: Important:
Does not qualify as Mandatory, but is still highly significant. Does not qualify as Mandatory, but is still highly significant.
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:
skipping to change at page 3, line 47 skipping to change at page 4, line 4
Important: Important:
Does not qualify as Mandatory, but is still highly significant. Does not qualify as Mandatory, but is still highly significant.
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 While this document uses these terms and these meanings, it remains
the responsibility of the IAOC to apply their best judgment. The the responsibility of the IAOC to apply their best judgment. The
IAOC accepts input and feedback both during the consultation process IAOC accepts input and feedback both during the consultation process
and later (for instance when there are changes in the situation at a and later (for instance when there are changes in the situation at a
chosen location). Any appeals remain subject to the provisions of chosen location). Any appeals remain subject to the provisions of
BCP101 [RFC4071]. BCP101 [RFC4071]. As always, the community is encouraged to provide
direct feedback to the NOMCOM, IESG, and IAB regarding the discharge
of the IAOC's performance.
The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT",
"SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this
document are to be interpreted as described in [RFC2119].
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?
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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:
Because the IETF garners a significant portion of its revenue from While the IETF strives to be as inclusive as possible both online
IETF meeting fees, there is considerable incentive for decision- and in person, maximal meeting attendance in and of itself is not
makers to prefer a Venue that will attract more attendees. It is a goal. It would defeat a key goal of meeting if active
important to resist this temptation: a larger meeting in which key contributors with differing points of view did not have the
contributors could not make it is not a better meeting; neither is opportunity to resolve their disagreements, no matter how full the
one with a lot of "tourists". rooms.
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 following list is not in any particular order, but process. The following list is not in any particular order, but
includes the major considerations. includes the major considerations.
skipping to change at page 6, line 38 skipping to change at page 7, line 4
Section 5. 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
also contain hotel rooms. The building that houses meeting rooms and associated resources.
It may also house an IETF Hotel or the Headquarters Hotel.
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
IETF guest room allocations are negotiated and IETF SSIDs are in IETF guest room allocations are negotiated and IETF SSIDs are in
use. use.
Headquarters Hotel: Headquarters Hotel:
The hotel designated as primary for the IETF meeting. It include The hotel designated as primary for the IETF meeting. It include
IETF SSIDs for networking, might be adjoining -- or even contain IETF SSIDs for networking, might be adjoining -- or even contain
-- the meeting Facility -- and typically has the bulk of the hotel -- the meeting Facility -- and typically has the bulk of the hotel
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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 | | Consultation with the IETF Community has not | "Mandatory |
| produced concerns sufficient to disqualify the | " | | produced concerns sufficient to disqualify the | " |
| Venue. | | | Venue. | |
+------------------------------------------------------+------------+ +------------------------------------------------------+------------+
| Travel to the Venue is acceptable based on cost, | "Mandatory | | Travel to the Venue is acceptable based on cost, | "Important |
| 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 | "Important |
| 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 Facility and IETF Hotels to optimize | |
| benefits, i.e., reduce administrative costs and | | | meeting and attendee benefits, i.e., reduce | |
| reduce direct attendee costs, will be considered a | | | administrative costs and reduce direct attendee | |
| positive factor. Such a contract can be considered | | | costs, will be considered a positive factor. Such a | |
| after at least one IETF meeting has been held at the | | | contract can be considered after at least one IETF | |
| Venue. | | | meeting has been held at the Facility. | |
+------------------------------------------------------+------------+ +------------------------------------------------------+------------+
| Travel barriers to entry, e.g., visa requirements | "Mandatory | | Travel barriers to entry, including visa | "Important |
| that can limit participation, are acceptable. | " | | requirements, are unlikely to impede attendance by | " |
| an overwhelming majority of participants. | |
+------------------------------------------------------+------------+ +------------------------------------------------------+------------+
| Economic, safety, and health risks associated with | "Mandatory | | Economic, safety, and health risks associated with | "Important |
| this Venue are acceptable. | " | | this Venue are acceptable. | " |
+------------------------------------------------------+------------+ +------------------------------------------------------+------------+
| Available travel issue assessments -- such as <https | "Mandatory | | Available travel issue assessments -- such as <https | "Removed" |
| ://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: The implication here is that a note | |
| problems getting visa's and making the assessment 3 | | | has been sent to the IETF that includes travel | |
| years in advance. What can we do that is meaningful? | | | assessments before a contract has been entered into. | |
| Also, are there better citations to include? /d]] | | | How is this intended to be operationalized? /d]] | |
+------------------------------------------------------+------------+ +------------------------------------------------------+------------+
3.2. Basic Venue Criteria 3.2. Basic Venue Criteria
The IETF operates internationally and adjusts to local requirements. The IETF operates internationally and adjusts to local requirements.
