draft-ietf-mtgvenue-iaoc-venue-selection-process-09.txt   draft-ietf-mtgvenue-iaoc-venue-selection-process-10.txt 
mtgvenue E. Lear, Ed. mtgvenue E. Lear, Ed.
Internet-Draft Cisco Systems Internet-Draft Cisco Systems
Intended status: Best Current Practice September 12, 2017 Intended status: Best Current Practice October 26, 2017
Expires: March 16, 2018 Expires: April 29, 2018
IETF Plenary Meeting Venue Selection Process IETF Plenary Meeting Venue Selection Process
draft-ietf-mtgvenue-iaoc-venue-selection-process-09 draft-ietf-mtgvenue-iaoc-venue-selection-process-10
Abstract Abstract
The IASA has responsibility for arranging IETF plenary meeting Venue The IASA 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.
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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 March 16, 2018. This Internet-Draft will expire on April 29, 2018.
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
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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 . . . . . . . . . . . . . . . . . . . . . . . . 2 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 2
2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 3 2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 3
2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 3 2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 3
2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5 2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5
3. Meeting Criteria . . . . . . . . . . . . . . . . . . . . . . 6 3. Meeting Criteria . . . . . . . . . . . . . . . . . . . . . . 5
3.1. Mandatory Criteria . . . . . . . . . . . . . . . . . . . 6 3.1. Mandatory Criteria . . . . . . . . . . . . . . . . . . . 6
3.2. Important Criteria . . . . . . . . . . . . . . . . . . . 6 3.2. Important Criteria . . . . . . . . . . . . . . . . . . . 6
3.3. Other Consideraitons . . . . . . . . . . . . . . . . . . 9 3.3. Other Consideraitons . . . . . . . . . . . . . . . . . . 9
4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 10 4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 9
4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 10 4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 9
4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 10 4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 10
4.3. The Internet Society . . . . . . . . . . . . . . . . . . 10 4.3. The Internet Society . . . . . . . . . . . . . . . . . . 10
4.4. IETF Administrative Oversight Committee . . . . . . . . . 11 4.4. IETF Administrative Oversight Committee . . . . . . . . . 10
4.5. IETF Administrative Support Activity . . . . . . . . . . 11 4.5. IETF Administrative Support Activity . . . . . . . . . . 11
4.6. IETF Administrative Director . . . . . . . . . . . . . . 11 4.6. IETF Administrative Director . . . . . . . . . . . . . . 11
4.7. IAOC Meetings Committee . . . . . . . . . . . . . . . . . 11 4.7. IAOC Meetings Committee . . . . . . . . . . . . . . . . . 11
5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 12 5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 11
5.1. Identification . . . . . . . . . . . . . . . . . . . . . 12 5.1. Identification . . . . . . . . . . . . . . . . . . . . . 11
5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 12 5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 12
5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 13 5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 13
5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 13 5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 13
5.5. Late Changes . . . . . . . . . . . . . . . . . . . . . . 14 5.5. Late Changes . . . . . . . . . . . . . . . . . . . . . . 13
6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 14 6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 14
7. Security Considerations . . . . . . . . . . . . . . . . . . . 14 7. Security Considerations . . . . . . . . . . . . . . . . . . . 14
8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 14 8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 14
9. Contributors . . . . . . . . . . . . . . . . . . . . . . . . 14 9. Contributors . . . . . . . . . . . . . . . . . . . . . . . . 14
10. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 15 10. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 15
11. References . . . . . . . . . . . . . . . . . . . . . . . . . 15 11. References . . . . . . . . . . . . . . . . . . . . . . . . . 15
11.1. Normative References . . . . . . . . . . . . . . . . . . 15 11.1. Normative References . . . . . . . . . . . . . . . . . . 15
11.2. Informative References . . . . . . . . . . . . . . . . . 16 11.2. Informative References . . . . . . . . . . . . . . . . . 16
Appendix A. Site Qualification Visit Checklist . . . . . . . . . 16 Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 16
Appendix B. Contingency Planning Flow Chart . . . . . . . . . . 22 Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 17
Appendix C. Change Log . . . . . . . . . . . . . . . . . . . . . 23
Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 25
1. Introduction 1. Introduction
The Internet Administrative Support Activity (IASA) has The Internet Administrative Support Activity (IASA) has
responsibility for arranging IETF plenary meeting venue selection and responsibility for arranging IETF plenary meeting venue selection and
operation. The purpose of this document is to guide the IASA in operation. The purpose of this document is to guide the IASA in
their selection of regions, cities, and facilities, and hotels. The their selection of regions, cities, facilities, and hotels. The IASA
IASA applies this guidance at different points in the process in an applies this guidance at different points in the process in an
attempt to faithfully meet the requirements of the IETF community. attempt to faithfully meet the requirements of the IETF community.
We specify a set of general criteria for venue selection and several We specify a set of general criteria for venue selection and several
requirements for transparency and community consultation. requirements for transparency and community consultation.
