draft-ietf-mtgvenue-iaoc-venue-selection-process-06.txt   draft-ietf-mtgvenue-iaoc-venue-selection-process-07.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: October 20, 2017 Association Management Solutions Expires: November 15, 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
April 18, 2017 May 14, 2017
IETF Plenary Meeting Venue Selection Process IETF Plenary Meeting Venue Selection Process
draft-ietf-mtgvenue-iaoc-venue-selection-process-06 draft-ietf-mtgvenue-iaoc-venue-selection-process-07
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 October 20, 2017. This Internet-Draft will expire on November 15, 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
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
1.2. 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 . . . . . . . . . . . . . 6 2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5
3. Venue Selection Criteria . . . . . . . . . . . . . . . . . . 6 3. Meeting Criteria . . . . . . . . . . . . . . . . . . . . . . 6
3.1. Venue City Criteria . . . . . . . . . . . . . . . . . . . 7 3.1. Mandatory Criteria . . . . . . . . . . . . . . . . . . . 6
3.2. Basic Venue Criteria . . . . . . . . . . . . . . . . . . 8 3.2. Important Criteria . . . . . . . . . . . . . . . . . . . 6
3.3. Technical Services and Operations Criteria . . . . . . . 9 3.3. Other Consideraitons . . . . . . . . . . . . . . . . . . 9
3.4. Lodging Criteria . . . . . . . . . . . . . . . . . . . . 10 4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 10
3.5. Food and Beverage Criteria . . . . . . . . . . . . . . . 11 4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 10
4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 12 4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 10
4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 12 4.3. The Internet Society . . . . . . . . . . . . . . . . . . 11
4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 13 4.4. IETF Administrative Oversight Committee . . . . . . . . . 11
4.3. The Internet Society . . . . . . . . . . . . . . . . . . 13 4.5. IETF Administrative Support Activity . . . . . . . . . . 11
4.4. IETF Administrative Oversight Committee . . . . . . . . . 13 4.6. IETF Administrative Director . . . . . . . . . . . . . . 11
4.5. IETF Administrative Support Activity . . . . . . . . . . 13 4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 12
4.6. IETF Administrative Director . . . . . . . . . . . . . . 14 5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 12
4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 14 5.1. Identification . . . . . . . . . . . . . . . . . . . . . 12
5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 14 5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 12
5.1. Identification . . . . . . . . . . . . . . . . . . . . . 14 5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 13
5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 15 5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 14
5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 15 5.5. Late Changes . . . . . . . . . . . . . . . . . . . . . . 14
5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 16 6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 14
5.5. Late Changes . . . . . . . . . . . . . . . . . . . . . . 16 7. Security Considerations . . . . . . . . . . . . . . . . . . . 14
6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 16 8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 14
7. Security Considerations . . . . . . . . . . . . . . . . . . . 16 9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 15
8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 17 10. References . . . . . . . . . . . . . . . . . . . . . . . . . 15
9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 17 10.1. Normative References . . . . . . . . . . . . . . . . . . 15
10. References . . . . . . . . . . . . . . . . . . . . . . . . . 17 10.2. Informative References . . . . . . . . . . . . . . . . . 15
10.1. Normative References . . . . . . . . . . . . . . . . . . 17 Appendix A. Site Qualification Visit Checklist . . . . . . . . . 16
10.2. Informative References . . . . . . . . . . . . . . . . . 17 Appendix B. Contingency Planning Flow Chart . . . . . . . . . . 22
Appendix A. Site Qualification Visit Checklist . . . . . . . . . 18 Appendix C. Change Log . . . . . . . . . . . . . . . . . . . . . 23
Appendix B. Contingency Planning Flow Chart . . . . . . . . . . 24 Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 25
Appendix C. Change Log . . . . . . . . . . . . . . . . . . . . . 25
Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 27
1. Introduction 1. Introduction
[[ED: The issue tracker for this document can be found at
https://github.com/elear/mtgvenue/issues/.]]