Facilities selected for IETF Meetings conform with local health, Facilities selected for IETF Meetings conform with local health,
safety and accessibility laws and regulations. A useful discussion safety and accessibility laws and regulations. A useful discussion
of related considerations in evaluating this criterion is at: of related considerations in evaluating this criterion is at:
<http://www.sigaccess.org/welcome-to-sigaccess/resources/accessible- <http://www.sigaccess.org/welcome-to-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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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:
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| Criteria | Required | | Criteria | Required |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The Facility is adequate in size and layout to | "Mandatory" | | The Facility is assessed to be able to provide | "Mandatory" |
| accommodate the meeting and foster participant | | | sufficient space in an appropriate layout to | |
| interaction. | | | accommodate the expected number of people to attend | |
| that meeting. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The cost of guest rooms, meeting space, meeting | "Mandatory" | | There are sufficient places (e.g., a mix of | "Important" |
| hallways, bars, meeting rooms, and restaurants) for | |
| people to hold ad hoc conversations and group | |
| discussions. | |
+-----------------------------------------------------+-------------+
| The cost of guest rooms, meeting space, meeting | "Important" |
| food and beverage is affordable, within the norms | | | food and beverage is affordable, within the norms | |
| of business travel. | | | of business travel. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The economics of the Venue allow the meeting to be | "Mandatory" | | The economics of the Venue are in line with | "Removed" |
| net cash positive. | | | expectations agreed between ISOC and the IAOC. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The Facility permits holding an IETF meeting under | "Desired" | | The Facility permits holding an IETF meeting under | "Desired" |
| "One Roof". That is, qualified meeting space and | | | "One Roof". That is, qualified meeting space and | |
| guest rooms are available in the same facility. | | | guest rooms are available in the same facility. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The Facility permits easy wheelchair access. | "Mandatory" | | The Facility permits easy wheelchair access. | "Mandatory" |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The Facility is accessible by people with | "Important" | | The Facility is accessible by people with | "Important" |
| 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 -- | "Important" |
| 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 | |
| Facility 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 | "Important" |
| 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 | "Important" |
| and facilitate, the delivery of a high performance, | | | and facilitate, the delivery of a high performance, | |
| robust, unfiltered and unmodified Internet service | | | robust, unfiltered and unmodified Internet service | |
| for the public areas and guest rooms; this service | | | for the public areas and guest rooms; this service | |
| is typically included in the cost of the room. | | | is typically included in the cost of the room. | |
+-----------------------------------------------------+-------------+ +-----------------------------------------------------+-------------+
| The overflow hotels provide reasonable, reliable, | "Desired" | | The overflow hotels provide reasonable, reliable, | "Desired" |
| 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 | "Important" |
| each other and the Facility. | | | 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 | "Important" |
| 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, | "Important" |
| within convenient travel time of the Facility and | | | within convenient travel time of the Facility and | |
| at a 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 | "Important" |
| 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 Headquarters Hotel has a space for use as | "Important" | | The IETF Headquarters Hotel has a space for use as | "Important" |
| a lounge, conducive to planned and accidental | | | a lounge, conducive to planned and accidental | |
| meetings and chatting, as well as working online. | | | meetings and chatting, as well as working online. | |
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| meetings with laptops. The can be at an open bar or | | | meetings with laptops. The can be at an open bar or | |
| casual restaurant. Preferably the lounge area is on | | | casual restaurant. Preferably the lounge area is on | |
| the path between the meeting rooms and the hotel | | | the path between the meeting rooms and the hotel | |
| entrance, and is available all day and night. | | | 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 | "Important" |
| 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, from the Facility and IETF Hotels. | | | 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- | "Important" |
| 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
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contributors are also considered in the process. contributors are also considered in the process.