It remains the responsibility of the IASA to apply their best It remains the responsibility of the IASA to apply their best
judgment. The IASA accepts input and feedback both during the judgment. The IASA accepts input and feedback both during the
consultation process and later (for instance when there are changes consultation process and later (for instance when there are changes
in the situation at a chosen location). Any appeals remain subject in the situation at a chosen location). Any appeals remain subject
to the provisions of BCP101 [RFC4071]. As always, the community is to the provisions of BCP101 [RFC4071]. As always, the community is
encouraged to provide direct feedback to the Nominations Committee encouraged to provide direct feedback to the Nominations Committee
(NOMCOM), Internet Engineering Steering Group (IESG), and IAB (NOMCOM), Internet Engineering Steering Group (IESG), and IAB
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It remains the responsibility of the IASA to apply their best It remains the responsibility of the IASA to apply their best
judgment. The IASA accepts input and feedback both during the judgment. The IASA accepts input and feedback both during the
consultation process and later (for instance when there are changes consultation process and later (for instance when there are changes
in the situation at a chosen location). Any appeals remain subject in the situation at a chosen location). Any appeals remain subject
to the provisions of BCP101 [RFC4071]. As always, the community is to the provisions of BCP101 [RFC4071]. As always, the community is
encouraged to provide direct feedback to the Nominations Committee encouraged to provide direct feedback to the Nominations Committee
(NOMCOM), Internet Engineering Steering Group (IESG), and IAB (NOMCOM), Internet Engineering Steering Group (IESG), and IAB
regarding the discharge of the IETF Administrative Oversight regarding the discharge of the IETF Administrative Oversight
Committee's performance. Committee's performance.
Three terms describe the places for which the IETF contracts Four 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:
The building that houses meeting rooms and associated resources. The building that houses meeting rooms and associated resources.
It may also house an IETF Hotel. It may also house an IETF Hotel.
IETF Hotels: IETF Hotels:
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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
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 we meet?
We meet to pursue the IETF's mission [RFC3935], partly by We meet to pursue the IETF's mission [RFC3935], partly by
advancing the development of Internet-Drafts and RFCs. We also advancing the development of Internet-Drafts and RFCs. We also
seek to facilitate attendee participation in multiple topics and seek to facilitate attendee participation in multiple topics and
to enable cross-pollination of ideas and technologies. to enable cross-pollination of ideas and technologies.
Inclusiveness: Inclusiveness:
We would like to facilitate the onsite or remote participation of We would like to facilitate the onsite or remote participation of
anyone who wants to be involved. anyone who wants to be involved.
Every country has limits on who it will permit within its borders. Every country has limits on who it will permit within its borders.
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1. Minimize situations in which onerous entry regulations 1. Minimize situations in which onerous entry regulations
inhibit, discourage, or prevent participants from attending inhibit, discourage, or prevent participants from attending
meetings, or failing that to distribute meeting locations such meetings, or failing that to distribute meeting locations such
that onerous entry regulations are not always experienced by that onerous entry regulations are not always experienced by
the same attendees; and the same attendees; and
2. Avoid meeting in countries with laws that effectively exclude 2. Avoid meeting in countries with laws that effectively exclude
people on the basis of race, religion, gender, sexual people on the basis of race, religion, gender, sexual
orientation, national origin, or gender identity. orientation, national origin, or gender identity.
Where do we meet? Where we meet?
We meet in different locations globally, in order to spread the We meet in different locations globally, in order to spread the
difficulty and cost of travel among active participants, balancing difficulty and cost of travel among active participants, balancing
travel time and expense across the regions in which IETF travel time and expense across the regions in which IETF
participants are based. participants are based.
Internet Access: Internet Access:
As an organization, we write specifications for the Internet, and As an organization, we write specifications for the Internet, and
we use it heavily. Meeting attendees need unfiltered access to we use it heavily. Meeting attendees need unfiltered access to
the general Internet and our corporate networks. "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
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limited to, native and unmodified IPv4 and IPv6 connectivity, limited to, native and unmodified IPv4 and IPv6 connectivity,
global reachability, and no additional limitation that would global reachability, and no additional limitation that would
materially impact their Internet use. To ensure availability, it materially impact their Internet use. To ensure availability, it
MUST be possible to provision redundant paths to the Internet. MUST be possible to provision redundant paths to the Internet.
3.2. Important Criteria 3.2. Important Criteria
The criteria in this subsection are not mandatory, but are still The criteria in this subsection are not mandatory, but are still
highly significant. It may be necessary to trade one or more of highly significant. It may be necessary to trade one or more of
these criteria off against others. A Venue that meets more of these these criteria off against others. A Venue that meets more of these
criteria is on the whole more preferable than another that meets criteria is on the whole preferable than another that meets fewer of
fewer of these criteria. Requirements classed as Important can also these criteria. Requirements classed as Important can also be
be balanced across Venue selections for multiple meetings. When a balanced across Venue selections for multiple meetings. When a
particular requirement in this section cannot be met, the IASA MUST particular requirement in this section cannot be met, the IASA MUST
notify the community at the time the venue is booked. Furthermore, notify the community at the time of the venue announcement.
it may be appropriate for the IASA to assist those who, as a result, Furthermore, it may be appropriate for the IASA to assist those who,
have been inconvenienced in some way. as a result, have been inconvenienced in some way.
