draft-ietf-mtgvenue-iaoc-venue-selection-process-11.txt   draft-ietf-mtgvenue-iaoc-venue-selection-process-12.txt 
mtgvenue E. Lear, Ed. mtgvenue E. Lear, Ed.
Internet-Draft Cisco Systems Internet-Draft Cisco Systems
Intended status: Best Current Practice January 11, 2018 Intended status: Best Current Practice February 2, 2018
Expires: July 15, 2018 Expires: August 6, 2018
IETF Plenary Meeting Venue Selection Process IETF Plenary Meeting Venue Selection Process
draft-ietf-mtgvenue-iaoc-venue-selection-process-11 draft-ietf-mtgvenue-iaoc-venue-selection-process-12
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 the community's Venue Selection Process from the perspective of the community's
goals, criteria and thought processes. It points to additional goals, criteria and thought processes. It points to additional
process documents on the IAOC Web Site that go into further detail process documents on the IAOC Web Site that go into further detail
and are subject to change with experience. and are subject to 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 https://datatracker.ietf.org/drafts/current/. Drafts is at https://datatracker.ietf.org/drafts/current/.
Internet-Drafts are draft documents valid for a maximum of six months Internet-Drafts are draft documents valid for a maximum of six months
and may be updated, replaced, or obsoleted by other documents at any and may be updated, replaced, or obsoleted by other documents at any
time. It is inappropriate to use Internet-Drafts as reference time. It is inappropriate to use Internet-Drafts as reference
material or to cite them other than as "work in progress." material or to cite them other than as "work in progress."
This Internet-Draft will expire on July 15, 2018. This Internet-Draft will expire on August 6, 2018.
Copyright Notice Copyright Notice
Copyright (c) 2018 IETF Trust and the persons identified as the Copyright (c) 2018 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
(https://trustee.ietf.org/license-info) in effect on the date of (https://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 . . . . . . . . . . . . . . . . . . . . . . 5 3. Meeting Criteria . . . . . . . . . . . . . . . . . . . . . . 6
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 . . . . . . . . . . . . . . . . . . . . 9 4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 10
4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 9 4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 10
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 . . . . . . . . . 10 4.4. IETF Administrative Oversight Committee . . . . . . . . . 11
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 . . . . . . . . . . . . . . . . . . . . 11 5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 12
5.1. Identification . . . . . . . . . . . . . . . . . . . . . 12 5.1. Identification . . . . . . . . . . . . . . . . . . . . . 12
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 . . . . . . . . . . . . . . . . . . . . . . 14
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. Change Log . . . . . . . . . . . . . . . . . . . . . 16 Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 16
Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 18 Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 18
1. Introduction 1. Introduction
The IETF 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, facilities, and hotels. The IASA their selection of regions, cities, facilities, and hotels. The 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
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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:
One or more hotels, in close proximity to the Facility, where the One or more hotels, in close proximity to the Facility, where the
IETF guest room allocations are negotiated and IETF SSIDs are in IETF guest room block allocations are negotiated and where network
use. services managed by the IASA (e.g., the "IETF" SSID) are in use.
Overflow Hotels: Overflow Hotels:
One or more hotels, usually in close proximity to the Facility, One or more hotels, usually in close proximity to the Facility,
where the IETF has negotiated a group rate for the purposes of the where the IETF has negotiated a group rate for the purposes of the
meeting. Of particular note is that overflow hotels usually are meeting. Of particular note is that overflow hotels usually are
not connected to the IETF network and do not use IETF SSIDs. not connected to the IETF network and do not use network services
managed by the IASA.
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
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However the IETF seeks to: However the IETF seeks to:
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, citizenship, or gender identity.
Where 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 their 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
technology development. In some cases, local laws may require technology development. In some cases, local laws may require
some filtering. We seek to avoid such locales without reducing some filtering. We seek to avoid such locales without reducing
the pool of cities to an unacceptable level by stating a number of the pool of cities to an unacceptable level by stating a number of
criteria below, one mandatory and others important, to allow for criteria below, one mandatory and others important, to allow for
the case where local laws may require filtering in some the case where local laws may require filtering in some
circumstances.[MeetingNet] 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" [RFC6771]
side meetings. Environments that are noisy or distracting prevent - or in side meetings. Environments that are noisy or distracting
that or reduce its effectiveness, and are therefore less desirable prevent that or reduce its effectiveness, and are therefore less
as a meeting Facility. desirable as a meeting Facility.