Participants have a responsibility to express their views about Participants have a responsibility to express their views about
venues early and often, by responding to surveys or other venues early and often, by responding to surveys or other
solicitations from the IAD or IAOC, and by initiating fresh input as solicitations from the IAD or IAOC, and by initiating fresh input as
the Participant becomes aware of changes in venues that have been the Participant becomes aware of changes in venues that have been
reviews. This permits those responsible for venue selection to be reviews. This permits those responsible for venue selection to be
made aware of concerns relating to particular locations well in made aware of concerns relating to particular locations well in
advance of having entered into contract discussions. advance of having entered into contract discussions.
IETF consensus, with respect to this meeting Venue selection process
is judged via standard IETF process and not by any other means, e.g.,
surveys. Surveys are used to gather information related to meeting
venues, but not to measure consensus 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
responsible for the management of the IETF, and is the standards responsible for the management of the IETF, and is the standards
approval board for the IETF, as described in BCP9 [RFC2026]. This approval board for the IETF, as described in BCP9 [RFC2026]. This
means that the IESG sets high level policies related to, among other means that the IESG sets high level policies related to, among other
things, meeting venues. The IETF Chair, among other things, relays things, meeting venues. The IETF Chair, among other things, relays
these IESG-determined policies to the IAOC. The IETF Chair is also a these IESG-determined policies to the IAOC. The IETF Chair is also a
member of the IAOC. member of the IAOC.
skipping to change at page 13, line 42 skipping to change at page 14, line 34
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 states the current practice as The following sequence is used by the IAOC to select venues. Unless
it should be today for identifying and contracting a Venue. Such otherwise stated below, the IAOC may evolve these steps over time
guidelines will likely need to evolve over time. The IAOC may change without updating this document.[[ED- this chapeau text is not agreed.
these guidelines when needed by publishing updated guidelines and On-list discussion continues.]]
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. For example:
a. The IAOC selects regions and dates for meetings. a. The IAOC selects regions, cities, 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.
c. Potential venues in preferred cities are identified and receive c. Potential venues in preferred cities are identified and receive
preliminary investigation, including reviews of Official Advisory preliminary investigation, including reviews of Official Advisory
Sources, consultation with specialty travel services, frequent Sources, consultation with specialty travel services, frequent
travelers and local contacts to identify possible barriers to travelers and local contacts to identify possible barriers to
holding a successful meeting in the target cities. holding a successful meeting in the target cities.
d. Investigated cities and findings are provided by the Secretariat d. Investigated cities and findings are provided by the Secretariat
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: The IAOC MUST consult the community about potential new venues prior
to them being booked. The timing and means by which it does so may
vary over time. The consultation may overlap with the previous step
(identification).
For example:
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 in the holding a successful meeting in any of the target cities in the
set. set.
b. Community responses are reviewed and concerns investigated by the b. Community responses are reviewed and concerns investigated by the
Meetings Committee. The results together with recommendations Meetings Committee. The results together with recommendations
for whether each city should be considered as a potential meeting for whether each city should be considered as potential meeting
location is provided to the IAOC. location is provided to the IAOC.
c. The IAOC identifies which cities are to be considered as a c. The IAOC identifies which cities are to be considered as a
potential meeting location. potential meeting location.
d. On a public web page, the IAOC lists all candidate cities, when 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 community input was solicited, and if a city is to be considered
as a potential meeting location. as a potential meeting location.
e. The Meetings Committee pursues potential meeting locations based e. The Meetings Committee pursues potential meeting locations based
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b. IAOC selects a Venue for contracting as well as a back-up b. IAOC selects a Venue for contracting as well as a back-up
contracting Venue, if available. contracting Venue, if available.
c. Secretariat negotiates with selected Venue. IAD reviews contract c. Secretariat negotiates with selected Venue. IAD reviews contract
and requests IAOC and ISOC approval of contract and authority for and requests IAOC and ISOC approval of contract and authority for
Secretariat to execute contract on ISOC's behalf. Secretariat to execute contract on ISOC's behalf.
d. Contracts are executed. d. Contracts are executed.