3.2.1. Venue City Criteria 3.2.1. Venue City Criteria
o Travel to the Venue is acceptable based on cost, time, and burden o Travel to the Venue is acceptable based on cost, time, and burden
for participants traveling from multiple regions. It is for participants traveling from multiple regions. It is
anticipated that the burden borne will be generally shared over anticipated that the burden borne will be generally shared over
the course of multiple years. the course of multiple years.
o The Venue is assessed as favorable for obtaining a host and 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 sponsors. That is, the Meeting is in a location and at a price
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can be had. can be had.
o Economic, safety, and health risks associated with this Venue are o Economic, safety, and health risks associated with this Venue are
acceptable. acceptable.
3.2.2. Basic Venue Criteria 3.2.2. Basic Venue Criteria
The following requirements relate to the Venue and Facilities. 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 SHALL have provided written
safety and accessibility laws and regulations. A useful discussion assurance that they are in compliance with local health, safety and
of related considerations in evaluating this criterion is at: accessibility laws and regulations, and will remain in compliance
<http://www.sigaccess.org/welcome-to-sigaccess/resources/accessible- throughout our stay.
conference-guide/>
In addition: In addition:
o There are sufficient places (e.g., a mix of hallways, bars, o There are sufficient places (e.g., a mix of hallways, bars,
meeting rooms, and restaurants) for people to hold ad hoc meeting rooms, and restaurants) for people to hold ad hoc
conversations and group discussions in the combination of spaces conversations and group discussions in the combination of spaces
offered by the facilities, hotels and bars/restaurants in the offered by the facilities, hotels and bars/restaurants in the
surrounding area, within walking distance (5-10'). surrounding area, within walking distance (5-10').
o The cost of guest rooms, meeting space, meeting food and beverage o The cost of guest rooms, meeting space, meeting food and beverage
is affordable, within the norms of business travel. is affordable, within the norms of business travel.
o The Facility is accessible by people with disabilities. While we o The Facility is accessible or reasonable accommodations can be
mandate wheelchair accessibility, other forms are important, and made to allow access by people with disabilities.
should be provided to the extent possible, based on anticipated
needs of the community.
3.2.3. Technical Meeting Needs 3.2.3. Technical Meeting Needs
The following criteria relate to technical meeting needs. The following criteria relate to technical meeting needs.
o The Facility's support technologies and services -- network, o The Facility's support technologies and services -- network,
audio-video, etc. -- are sufficient for the anticipated activities audio-video, etc. -- are sufficient for the anticipated activities
at the meeting, or the Facility is willing to add such at the meeting, or the Facility is willing to add such
infrastructure or these support technologies and services might be infrastructure or these support technologies and services might be
provided by a third party, all at no -- or at an acceptable -- provided by a third party, all at no -- or at an acceptable --
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travel time of the Facility and at a variety of guest room rates. travel time of the Facility and at a variety of guest room rates.
o The Facility environs include budget hotels within convenient o The Facility environs include budget hotels within convenient
travel time, cost, and effort. travel time, cost, and effort.
o The IETF Hotel(s) are accessible by people with disabilities. o The IETF Hotel(s) are accessible by people with disabilities.
While we mandate wheelchair accessibility, other forms are While we mandate wheelchair accessibility, other forms are
important, and should be provided to the extent possible, based on important, and should be provided to the extent possible, based on
anticipated needs of the community. anticipated needs of the community.
o At least one IETF Hotel has a space for use as a lounge, conducive o At least one IETF Hotel or the Facility has a space for use as a
to planned and ad hoc meetings and chatting, as well as working lounge, conducive to planned and ad hoc meetings and chatting, as
online. There are tables with seating, convenient for small well as working online. There are tables with seating, convenient
meetings with laptops. These can be at an open bar or casual for small meetings with laptops. These can be at an open bar or
restaurant. Preferably the lounge area is on the path between the casual restaurant. Preferably the lounge area is centrally
meeting rooms and the hotel entrance, and is available all day and located, permitting easy access to participants.
night.
3.2.5. Food and Beverage 3.2.5. Food and Beverage
It is said that an army travels on its stomach. So too does the It is said that an army travels on its stomach. So too does the
IETF. The following criteria relate to food and beverage. IETF. The following criteria relate to food and beverage.
o The Facility environs, which includes both onsite, as well as o The Facility environs, which includes both onsite, as well as
areas within a reasonable walking distance or conveniently areas within a reasonable walking distance or conveniently
accessible by a short taxi ride or by local public transportation, accessible by a short taxi ride or by local public transportation,
have convenient and inexpensive choices for meals that can have convenient and inexpensive choices for meals that can
accommodate a wide range of dietary requirements. accommodate a wide range of dietary requirements.