Economics: Economics:
Meeting attendees participate as individuals. While many are Meeting attendees participate as individuals. While many are
underwritten by employers or sponsors, many are self-funded. In underwritten by employers or sponsors, many are self-funded. In
order to reduce participation costs and travel effort, we order to reduce participation costs and travel effort, we
therefore seek locations that provide convenient budget therefore seek locations that provide convenient budget
alternatives for food and lodging, and which minimize travel alternatives for food and lodging, and which minimize travel
segments from major airports to the Venue. Within reason, budget segments from major airports to the Venue. Within reason, budget
should not be a barrier to accommodation. should not be a barrier to accommodation.
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o The Facility MUST provide sufficient space in an appropriate o The Facility MUST provide sufficient space in an appropriate
layout to accommodate the expected number of people to attend that layout to accommodate the expected number of people to attend that
meeting. meeting.
o The Facility and IETF Hotels MUST provide wheelchair access to o The Facility and IETF Hotels MUST provide wheelchair access to
accommodate the number of people who are anticipated to require accommodate the number of people who are anticipated to require
it. it.
o It MUST be possible to provision Internet Access to the Facility o It MUST be possible to provision Internet Access to the Facility
and IETF Hotels that allows attendees to utilize the Internet for and IETF Hotels that allows local attendees to utilize the
all their IETF, business, and day to day needs. This includes, Internet for all their IETF, business, and day to day needs; as
but is not limited to, native and unmodified IPv4 and IPv6 well as sufficient bandwidth and access for remote attendees.
connectivity, global reachability, and no additional limitation This includes, but is not limited to, native and unmodified IPv4
that would materially impact their Internet use. To ensure and IPv6 connectivity, global reachability, and no additional
availability, it MUST be possible to provision redundant paths to limitation that would materially impact their Internet use. To
the Internet. ensure availability, it 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 preferable than another that meets fewer of criteria is on the whole preferable than another that meets fewer of
these criteria. Requirements classed as Important can also be these criteria. Requirements classed as Important can also 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
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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 --
cost to the IETF. cost to the IETF.
o The Facility directly provides, or permits and facilitates, the
delivery of a high performance, robust, unfiltered and unmodified
IETF Network.
o The IETF Hotel(s) directly provide, or else permit and facilitate, o The IETF Hotel(s) directly provide, or else permit and facilitate,
the delivery of a high performance, robust, unfiltered and the delivery of a high performance, robust, unfiltered and
unmodified Internet service for the public areas and guest rooms; unmodified Internet service for the public areas and guest rooms;
this service is typically included in the cost of the room. this service is typically included in the cost of the room.
3.2.4. Hotel Needs 3.2.4. Hotel Needs
The following criteria relate to IETF Hotels. The following criteria relate to IETF Hotels.
o The IETF Hotel(s) are within close proximity to each other and the o The IETF Hotel(s) are within close proximity to each other and the
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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 describes the roles involved in meeting venue selection section describes the roles involved in meeting venue selection
(e.g., not who does what at the meetings). It is anticipated that (e.g., not who does what at the meetings). It is anticipated that
those roles will evolve. The IASA is responsible for keeping the those roles will evolve. The IASA MUST keep the community informed
community informed in this regard, and MAY do so without updating in this regard, but MAY do so without updating this memo.
this memo.
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 who also contribute their ideas. those who do not attend but who also contribute their ideas.
Potential new contributors are also considered in the process. Potential new contributors are also considered in the process.