The IAOC has responsibility for arranging IETF plenary meeting venue The IAOC has responsibility for arranging IETF plenary meeting venue
selection and operation. The purpose of this document is to guide selection and operation. The purpose of this document is to guide
the IAOC in their selection of regions, cities, and facilities, and the IAOC in their selection of regions, cities, and facilities, and
hotels. The IAOC applies this guidance at different points in the hotels. The IAOC applies this guidance at different points in the
process in an attempt to faithfully meet the requirements of the IETF process in an attempt to faithfully meet the requirements of the IETF
community. We specify a set of general criteria for venue selection community. We specify a set of general criteria for venue selection
and several requirements for transparency and community consultation. and several requirements for transparency and community consultation.
1.1. Background It remains the responsibility of the IAOC to apply their best
judgment. The IAOC accepts input and feedback both during the
Following IETF 94 and at IETF 95 there was a discussion on the IETF consultation process and later (for instance when there are changes
list of the selection process and criteria for IETF meetings. In in the situation at a chosen location). Any appeals remain subject
response to that discussion, the IAOC and the IAOC Meetings Committee to the provisions of BCP101 [RFC4071]. As always, the community is
took it upon themselves to more publicly document its process and encouraged to provide direct feedback to the NOMCOM, IESG, and IAB
refine it, based on input from IETF Participants. regarding the discharge of the IAOC's performance.
1.2. Requirements Language
Requirements called out in this document are identified by the degree
of requirement. The labels that are used are:
Mandatory:
If this requirement cannot be met, a particular location is
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: Three terms describe the places for which the IETF contracts
Does not qualify as Mandatory, but is still highly significant. services:
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: Venue:
This is an umbrella term for the city, meeting resources and guest
room resources.
We would very much like to meet this requirement, but the failure Facility:
to meet it will not disqualify a Venue. The building that houses meeting rooms and associated resources.
It may also house an IETF Hotel.
While this document uses these terms and these meanings, it remains IETF Hotels:
the responsibility of the IAOC to apply their best judgment. The One or more hotels, in close proximity to the Facility, where the
IAOC accepts input and feedback both during the consultation process IETF guest room allocations are negotiated and IETF SSIDs are in
and later (for instance when there are changes in the situation at a use.
chosen location). Any appeals remain subject to the provisions of
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", The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT",
"SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this
document are to be interpreted as described in [RFC2119]. 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
skipping to change at page 5, line 21 skipping to change at page 5, line 4
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. "Unfiltered the general Internet and our corporate networks. "Unfiltered
access" in this case means that all forms of communication are access" in this case means that all forms of communication are
allowed. This includes, but is not limited to, access to allowed. This includes, but is not limited to, access to
corporate networks via encrypted VPNs from the meeting Facility corporate networks via encrypted VPNs from the meeting Facility
and Hotels, including overflow hotels. We also need open network and Hotels, including overflow hotels. We also need open network
access available at high enough data rates, at the meeting access available at high enough data rates, at the meeting
Facility, to support our work, including the support of remote Facility, to support our work, including the support of remote
participation. Beyond this, we are the first users of our own participation. Beyond this, we are the first users of our own
technology. Any filtering may cause a problem with that technology. Any filtering may cause a problem with that
technologiy's development.[MeetingNet] technology development. In some cases, local laws may require
some filtering. We seek to avoid such locales without reducing
the pool of cities to an unacceptable level by stating a number of
criteria below, one mandatory and others important, to allow for
the case where local laws may require filtering in some
circumstances.[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.
skipping to change at page 6, line 25 skipping to change at page 6, line 11
While the IETF strives to be as inclusive as possible both online While the IETF strives to be as inclusive as possible both online
and in person, maximal meeting attendance in and of itself is not and in person, maximal meeting attendance in and of itself is not
a goal. It would defeat a key goal of meeting if active a goal. It would defeat a key goal of meeting if active
contributors with differing points of view did not have the contributors with differing points of view did not have the
opportunity to resolve their disagreements, no matter how full the opportunity to resolve their disagreements, no matter how full the
rooms. rooms.
Tourism: Tourism:
Variety in site-seeing experiences. Variety in site-seeing experiences.