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.
o The Facility environs include grocery shopping that will o The Facility environs include grocery shopping that will
accommodate a wide range of dietary requirements, within a accommodate a wide range of dietary requirements, within a
reasonable walking distance, or conveniently accessible by a short reasonable walking distance, or conveniently accessible by a short
taxi, bus, or subway ride, from the Facility and IETF Hotels. 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 3.3. Other Consideraitons
The following considerations are desirable, but not as important as The following considerations are desirable, but not as important as
the preceding requirements, and thus should not be traded off for the preceding requirements, and thus should not be traded off for
them. them.
We have something of a preference for an IETF meeting to be under o We have something of a preference for an IETF meeting to be under
"One Roof". That is, qualified meeting space and guest rooms are "One Roof". That is, qualified meeting space and guest rooms are
available in the same facility. available in the same facility.
It is desirable for overflow hotels provide reasonable, reliable, o It is desirable for overflow hotels provide reasonable, reliable,
unfiltered Internet service for the public areas and guest rooms; unfiltered Internet service for the public areas and guest rooms;
this service is included in the cost of the room. this service is included in the cost of the room.
It is desirable to enter into a multi-event contract with the o It is desirable to enter into a multi-event contract with the
Facility and IETF Hotels in case such a contract will either reduce Facility and IETF Hotels or associated hotel chains in case such a
administrative costs, reduce direct attendee costs, or both. contract will either reduce administrative costs, reduce direct
attendee costs, or both.
Particularly when we are considering a city for the first time, it is o Particularly when we are considering a city for the first time, it
desirable to have someone who is familiar with both the locale and is desirable to have someone participate in the site visit who is
the IETF participate in the site selection process. Such a person familiar with both the locale and the IETF. Such a person can
can provide guidance regarding safety, location of local services, provide guidance regarding safety, location of local services, and
and understanding best ways to get to and from the Venue, and local understanding best ways to get to and from the Venue, and local
customs, as well as identify how our requirements are met. 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,
are outside the scope of this document. are outside the scope of this document.
4.1. IETF Participants 4.1. IETF Participants
While perhaps obvious, it is important to note that IETF meetings While perhaps obvious, it is important to note that IETF meetings
serve all those who contribute to the work of the IETF. This serve all those who contribute to the work of the IETF. This
includes those who attend meetings in person, from newcomer to includes those who attend meetings in person, from newcomer to
frequent attendee, to those who participate remotely, as well as frequent attendee, to those who participate remotely, as well as
those who do not attend but contribute to new RFCs. Potential new those who do not attend but who also contribute their ideas.
contributors are also considered in the process. Potential new 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 IASA functions, and by initiating fresh input as solicitations from IASA functions, 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
reviewed. This permits those responsible for venue selection to be reviewed. 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.
4.2. IESG and IETF Chair 4.2. IESG and IETF Chair
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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.
4.3. The Internet Society 4.3. The Internet Society
With respect to IETF meetings, the Internet Society (ISOC): With respect to IETF meetings, the Internet Society (ISOC) or the
Secretariat on ISOC's behalf:
o Executes all Venue contracts on behalf of the IETF at the request o Executes all Venue contracts on behalf of the IETF at the request
of the IASA of the IASA
o Solicits meeting sponsorships o Solicits meeting sponsorships
o Collects all meeting-related revenues, including registration o Collects all meeting-related revenues, including registration
fees, sponsorships, hotel commissions, and other miscellaneous fees, sponsorships, hotel commissions, and other miscellaneous
revenues revenues
ISOC also provides accounting services, such as invoicing and monthly ISOC also provides accounting services, such as invoicing and monthly
financial statements. financial statements.
4.4. IETF Administrative Oversight Committee 4.4. IETF Administrative Oversight Committee
The IETF Administrative Oversight Committee (IAOC) has the The IETF Administrative Oversight Committee (IAOC) has the
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fees, sponsorships, hotel commissions, and other miscellaneous fees, sponsorships, hotel commissions, and other miscellaneous
revenues revenues
ISOC also provides accounting services, such as invoicing and monthly ISOC also provides accounting services, such as invoicing and monthly
financial statements. financial statements.
4.4. IETF Administrative Oversight Committee 4.4. IETF Administrative Oversight Committee
The IETF Administrative Oversight Committee (IAOC) has the The IETF Administrative Oversight Committee (IAOC) has the
responsibility to oversee and select IETF meeting venues. It responsibility to oversee and select IETF meeting venues. It
instructs the IAD to work with the Internet Society to write the instructs the IAD and Secretariat to work with the Internet Society
relevant contracts. It approves the IETF meetings calendar. In to write the relevant contracts. It approves the IETF meetings
cooperation with the IAD, the IAOC takes necessary actions to ensure calendar. In cooperation with the IAD, the IAOC takes necessary
that the IASA is aware of participant concerns about particular actions to ensure that the IASA is aware of participant concerns
venues as early in the process as is feasible. about particular venues as early in the process as is feasible.
