draft-ietf-mtgvenue-iaoc-venue-selection-process-13.txt   draft-ietf-mtgvenue-iaoc-venue-selection-process-14.txt 
mtgvenue E. Lear, Ed. mtgvenue E. Lear, Ed.
Internet-Draft Cisco Systems Internet-Draft Cisco Systems
Intended status: Best Current Practice April 2, 2018 Intended status: Best Current Practice May 7, 2018
Expires: October 4, 2018 Expires: November 8, 2018
IETF Plenary Meeting Venue Selection Process IETF Plenary Meeting Venue Selection Process
draft-ietf-mtgvenue-iaoc-venue-selection-process-13 draft-ietf-mtgvenue-iaoc-venue-selection-process-14
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 memo specifies IETF community selection and operation. This memo specifies IETF community
requirements for meeting venues, including hotels and meeting room requirements for meeting venues, including hotels and meeting room
space. It directs the IASA to make available additional process space. It directs the IASA to make available additional process
documents around that describe the current meeting selection process. documents around that describe the current meeting selection process.
Status of This Memo Status of This Memo
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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 October 4, 2018. This Internet-Draft will expire on November 8, 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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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 . . . . . . . . . . . . . . . . . . . . . . 5
3.1. Mandatory Criteria . . . . . . . . . . . . . . . . . . . 5 3.1. Mandatory Criteria . . . . . . . . . . . . . . . . . . . 5
3.2. Important Criteria . . . . . . . . . . . . . . . . . . . 6 3.2. Important Criteria . . . . . . . . . . . . . . . . . . . 6
3.3. Other Consideraitons . . . . . . . . . . . . . . . . . . 8 3.3. Other Consideraitons . . . . . . . . . . . . . . . . . . 9
4. Documentation Requirements . . . . . . . . . . . . . . . . . 9 4. Documentation Requirements . . . . . . . . . . . . . . . . . 9
5. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 9 5. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 9
6. Security Considerations . . . . . . . . . . . . . . . . . . . 9 6. Security Considerations . . . . . . . . . . . . . . . . . . . 10
7. Privacy Considerations . . . . . . . . . . . . . . . . . . . 9 7. Privacy Considerations . . . . . . . . . . . . . . . . . . . 10
8. Contributors . . . . . . . . . . . . . . . . . . . . . . . . 10 8. Contributors . . . . . . . . . . . . . . . . . . . . . . . . 10
9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 10 9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 11
10. References . . . . . . . . . . . . . . . . . . . . . . . . . 10 10. References . . . . . . . . . . . . . . . . . . . . . . . . . 11
10.1. Normative References . . . . . . . . . . . . . . . . . . 10 10.1. Normative References . . . . . . . . . . . . . . . . . . 11
10.2. Informative References . . . . . . . . . . . . . . . . . 11 10.2. Informative References . . . . . . . . . . . . . . . . . 11
Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 11 Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 12
Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 13 Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 13
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, 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.
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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 block allocations are negotiated and where network IETF guest room block allocations are negotiated and where network
services managed by the IASA (e.g., the "IETF" SSID) are in 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 network services not connected to the IETF network and do not use network services
managed by the IASA. 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", "NOT RECOMMENDED", "MAY", and
document are to be interpreted as described in [RFC2119]. "OPTIONAL" in this document are to be interpreted as described in BCP
14 [RFC2119][RFC8174] when, and only when, they appear in all
capitals, as shown here.
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 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. Widespread participation
contributes to the diversity of perspectives represented in the
working sessions
Every country has limits on who it will permit within its borders. Every country has limits on who it will permit within its borders.
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, citizenship, 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. Our regional location policy is
articulated in [I-D.ietf-mtgvenue-meeting-policy].
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 their 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]
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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 those attending in person to utilize and IETF Hotels that allows those attending in person to utilize
the Internet for all their IETF, business, and day to day needs; the Internet for all their IETF, business, and day to day needs;
as well as sufficient bandwidth and access for remote attendees. as well as sufficient bandwidth and access for remote attendees.
This includes, but is not limited to, native and unmodified IPv4 This includes, but is not limited to, native and unmodified IPv4
and IPv6 connectivity, global reachability, and no additional and IPv6 connectivity, global reachability, and no additional
limitation that would materially impact their Internet use. To limitation that would materially impact their Internet use. To
ensure availability, it MUST be possible to provision redundant ensure availability, it MUST be possible to provision redundant
paths to the Internet. paths to the Internet.
o The facility MUST prohibit smoking in meeting rooms, interior
common spaces and corridors, indoor lobby bars which are open to
common spaces and corridors, and indoor restaurants. IETF primary
and secondary hotels MUST have blocks of rooms designated as "Non
Smoking" guest rooms.
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
notify the community at the time of the venue announcement. notify the community at the time of the venue announcement.
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o Travel barriers to entry, including visa requirements, are likely o Travel barriers to entry, including visa requirements, are likely
to be such that an overwhelming majority of participants who wish to be such that an overwhelming majority of participants who wish
to do so can attend. The term "travel barriers" is to be read to do so can attend. The term "travel barriers" is to be read
broadly by the IASA in the context of whether a successful meeting broadly by the IASA in the context of whether a successful meeting
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.
o The selection of the venue comports with
[I-D.ietf-mtgvenue-meeting-policy].
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 SHALL have provided written Facilities selected for IETF Meetings SHALL have provided written
assurance that they are in compliance with local health, safety and assurance that they are in compliance with local health, safety and
accessibility laws and regulations, and will remain in compliance accessibility laws and regulations, and will remain in compliance
throughout our stay. throughout our stay.