3. Venue Selection Criteria 3. Meeting Criteria
A number of criteria are considered during the site selection This section contains the criteria for IETF meetings. It is broken
process. The following list is not in any particular order, but down into three subsections: mandatory criteria, important criteria,
includes the major considerations. and other considerations, each as explained below.
The selection of a Venue always requires trade-offs. There are no 3.1. Mandatory Criteria
perfect venues. For example, a site might not have a single hotel
that can accommodate a significant number of the attendees of a
typical IETF. That doesn't disqualify it, but it might reduce its
desirability in the presence of an alternative that does provide that
single hotel.
Some evaluation criteria are subjective. For this reason, the IAOC If criteria in this subsection cannot be met, a particular location
and Meetings Committee will specifically review, and affirm to their is unacceptable for selection, and the IAOC MUST NOT enter into a
satisfaction, that all "Mandatory" labeled criteria are satisfied by contract. Should the IAOC learn that a location no longer can meet a
a particular Venue, as part of the process defined below in mandatory requirement after having entered into a contract, it will
Section 5. inform the community and address the matter on a case by case basis.
Three terms describe the places for which the IETF contracts o The Facility MUST be assessed to be able to provide sufficient
services: space in an appropriate layout to accommodate the expected number
of people to attend that meeting.
Venue: o The Facility and IETF Hotels MUST provide wheelchair access to
This is an umbrella term for the city, meeting resources and guest accommodate the number of people who are anticipated to require
room resources. it.
Facility: o The venue MUST provide unfiltered access to the Internet, to the
extent permitted by governing laws and regulations.
The building that houses meeting rooms and associated resources. 3.2. Important Criteria
It may also house an IETF Hotel or the Headquarters Hotel.
IETF Hotels: The criteria in this subsection are not mandatory, but are still
One or more hotels, in close proximity to the Facility, where the highly significant. It may be necessary to trade one or more of
IETF guest room allocations are negotiated and IETF SSIDs are in these criteria off against others. A Venue that meets more of these
use. 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. When a
particular requirement in this section cannot be met, the IAOC MUST
notify the community at the time the venue is booked. Furthermore,
the IAOC is requested to assist those who, as a result, may be
inconvenienced in some way.
Headquarters Hotel: 3.2.1. Venue City Critera
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 o Travel to the Venue is acceptable based on cost, time, and burden
for participants traveling from multiple regions. It is
anticipated that the burden borne will be generally shared over
the course of multiple years.
These concern basic aspects of a candidate city: o The Venue is assessed as favorable for obtaining a host and
sponsors. That is, the Meeting is in a location and at a price
that it is possible and probable to find a host and sponsors.
+------------------------------------------------------+------------+ o Travel barriers to entry, including visa requirements, are
| Criteria | Required | unlikely to impede attendance by an overwhelming majority of
+------------------------------------------------------+------------+ participants.
| Consultation with the IETF Community has not | "Mandatory |
| produced concerns sufficient to disqualify the | " |
| Venue. | |
+------------------------------------------------------+------------+
| Travel to the Venue is acceptable based on cost, | "Important |
| time, and burden for participants traveling from | " |
| multiple regions. It is anticipated that the burden | |
| borne will be generally shared over the course of | |
| multiple years. | |
+------------------------------------------------------+------------+
| The Venue is assessed as favorable for obtaining a | "Important |
| host and sponsors. That is, the Meeting is in a | " |
| location and at a price that it is possible and | |
| probable to find a host and sponsors. | |
+------------------------------------------------------+------------+
| It is possible to enter into a multi-event contract | "Desired" |
| with the Facility and IETF Hotels to optimize | |
| meeting and attendee benefits, i.e., reduce | |
| administrative costs and reduce direct attendee | |
| costs, will be considered a positive factor. Such a | |
| contract can be considered after at least one IETF | |
| meeting has been held at the Facility. | |
+------------------------------------------------------+------------+
| Travel barriers to entry, including visa | "Important |
| requirements, are unlikely to impede attendance by | " |
| an overwhelming majority of participants. | |
+------------------------------------------------------+------------+
| Economic, safety, and health risks associated with | "Important |
| this Venue are acceptable. | " |
+------------------------------------------------------+------------+
| Available travel issue assessments -- such as <https | "Removed" |
| ://travel.state.gov/content/passports/en/country.htm | |
| l> -- have been pointed out the IETF community. | |
| [[Editor's Note: The implication here is that a note | |
| has been sent to the IETF that includes travel | |
| assessments before a contract has been entered into. | |
| How is this intended to be operationalized? /d]] | |
+------------------------------------------------------+------------+
3.2. Basic Venue Criteria o Economic, safety, and health risks associated with this Venue are
acceptable.