4.5. IETF Administrative Support Activity 4.5. IETF Administrative Support Activity
The IETF Administrative Support Activity (IASA) performs the meeting The IETF Administrative Support Activity (IASA) performs the meeting
selection process under the oversight of the IAOC. This includes selection process under the oversight of the IAOC. This includes
identifying, qualifying and reporting on potential meeting sites, as identifying, qualifying and reporting on potential meeting sites, as
well as supporting meeting Venue contract negotiation. The IETF well as supporting meeting Venue contract negotiation. The IETF
Secretariat is part of the IASA under the management of the IAD. The Secretariat is part of the IASA under the management of the IAD. The
IAD takes appropriate actions to solicit community input regarding IAD takes appropriate actions to solicit community input regarding
both retrospective and prospective feedback from participants. both retrospective and prospective feedback from participants.
4.6. IETF Administrative Director 4.6. IETF Administrative Director
The IETF Administrative Director (IAD) coordinates and supports the The IETF Administrative Director (IAD) coordinates and supports the
activities of the IETF Secretariat, the IAOC Meetings Committee and activities of the IETF Secretariat, the IAOC Meetings Committee and
the IASA to ensure the timely execution of the meeting process. This the IASA to ensure the timely execution of the meeting process. This
includes participating in the IAOC Meetings Committee and ensuring includes participating in the IAOC Meetings Committee and ensuring
its efforts are documented, leading Venue contract negotiation, and its efforts are documented, overseeing Secretariat contract
coordinating contract execution with ISOC. The meetings budget is negotiations with the Venue, and coordinating contract execution with
managed by the IAD. ISOC. The meetings budget is managed by the IAD.
4.7. IAOC Meetings Committee 4.7. IAOC Meetings Committee
The fundamental purpose of the Meetings Committee is to participate The fundamental purpose of the Meetings Committee is to participate
in the Venue selection process, and to formulate recommendations to in the Venue selection process, and to formulate recommendations to
the IAOC regarding meeting sites. It also tracks the meetings the IAOC regarding meeting sites. It also tracks the meetings
sponsorship program, recommends extraordinary meeting-related sponsorship program, recommends extraordinary meeting-related
expenses, and recommends the IETF meetings calendar to the IAOC. The expenses, and recommends the IETF meetings calendar to the IAOC. The
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>.
skipping to change at page 12, line 41 skipping to change at page 12, line 23
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 IASA of investigated/target cities makes a recommendation to the IASA 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 IASA MUST consult the community about potential new venues prior The IASA MUST consult the community about potential new venues prior
to them being booked. The timing and means by which it does so may to booking. The timing and means by which it does so may vary over
vary over time, but MUST include references to any notable travel time, but MUST include references to any notable travel risks. The
risks. The consultation may overlap with the previous step 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
for whether each city should be considered as potential meeting for whether each city should be considered as potential meeting
skipping to change at page 13, line 36 skipping to change at page 13, line 20
availability and conformance to criteria. availability and conformance to criteria.
b. Meetings Committee approves potential cities for site b. Meetings Committee approves potential cities for site
qualification visit. qualification visit.
c. Site qualification visits are arranged by Secretariat and c. Site qualification visits are arranged by Secretariat and
preliminary negotiations are undertaken with selected potential preliminary negotiations are undertaken with selected potential
sites. sites.
d. Site qualification visit is conducted using the checklist along d. Site qualification visit is conducted using the checklist along
the lines of what is included in Appendix A; the site visit team the lines of <https://iaoc.ietf.org/documents/
PreQualSpecifications-19Oct2017.pdf>; the site visit team
prepares a site report and discusses it with the Meetings prepares a site report and discusses it with the Meetings
Committee. Committee.
5.4. Negotiation 5.4. Negotiation
2.75 - 3 years out, initiate contract negotiations: 2.75 - 3 years out, initiate contract negotiations:
a. The Meetings Committee reviews the Venue options based on Venue a. The Meetings Committee reviews the Venue options based on Venue
selection criteria and recommends a Venue to the IAOC. The selection criteria and recommends a Venue to the IAOC. The
Meetings Committee will not recommend an option unless it meets Meetings Committee will not recommend an option unless it meets
skipping to change at page 14, line 20 skipping to change at page 13, line 52
e. The venue is announced. At this time, the announcement MUST e. The venue is announced. At this time, the announcement MUST
include any notable travel risks or references thereto. 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 IASA learns If at any time after a contract is signed the IASA learns
circumstances have changed such that it is not certain that Important circumstances have changed such that it is not certain that Important
or Mandatory criteria can be met by a Venue, the IASA MUST reconsider or Mandatory criteria can be met by a Venue, the IASA MUST reconsider
the selection. A description of how reconsideration currently takes the selection. A description of how reconsideration currently takes
place is found in Appendix B. The IASA will gauge the cost of making place is found in <https://iaoc.ietf.org/meetings-
a change against the ability of the IETF to conclude a successful committee/documents/IETF-VenueSelectionID-
meeting, and make a final determination based on their best judgment. ContingencyPlanningFlowChart-2016.pdf>. The IASA will gauge the cost
When there is enough time to do so, the IASA is expected to consult of making a change against the ability of the IETF to conclude a
the community about changes. successful meeting, and make a final determination based on their
best judgment. When there is enough time to do so, the IASA 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.