5.5. Final Check 5.5. Late Changes
~3 Months prior to the Meeting, the site is checked for continued
availability and conformance to expectations.
a. Secretariat reviews current status of the contracted meeting
location to confirm there is no change in the location status and
to identify possible new barriers to holding a successful meeting
in the contracted city and provides findings to the IAOC.
b. IAOC considers the information provided and evaluates the risk - If at any time after a contract is signed the IAOC learns where a
if significant risk is identified, the Contingency Planning Flow Venue's circumstances have significantly changed, such that the
Chart (see Appendix B) is followed, if current risk is not Important or Mandatory criteria can no longer be met, the IAOC MUST
significant, the situation is monitored through the meeting to reconsider the selection. A description of how reconsideration
ensure there is no significant change. currently takes place is found in Appendix B. The IAOC will gauge
the cost of making a change against the ability of the IETF to
conclude a successful meeting, and make a final determination based
on their best judgment. When there is enough time to do so, the IAOC
MUST consult the community about changes.
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.
8. 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.
9. 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, Alissa Additional commentary came from Jari Arkko, Scott Bradner, Alissa
Cooper, Eliot Lear, and other participants in the MtgVenue working Cooper, and other participants in the MtgVenue working group.
group.
10. References 10. References
10.1. Normative References 10.1. Normative References
[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>.
[RFC2119] Bradner, S., "Key words for use in RFCs to Indicate
Requirement Levels", BCP 14, RFC 2119,
DOI 10.17487/RFC2119, March 1997,
<http://www.rfc-editor.org/info/rfc2119>.
[RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the [RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the
IETF Administrative Support Activity (IASA)", BCP 101, IETF Administrative Support Activity (IASA)", BCP 101,
RFC 4071, DOI 10.17487/RFC4071, April 2005, RFC 4071, DOI 10.17487/RFC4071, April 2005,
<http://www.rfc-editor.org/info/rfc4071>. <http://www.rfc-editor.org/info/rfc4071>.
[RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for [RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for
IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371, IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371,
January 2006, <http://www.rfc-editor.org/info/rfc4371>. January 2006, <http://www.rfc-editor.org/info/rfc4371>.
[RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF [RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF
skipping to change at page 25, line 48 skipping to change at page 26, line 48
Replaced links in sections 5.3 and 5.5 with Appendix A and Replaced links in sections 5.3 and 5.5 with Appendix A and
Appendix B Appendix B
2017-03-12 Add openness comment as requested by Stephen Farrell. 2017-03-12 Add openness comment as requested by Stephen Farrell.
Add statement about 4071 as proposed by Brian and modified by Add statement about 4071 as proposed by Brian and modified by
Jari. Elaborated on what "unfiltered" means, based on discussion Jari. Elaborated on what "unfiltered" means, based on discussion
between Eliot and Stephen. Preface to Section 5 as discussed between Eliot and Stephen. Preface to Section 5 as discussed
between Lou and Stephen. Slight editorial tweak to that by Eliot. between Lou and Stephen. Slight editorial tweak to that by Eliot.
IETF operates internationally, as proposed by Brian. IETF operates internationally, as proposed by Brian.
2017-04-18 Add new introductory text. Sharpen mandatory definition.
Split first criteria into two, and reword them to be more
actionable. Remove net cash positive requirement. Change many
critera from Mandatory to Important. Remove consensus text.
Modify chapeau. Add some normative MUSTs in Section 5, and
restructure Section 5.5. A bunch of other stuff as well. Use
diff.
Authors' Addresses Authors' Addresses
Ray Pelletier Ray Pelletier
Internet Society Internet Society
Email: rpelletier@isoc.org Email: rpelletier@isoc.org
Laura Nugent Laura Nugent
Association Management Solutions Association Management Solutions
Email: lnugent@amsl.com Email: lnugent@amsl.com
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