3.2.2. Basic Venue Criteria
The following requirements relate to the Venue and Facilities.
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:
skipping to change at page 9, line 16 skipping to change at page 7, line 42
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:
+-----------------------------------------------------+-------------+ o There are sufficient places (e.g., a mix of hallways, bars,
| Criteria | Required | meeting rooms, and restaurants) for people to hold ad hoc
+-----------------------------------------------------+-------------+ conversations and group discussions in the combination of spaces
| The Facility is assessed to be able to provide | "Mandatory" | offered by the facilities, hotels and bars/restaurants in the
| sufficient space in an appropriate layout to | | surrounding area, within walking distance (5-10').
| accommodate the expected number of people to attend | |
| that meeting. | |
+-----------------------------------------------------+-------------+
| 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 | |
| of business travel. | |
+-----------------------------------------------------+-------------+
| The economics of the Venue are in line with | "Removed" |
| expectations agreed between ISOC and the IAOC. | |
+-----------------------------------------------------+-------------+
| The Facility permits holding an IETF meeting under | "Desired" |
| "One Roof". That is, qualified meeting space and | |
| guest rooms are available in the same facility. | |
+-----------------------------------------------------+-------------+
| The Facility permits easy wheelchair access. | "Mandatory" |
+-----------------------------------------------------+-------------+
| The Facility is accessible by people with | "Important" |
| disabilities. | |
+-----------------------------------------------------+-------------+
3.3. Technical Services and Operations Criteria o The cost of guest rooms, meeting space, meeting food and beverage
+-----------------------------------------------------+-------------+ is affordable, within the norms of business travel.
| Criteria | Required |
+-----------------------------------------------------+-------------+
| The Facility's support technologies and services -- | "Important" |
| network, audio-video, etc. -- are sufficient for | |
| the anticipated activities at the meeting, or the | |
| Facility is willing to add such infrastructure or | |
| these support technologies and services might be | |
| provided by a third party, all at no -- or at an | |
| acceptable -- cost to the IETF. | |
+-----------------------------------------------------+-------------+
| The Facility directly provides, or permits and | "Important" |
| facilitates, the delivery of a high performance, | |
| robust, unfiltered and unmodified IETF Network. | |
+-----------------------------------------------------+-------------+
| The IETF Hotel(s) directly provide, or else permit | "Important" |
| and facilitate, the delivery of a high performance, | |
| robust, unfiltered and unmodified Internet service | |
| for the public areas and guest rooms; this service | |
| is typically included in the cost of the room. | |
+-----------------------------------------------------+-------------+
| The overflow hotels provide reasonable, reliable, | "Desired" |
| unfiltered Internet service for the public areas | |
| and guest rooms; this service is included in the | |
| cost of the room. | |
+-----------------------------------------------------+-------------+
3.4. Lodging Criteria o The Facility is accessible by people with disabilities. While we
+-----------------------------------------------------+-------------+ mandate wheelchair accessibility, other forms are important, and
| Criteria | Required | should be provided to the extent possible, based on anticipated
+-----------------------------------------------------+-------------+ needs of the community.