[The RFC-Editor may remove this section prior to publicaiton.] [The RFC-Editor may remove this section prior to publicaiton.]
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
skipping to change at page 16, line 24 skipping to change at page 16, line 10
[RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF [RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF
Administrative Oversight Committee (IAOC) Members", Administrative Oversight Committee (IAOC) Members",
BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015, BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015,
<http://www.rfc-editor.org/info/rfc7691>. <http://www.rfc-editor.org/info/rfc7691>.
11.2. Informative References 11.2. Informative References
[RFC3935] Alvestrand, H., "A Mission Statement for the IETF", [RFC3935] Alvestrand, H., "A Mission Statement for the IETF",
BCP 95, RFC 3935, October 2004. BCP 95, RFC 3935, October 2004.
Appendix A. Site Qualification Visit Checklist Appendix A. Change Log
This section is based on the PreQualification RFP, dated January 23,
2016, which is available at <https://iaoc.ietf.org/meetings-
committee/venue-selection.html>. The contents of the link may be
changed as needed.
Prequalification Specification
+----------------+-------------------+----------+-------------------+
| Meeting Dates: | _________________ | Contact: | _________________ |
+----------------+-------------------+----------+-------------------+
| City: | _______________ | Phone: | _______________ |
+----------------+-------------------+----------+-------------------+
| Venue | _______________ | Email: | _______________ |
| Considered: | | | |
+----------------+-------------------+----------+-------------------+
Meeting Space Requirements:
+------------+--------+-------+---------+---------+---------+-------+
| Purpose | Space | sf/sm | Room As | Daily | Days + | Total |
| | Requir | | signed | Rate + | (set- | Price |
| | ed / | | | (set-up | up) | |
| | Set | | | rate) | | |
+------------+--------+-------+---------+---------+---------+-------+
| Registrati | 1200 / | 13,50 | Reg | | 6 + (1) | |
| on / | custom | 0 / | areas | | | |
| Breaks** | | 1254 | or | | | |
| | | | foyers | | | |
+------------+--------+-------+---------+---------+---------+-------+
| NOC | 25 / | 1200 | | | 8 + (5) | |
| | conf | / 111 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Terminal | 75 / | 1350 | | | 7 + (1) | |
| Room | class | / 125 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Storage | | 350 / | | | 6 + (4) | |
| (if Reg < | | 33 | | | | |
| 1000sf) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Plenary * | 900 / | 8500 | | | 2 | |
| | theatr | / 790 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 1 | 80 / t | 800 / | | | 6 | |
| | heatre | 74 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 2 | 100 / | 1000 | | | 6 | |
| | theatr | / 93 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 3 | 100 / | 1000 | | | 6 | |
| | theatr | / 93 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 4 | 150 / | 1400 | | | 6 | |
| | theatr | / 130 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 5 | 150 / | 1400 | | | 7 | |
| | theatr | / 130 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 6 | 200 / | 1900 | | | 7 | |
| | theatr | / 177 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 7 | 250 / | 2400 | | | 6 | |
| | theatr | / 223 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Breakout 8 | 300 / | 2800 | | | 6 | |
| | theatr | / 260 | | | | |
| | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Office 1 R | 10 / | 1000 | | | 6 + (4) | |
| egistratio | conf | / 93 | | | | |
| n | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 1 | 8 / | 350 / | | | 6 | |
| (IAB) | conf | 33 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 2 | 20 / | 900 / | | | 6 | |
| (ISOC1) | conf | 84 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 3 | 20 / | 900 / | | | 6 | |
| (ISOC2) | conf | 84 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 4 | 15 / | 650 / | | | 6 | |
| (IAOC / | conf | 60 | | | | |
| IAD) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 5 | 15 / | 650 / | | | 6 | |
| (NC) | conf | 60 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 6 | Nov 5 | 150 / | | | 6 | |
| (NC IV) | / conf | 14 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 7 | 40 / u | 1550 | | | 7 | |
| (40U) | -shape | / 144 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 8 | 20 / u | 950 / | | | 6 | |
| (20U) | -shape | 88 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Mtg Rm 9 | 16 / | 800 / | | | 6 | |
| (IESG) | conf | 74 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Postel | 40 / | 400 / | | | 1 | |
| Rec | rec | 37 | | | | |
| (WedPM) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: AC (Fri | 70 / | 1700 | | | 1 | |
| PM) | custom | / 158 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: BoT | 70 / | 1700 | Same as | | 2 | |
| (Sat / | custom | / 158 | AC | | | |
| Sun) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Bot | 40 / b | 550 / | | | 2 | |
| Lunch (Sat | anquet | 51 | | | | |
| / Sun) | | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Brfg | 150 / | 1400 | Same as | | 1 | |
| Panel (Tue | theatr | / 130 | BO4 | | | |
| lunch) | e | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Rec / | 50 / | 700 / | | | 1 | |
| Dinner | rec / | 65 | | | | |
| (Fri) | ban | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| I: Fellows | 70 / | 900 / | | | 1 | |
| Dinner | rec / | 84 | | | | |
| | ban | | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Lounge | 50 / | 600 / | | | 5 | |
| | lounge | 56 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Companion | 20 / | 200 / | | | 1 | |
| Rec | rec | 19 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Newcomers | 300 / | 2500 | | | 1 | |
| Rec | rec | / 232 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Welcome | 800 / | 6400 | | | 1 | |
| Rec | rec | / 595 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Hackathon | 200 / | 3000 | | | 2 + (1) | |