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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) or the With respect to IETF meetings, the Internet Society (ISOC) or the
Secretariat on ISOC's behalf: IETF 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 sees to the provisioning and oversight of accounting services, ISOC sees to the provisioning and oversight of accounting services,
such as invoicing and monthly financial statements. such as invoicing and monthly 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 sees to the provisioning and oversight of accounting services, ISOC sees to the provisioning and oversight of accounting services,
such as invoicing and monthly financial statements. such as invoicing and monthly 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 and Secretariat to work with the Internet Society instructs the IAD and IETF Secretariat to work with the Internet
to write the relevant contracts. It approves the IETF meetings Society to write the relevant contracts. It gives final approval to
calendar. In cooperation with the IAD, the IAOC takes necessary the IETF meetings calendar. In cooperation with the IAD, the IAOC
actions to ensure that the IASA is aware of participant concerns takes necessary actions to ensure that the IASA is aware of
about particular venues as early in the process as is feasible. participant concerns about particular venues as early in the process
as is feasible.
4.5. IETF Administrative Support Activity 4.5. IETF Administrative Support Activity
The IETF Administrative Support Activity (IASA) performs the meeting The IETF Administrative Support Activity (IASA) performs the meeting
selection process under the oversight of the IAOC. The IETF selection process under the oversight of the IAOC. The IETF
Secretariat is under contract to support the meeting selection Secretariat is under contract to support the meeting selection
process. This includes identifying, qualifying and reporting on process. This includes identifying, qualifying and reporting on
potential meeting sites, as well as supporting meeting Venue contract potential meeting sites, as well as supporting meeting Venue contract
negotiation. The IETF Secretariat is part of the IASA under the negotiation. The IETF Secretariat is part of the IASA under the
management of the IAD. The IAD takes appropriate actions to solicit management of the IAD. The IAD takes appropriate actions to solicit
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from participants. 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, overseeing Secretariat contract its efforts are documented, overseeing Secretariat contract
negotiations with the Venue, and coordinating contract execution with negotiations with the Venue, and coordinating contract execution with
ISOC. The meetings budget is managed by the IAD. ISOC. The IAD manages the meetings budget.
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 recommends extraordinary the IAOC regarding meeting sites. It also recommends extraordinary
meeting-related expenses, and recommends the IETF meetings calendar meeting-related expenses, and recommends the IETF meetings calendar
to the IAOC. The charter of the committee is at: to the IAOC. The charter of the committee is at:
<https://iaoc.ietf.org/committees.html#meetings>. <https://iaoc.ietf.org/committees.html#meetings>.
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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 e. The venue is announced. At this time, the announcement MUST
include any notable travel risks or references thereto. include any notable economic, health, or safety 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 <https://iaoc.ietf.org/meetings- place is found in <https://iaoc.ietf.org/meetings-
committee/documents/IETF-VenueSelectionID- committee/documents/IETF-VenueSelectionID-
ContingencyPlanningFlowChart-2016.pdf>. The IASA will gauge the cost ContingencyPlanningFlowChart-2016.pdf>. The IASA will gauge the cost
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<http://www.rfc-editor.org/info/rfc7691>. <http://www.rfc-editor.org/info/rfc7691>.
11.2. Informative References 11.2. Informative References
[MeetingNet] [MeetingNet]
O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli, O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli,
"IETF Meeting Network Requirements", WEB "IETF Meeting Network Requirements", WEB
https://iaoc.ietf.org/ietf-network-requirements.html. https://iaoc.ietf.org/ietf-network-requirements.html.
[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, DOI 10.17487/RFC3935, October 2004,
<https://www.rfc-editor.org/info/rfc3935>.
[RFC6771] Eggert, L. and G. Camarillo, "Considerations for Having a
Successful "Bar BOF" Side Meeting", RFC 6771,
DOI 10.17487/RFC6771, October 2012,
<https://www.rfc-editor.org/info/rfc6771>.
Appendix A. Change Log Appendix A. 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,
skipping to change at page 18, line 5 skipping to change at page 18, line 15
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 from WGLC based on Laura Nugent's review. 2017-10-20 Final edits from WGLC based on Laura Nugent's review.
Most are editorial for clarity. Also, remove large table and link Most are editorial for clarity. Also, remove large table and link
to the live copy. to the live copy.
2018-01-10 Changes based on AD review. 2018-01-10 Changes based on AD review.
2018-02-02 Changes based on genart review and IETF last call.
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
 End of changes. 23 change blocks. 
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