| The IETF Hotel(s) are within close proximity to | "Important" |
| each other and the Facility. | |
+-----------------------------------------------------+-------------+
| The guest rooms at the IETF Hotel(s) are sufficient | "Important" |
| in number to house 1/3 or more of projected meeting | |
| attendees. | |
+-----------------------------------------------------+-------------+
| Overflow Hotels can be placed under contract, | "Important" |
| within convenient travel time of the Facility and | |
| at a variety of guest room rates. | |
+-----------------------------------------------------+-------------+
| The Venue environs include budget hotels within | "Important" |
| convenient travel time, cost, and effort. | |
+-----------------------------------------------------+-------------+
| The IETF Hotel(s) permit easy wheelchair access. | "Mandatory" |
+-----------------------------------------------------+-------------+
| The IETF Hotel(s) are accessible by people with | "Important" |
| disabilities. | |
+-----------------------------------------------------+-------------+
| The IETF Headquarters Hotel has a space for use as | "Important" |
| a lounge, conducive to planned and accidental | |
| meetings and chatting, as well as working online. | |
| There are tables with seating, convenient for small | |
| meetings with laptops. The can be at an open bar or | |
| casual restaurant. Preferably the lounge area is on | |
| the path between the meeting rooms and the hotel | |
| entrance, and is available all day and night. | |
+-----------------------------------------------------+-------------+
3.5. Food and Beverage Criteria 3.2.3. Technical Meeting Needs
+-----------------------------------------------------+-------------+
| Criteria | Required | The following criteria relate to technical meeting needs.
+-----------------------------------------------------+-------------+
| The Venue environs, which includes both onsite, as | "Important" | o The Facility's support technologies and services -- network,
| well as areas within a reasonable walking distance | | audio-video, etc. -- are sufficient for the anticipated activities
| or conveniently accessible by a short taxi, bus, or | | at the meeting, or the Facility is willing to add such
| subway ride, have convenient and inexpensive | | infrastructure or these support technologies and services might be
| choices for meals that can accommodate a wide range | | provided by a third party, all at no -- or at an acceptable --
| of dietary requirements. | | cost to the IETF.
+-----------------------------------------------------+-------------+
| The Venue environs include grocery shopping that | "Important" | o The Facility directly provides, or permits and facilitates, the
| will accommodate a wide range of dietary | | delivery of a high performance, robust, unfiltered and unmodified
| requirements, within a reasonable walking distance, | | IETF Network.
| or conveniently accessible by a short taxi, bus, or | |
| subway ride, from the Facility and IETF Hotels. | | o The IETF Hotel(s) directly provide, or else permit and facilitate,
+-----------------------------------------------------+-------------+ the delivery of a high performance, robust, unfiltered and
| A range of attendee's health-related and religion- | "Important" | unmodified Internet service for the public areas and guest rooms;
| related dietary requirements can be satisfied with | | this service is typically included in the cost of the room.
| robust and flexible onsite service or through | |
| access to an adequate grocery. | | 3.2.4. Hotel Needs
+-----------------------------------------------------+-------------+
The following criteria relate to IETF Hotels.
o The IETF Hotel(s) are within close proximity to each other and the
Facility.
o The guest rooms at the IETF Hotel(s) are sufficient in number to
house 1/3 or more of projected meeting attendees.
o Overflow Hotels can be placed under contract, within convenient
travel time of the Facility and at a variety of guest room rates.
o The Venue environs include budget hotels within convenient travel
time, cost, and effort.
o The IETF Hotel(s) are accessible by people with disabilities.
While we mandate wheelchair accessibility, other forms are
important, and should be provided to the extent possible, based on
anticipated needs of the community.
o At least one IETF Hotel has a space for use as a lounge, conducive
to planned and ad hoc meetings and chatting, as well as working
online. There are tables with seating, convenient for small
meetings with laptops. These can be at an open bar or casual
restaurant. Preferably the lounge area is on the path between the
meeting rooms and the hotel entrance, and is available all day and
night.
3.2.5. Food and Beverage
It is said that an army travels on its stomach. So too does the
IETF. The following criteria relate to food and beverage.
o The Venue environs, which includes both onsite, as well as areas
within a reasonable walking distance or conveniently accessible by
a short taxi ride or by local public transportation, have
convenient and inexpensive choices for meals that can accommodate
a wide range of dietary requirements.
o The Venue environs include grocery shopping that will accommodate
a wide range of dietary requirements, within a reasonable walking
distance, or conveniently accessible by a short taxi, bus, or
subway ride, from the Facility and IETF Hotels.
o A range of attendee's health-related and religion-related dietary
requirements can be satisfied with robust and flexible onsite
service or through access to an adequate grocery.