| | class | / 279 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
| Bits n | 700 / | 7000 | | | 2 | |
| Bytes | rec | / 650 | | | | |
+------------+--------+-------+---------+---------+---------+-------+
* Breakouts 6 +7+8 (or some combination thereof) to be used as the
Plenary as Plenary and Breakouts do not run simultaneously
** Additional space required, not included in total meeting space
Note: Prices quoted are those that will apply on the dates of the
event and include all tax, services and fees
Accomodation:
+-------+------+------+----------+-------+-------+----------+-------+
| Day/D | Tota | Desi | Primary | Rate* | Desir | Overflow | Rate |
| ate | l Ro | red | Hotel Av | Prima | ed | Hotel Av | * Ove |
| | oms | Room | ailabili | ry | Rooms | ailabili | rflow |
| | Requ | s at | ty | Hotel | at Ov | ty | Hotel |
| | ired | Prim | | | erflo | | |
| | | ary | | | w Hot | | |
| | | Hote | | | els | | |
| | | l | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Total | 5,25 | 4,24 | | | 1,005 | | |
| room | 0 | 5 | | | (180 | | |
| night | (780 | (600 | | | peak) | | |
| s | peak | peak | | | | | |
| | ) | ) | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Monda | 5 | 5 | | | 0 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Tuesd | 15 | 15 | | | 0 | | |
| ay | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Wedne | 25 | 25 | | | 0 | | |
| sday | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Thurs | 50 | 50 | | | 0 | | |
| day | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Frida | 185 | 150 | | | 35 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Satur | 500 | 400 | | | 100 | | |
| day | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Sunda | 770 | 600 | | | 170 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Monda | 780 | 600 | | | 180 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Tuesd | 780 | 600 | | | 180 | | |
| ay | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Wedne | 750 | 600 | | | 150 | | |
| sday | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Thurs | 700 | 600 | | | 100 | | |
| day | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Frida | 370 | 300 | | | 70 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Satur | 220 | 200 | | | 20 | | |
| day | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
| Sunda | 100 | 100 | | | 0 | | |
| y | | | | | | | |
+-------+------+------+----------+-------+-------+----------+-------+
o Guest-room Internet, breakfast, 10% commission, all tax, service
and fees are incorporated into the lodging rate.
o Guest-room rates quoted are those that will apply on the dates of
the event.
o Attendees will book individually.
Food and Beverage:
+----------------+-------------------------+------------------------+
| Purpose | When | Service |
+----------------+-------------------------+------------------------+
| Meet and Greet | Sunday afternoon (250 - | Cold appetizers, beer |
| | 350 people) | and wine |
+----------------+-------------------------+------------------------+
| Welcome | Sunday evening (600 - | Appetizers and |
| Reception | 800 people) | cocktails (no-host |
| | | bar) |
+----------------+-------------------------+------------------------+
| Companion | Sunday afternoon (20 - | Appetizers / non- |
| Reception | 30 people) | alcoholic beverages |
+----------------+-------------------------+------------------------+
| AM Breaks | Daily beginning Monday | Continental breakfast |
| | (1,000+ people) | |
+----------------+-------------------------+------------------------+
| PM Breaks | Daily beginning Monday | Light snack with |
| | (1,000+ people) | beverages |
+----------------+-------------------------+------------------------+
| Breakfast | Daily (15 to 60 people) | Continental or hot |
| | | buffet |
+----------------+-------------------------+------------------------+
| Lunch | Daily (15 to 70 people) | Box or buffet |
+----------------+-------------------------+------------------------+
| Dinner | Friday and/or Sunday | Bar and hot buffet |
| | evening (50 people) | |
+----------------+-------------------------+------------------------+
| Bits n Bytes | Thursday evening (700+ | Appetizers and |
| (reception) | people) | cocktails |
+----------------+-------------------------+------------------------+
Technology:
+----------------+--------------------------------+-----------------+
| Item | Question | Response |
+----------------+--------------------------------+-----------------+
| Outside | Can we bring in our own | _______________ |
| connection | external circuit? | |
+----------------+--------------------------------+-----------------+
| Infrastructure | Can we use your cabling | _______________ |
| | infrastructure to build a | |
| | dedicated network, including | |
| | installation of network | |
| | equipment in data closets and | |
| | phone rooms? | |
+----------------+--------------------------------+-----------------+
| Access | Is it possible to have 24-hour | _______________ |
| | access to data closets and | |
| | phone rooms to support the | |
| | network? | |
+----------------+--------------------------------+-----------------+
| Wireless | Is it possible to deploy a | _______________ |
| | wireless network? | |
+----------------+--------------------------------+-----------------+
| Venue network | Would you be willing to | _______________ |
| | disable your wireless network | |
| | in the meeting and public | |
| | spaces? | |
+----------------+--------------------------------+-----------------+
| Infrastructure | Do all proposed meeting rooms | _______________ |
| | have at least one available | |
| | Category 5 twisted pair | |
| | connection? | |
+----------------+--------------------------------+-----------------+
Appendix B. Contingency Planning Flow Chart
This section is based on the Contingency Planning Flow Chart which is
available at <https://iaoc.ietf.org/meetings-committee/venue-
selection.html>. The contents of the link may changed as needed.