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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.
o 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.
o 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.
o 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 or associated hotel chains in case such a Facility and IETF Hotels or associated hotel chains in case such a
contract will either reduce administrative costs, reduce direct contract will either reduce administrative costs, reduce direct
attendee costs, or both. attendee costs, or both.
o Particularly when we are considering a city for the first time, it o Particularly when we are considering a city for the first time, it
is desirable to have someone participate in the site visit who is is desirable to have someone participate in the site visit who is
familiar with both the locale and the IETF. Such a person can familiar with both the locale and the IETF. Such a person can
provide guidance regarding safety, location of local services, and provide guidance regarding safety, location of local services, 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. Documentation Requirements 4. Documentation Requirements
The IETF Community works best when it is best informed. This memo The IETF Community works best when it is well informed. This memo
does not specify processes nor who has responsibility for fulfilling does not specify processes nor who has responsibility for fulfilling
our requirements for meetings. Nevertheless, both of these aspects our requirements for meetings. Nevertheless, both of these aspects
are important. Therefore, the IASA SHALL publicly document and keep are important. Therefore, the IASA SHALL publicly document and keep
current both a list of roles and responsibilities relating to IETF current both a list of roles and responsibilities relating to IETF
meetings, as well as the selection processes they use in order to meetings, as well as the selection processes they use in order to
fulfill the requirements of the community. fulfill the requirements of the community.
5. IANA Considerations 5. IANA Considerations
This memo asks the IANA for no new parameters. This memo asks the IANA for no new parameters.
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Additional contributions came from Jari Arkko, Scott Bradner, Alissa Additional contributions came from Jari Arkko, Scott Bradner, Alissa
Cooper, Dave Crocker, Jordi Palet Martinez, Andrew Sullivan, and Cooper, Dave Crocker, Jordi Palet Martinez, Andrew Sullivan, and
other participants in the mtgvenue working group. Those listed in other participants in the mtgvenue working group. Those listed in
this section or as contributors may or may not agree with the content this section or as contributors may or may not agree with the content
of this memo. of this memo.
10. References 10. References
10.1. Normative References 10.1. Normative References
[I-D.ietf-mtgvenue-meeting-policy]
Krishnan, S., "High level guidance for the meeting policy
of the IETF", draft-ietf-mtgvenue-meeting-policy-04 (work
in progress), February 2018.
[RFC2119] Bradner, S., "Key words for use in RFCs to Indicate [RFC2119] Bradner, S., "Key words for use in RFCs to Indicate
Requirement Levels", BCP 14, RFC 2119, Requirement Levels", BCP 14, RFC 2119,
DOI 10.17487/RFC2119, March 1997, DOI 10.17487/RFC2119, March 1997,
<https://www.rfc-editor.org/info/rfc2119>. <https://www.rfc-editor.org/info/rfc2119>.
[RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the [RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the
IETF Administrative Support Activity (IASA)", BCP 101, IETF Administrative Support Activity (IASA)", BCP 101,
RFC 4071, DOI 10.17487/RFC4071, April 2005, RFC 4071, DOI 10.17487/RFC4071, April 2005,
<http://www.rfc-editor.org/info/rfc4071>. <http://www.rfc-editor.org/info/rfc4071>.
[RFC8174] Leiba, B., "Ambiguity of Uppercase vs Lowercase in RFC
2119 Key Words", BCP 14, RFC 8174, DOI 10.17487/RFC8174,
May 2017, <https://www.rfc-editor.org/info/rfc8174>.
10.2. Informative References 10.2. 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, DOI 10.17487/RFC3935, October 2004, BCP 95, RFC 3935, DOI 10.17487/RFC3935, October 2004,
<https://www.rfc-editor.org/info/rfc3935>. <https://www.rfc-editor.org/info/rfc3935>.
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2016-11-16 Extensive editorial, format and polishing pass. A few 2016-11-16 Extensive editorial, format and polishing pass. A few
substance changes, including food section. substance changes, including food section.
2016-11-30 Additions based on working group meeting and off-list 2016-11-30 Additions based on working group meeting and off-list
discussions; more editorial and format hacking. discussions; more editorial and format hacking.
2016-12-24 Various clarifying bits to provide some glue between the 2016-12-24 Various clarifying bits to provide some glue between the
high-level 'objectives' and the detailed criteria and roles, per high-level 'objectives' and the detailed criteria and roles, per
suggestions fronm Lear. Editorial changes, per 12/27 response to suggestions fronm Lear. Editorial changes, per 12/27 response to
Cooper. Refined uses of 'facility' and 'venue', per 12/4 response Cooper. Refined uses of 'Facility' and 'Venue', per 12/4 response
to Carpenter; also added Carpenter 'lounge' text. Moved community to Carpenter; also added Carpenter 'lounge' text. Moved community
consultation to a separate criterion; removed 'acceptable to the consultation to a separate criterion; removed 'acceptable to the
IETF Community from the 2 entries that had it. Removed Post- IETF Community from the 2 entries that had it. Removed Post-
Seroul Revisions and Text Carried Forward. Seroul Revisions and Text Carried Forward.
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. Replaced links in sections 5.3 and 5.5.
2017-03-12 Add openness comment as requested by Stephen Farrell. 2017-03-12 Add openness comment as requested by Stephen Farrell.
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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. 2018-02-02 Changes based on genart review and IETF last call.
Author's Address 2018-05-07 Several versions of changes. Based on reorg of meetings
committee, Section 4 and 5 moved out. Also, final LC comments
addressed. In particular: no smoking added. Reference to RFC8174
added. Reference to meeting policy doc added.
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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