3.3. Other Consideraitons
The following considerations are desirable, but not as important as
the preceding requirements, and thus should not be traded off for
them.
We have something of a preference for an IETF meeting to be under
"One Roof". That is, qualified meeting space and guest rooms are
available in the same facility.
It is desirable for overflow hotels provide reasonable, reliable,
unfiltered Internet service for the public areas and guest rooms;
this service is included in the cost of the room.
It is desirable to enter into a multi-event contract with the
Facility and IETF Hotels to optimize meeting and attendee benefits,
i.e., reduce administrative costs and reduce direct attendee costs,
will be considered a positive factor. Such a contract can be
considered after at least one IETF meeting has been held at the
Facility.
Particularly when we are considering a city for the first time, it is
desirable to have someone who is familiar with both the locale and
the IETF participate in the site selection process. Such a person
can provide guidance regarding safety, location of local services,
and understanding best ways to get to and from the Venue, and local
customs, as well as identify how our requirements are met.
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,
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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 sequence is used by the IAOC to select venues. Unless The following sequence is used by the IAOC to select venues. Unless
otherwise stated below, the IAOC may evolve these steps over time otherwise stated below, the IAOC may evolve these steps over time
without updating this document.[[ED- this chapeau text is not agreed. without updating this document.
On-list discussion continues.]]
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 example: for meetings. For example:
a. The IAOC selects regions, cities, 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.
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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
The IAOC MUST consult the community about potential new venues prior 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 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 vary over time, but MUST include references to any notable travel
risks. The consultation may overlap with the previous step
(identification). (identification).
For example: 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
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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.
e. The venue is announced. At this time, the announcement MUST
include any notable travel risks or references thereto.
5.5. Late Changes 5.5. Late Changes
If at any time after a contract is signed the IAOC learns where a If at any time after a contract is signed the IAOC learns where a
Venue's circumstances have significantly changed, such that the Venue's circumstances have significantly changed, such that the
Important or Mandatory criteria can no longer be met, the IAOC MUST Important or Mandatory criteria can no longer be met, the IAOC MUST
reconsider the selection. A description of how reconsideration reconsider the selection. A description of how reconsideration
currently takes place is found in Appendix B. The IAOC will gauge 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 the cost of making a change against the ability of the IETF to
conclude a successful meeting, and make a final determination based conclude a successful meeting, and make a final determination based
on their best judgment. When there is enough time to do so, the IAOC on their best judgment. When there is enough time to do so, the IAOC
MUST consult the community about changes. is expected to 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.
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IETF operates internationally, as proposed by Brian. IETF operates internationally, as proposed by Brian.
2017-04-18 Add new introductory text. Sharpen mandatory definition. 2017-04-18 Add new introductory text. Sharpen mandatory definition.
Split first criteria into two, and reword them to be more Split first criteria into two, and reword them to be more
actionable. Remove net cash positive requirement. Change many actionable. Remove net cash positive requirement. Change many
critera from Mandatory to Important. Remove consensus text. critera from Mandatory to Important. Remove consensus text.
Modify chapeau. Add some normative MUSTs in Section 5, and Modify chapeau. Add some normative MUSTs in Section 5, and
restructure Section 5.5. A bunch of other stuff as well. Use restructure Section 5.5. A bunch of other stuff as well. Use
diff. diff.
2017-05-14 Happy Mother's Day. This version removes the tabular
format of requirements, moves mandatory requirements up front,
adds a desiderata section, adds a mandatory filtering requirement,
consolidates introductory text, moves procedural requirements into
Section 5, removes the definition of Headquarters Hotel, removes
the MUST in late changes, and adds a desire for a local
participant in site selection.
Authors' Addresses Authors' Addresses
Ray Pelletier Ray Pelletier
Internet Society Internet Society
Email: rpelletier@isoc.org Email: rpelletier@isoc.org
Laura Nugent Laura Nugent
Association Management Solutions Association Management Solutions
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