-----
(Start)
-----
|
|
v
+----------------+
| Does the IAOC | +------------+
|believe there is| | Can an | +-------------+
|an unacceptable | Yes | effective | Yes | Secure |
| risk in having |---->|F2F meeting |---->| alternate |----+
| the meeting in | |be organized| |meeting venue| |
| the contracted | | elsewhere? | +-------------+ |
| location? | +------------+ |
+----------------+ /\ |No |
|No / | |
| Yes / | |
v / | |
+-----------------+ / | |
| Does the | / +----------+ |
|community believe|/ | Can an | |
| there is an | |effective | |
|unacceptable risk| | virtual | Yes |
| in having the | |meeting be|--------+ |
| meeting in the | |organized | | |
| contracted | |elsewhere?| | |
| location? | +----------+ | |
+-----------------+ |No | |
|No | | |
| | | |
v v v v
------- ------- ------- ---------
(Proceed) (Cancel ) ( Hold ) ( Hold )
( with ) ( the ) (virtual) (relocated)
(meeting) (meeting) (meeting) ( meeting )
------- ------- ------- ---------
Appendix C. Change Log
[RFC Editor: Please remove this section prior to publication.] [RFC Editor: Please remove this section prior to publication.]
2016-01-12: Initial version 2016-01-12: Initial version
2016-01-21: Update to reflect https://iaoc.ietf.org/documents/ 2016-01-21: Update to reflect https://iaoc.ietf.org/documents/
VenueSelectionCriteriaJan2016.pdf and VenueSelectionCriteriaJan2016.pdf and
https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf, https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf,
accessed from https://iaoc.ietf.org/private/privatemeetings.html. accessed from https://iaoc.ietf.org/private/privatemeetings.html.
skipping to change at page 24, line 41 skipping to change at page 17, line 9
high-level 'objectives' and the detailed criteria and roles, per high-level 'objectives' and the detailed criteria and roles, per
suggestions fronm Lear. Editorial changes, per 12/27 response to suggestions fronm Lear. Editorial changes, per 12/27 response to
Cooper. Refined uses of 'facility' and 'venue', per 12/4 response Cooper. Refined uses of 'facility' and 'venue', per 12/4 response
to Carpenter; also added Carpenter 'lounge' text. Moved community to Carpenter; also added Carpenter 'lounge' text. Moved community
consultation to a separate criterion; removed 'acceptable to the consultation to a separate criterion; removed 'acceptable to the
IETF Community from the 2 entries that had it. Removed Post- IETF Community from the 2 entries that had it. Removed Post-
Seroul Revisions and Text Carried Forward. Seroul Revisions and Text Carried Forward.
2016-12-24 Address comments made on list by Stephen Farrell 2016-12-24 Address comments made on list by Stephen Farrell
<stephen.farrell@cs.tcd.ie>. Minor text change in Section 5. <stephen.farrell@cs.tcd.ie>. Minor text change in Section 5.
Replaced links in sections 5.3 and 5.5 with Appendix A and Replaced links in sections 5.3 and 5.5.
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. 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
skipping to change at page 25, line 22 skipping to change at page 17, line 38
adds a desiderata section, adds a mandatory filtering requirement, adds a desiderata section, adds a mandatory filtering requirement,
consolidates introductory text, moves procedural requirements into consolidates introductory text, moves procedural requirements into
Section 5, removes the definition of Headquarters Hotel, removes Section 5, removes the definition of Headquarters Hotel, removes
the MUST in late changes, and adds a desire for a local the MUST in late changes, and adds a desire for a local
participant in site selection. participant in site selection.
2017-09-12 These are last call edits. Big change is around Internet 2017-09-12 These are last call edits. Big change is around Internet
requirements. Also, address Andrew Sullivan comments, as well as requirements. Also, address Andrew Sullivan comments, as well as
SM comments. Brian Carpenter big scrub on IAOC to IASA. SM comments. Brian Carpenter big scrub on IAOC to IASA.
2017-10-20 Final edits based on Laura Nugent's review. Most are
editorial for clarity. Also, remove large table and link to the
live copy.
Author's Address Author's Address
Eliot Lear (editor) Eliot Lear (editor)
Cisco Systems Cisco Systems
Richtistrasse 7 Richtistrasse 7
Wallisellen CH-8304 Wallisellen CH-8304
Switzerland Switzerland
Phone: +41 44 878 9200 Phone: +41 44 878 9200
Email: lear@cisco.com Email: lear@cisco.com
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