draft-ietf-mtgvenue-iaoc-venue-selection-process-15.txt   draft-ietf-mtgvenue-iaoc-venue-selection-process-16.txt 
mtgvenue E. Lear, Ed. mtgvenue E. Lear, Ed.
Internet-Draft Cisco Systems Internet-Draft Cisco Systems
Intended status: Best Current Practice May 11, 2018 Intended status: Best Current Practice June 14, 2018
Expires: November 12, 2018 Expires: December 16, 2018
IETF Plenary Meeting Venue Selection Process IETF Plenary Meeting Venue Selection Process
draft-ietf-mtgvenue-iaoc-venue-selection-process-15 draft-ietf-mtgvenue-iaoc-venue-selection-process-16
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 that describe the current meeting selection process.
Status of This Memo Status of This Memo
This Internet-Draft is submitted in full conformance with the This Internet-Draft is submitted in full conformance with the
provisions of BCP 78 and BCP 79. provisions of BCP 78 and BCP 79.
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 November 12, 2018. This Internet-Draft will expire on December 16, 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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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, ethnicity, religion, gender,
orientation, national origin, citizenship, or gender identity. sexual 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 participants
participants are based. Our regional location policy is are based. Our regional location policy is articulated in
articulated in [I-D.ietf-mtgvenue-meeting-policy]. [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.
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, a specific
a specific type of non-session that we call a "Bar BOF" [RFC6771] type of non-session that we call a "Bar BOF", or in side meetings.
- or in side meetings. Environments that are noisy or distracting Environments that are noisy or distracting prevent that or reduce
prevent that or reduce its effectiveness, and are therefore less its effectiveness, and are therefore less desirable as a meeting
desirable as a meeting Facility. Facility.[RFC6771]
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'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 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. and that this service be 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
Facility. Facility.
o The guest rooms at the IETF Hotel(s) are sufficient in number to o The guest rooms at the IETF Hotel(s) are sufficient in number to
house 1/3 or more of projected meeting attendees. house 1/3 or more of projected meeting attendees.
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o At least one IETF Hotel or the Facility has a space for use as a o At least one IETF Hotel or the Facility has a space for use as a
lounge, conducive to planned and ad hoc meetings and chatting, as lounge, conducive to planned and ad hoc meetings and chatting, as
well as working online. There are tables with seating, convenient well as working online. There are tables with seating, convenient
for small meetings with laptops. These can be at an open bar or for small meetings with laptops. These can be at an open bar or
casual restaurant. Preferably the lounge area is centrally casual restaurant. Preferably the lounge area is centrally
located, permitting easy access to participants. located, permitting easy access to participants.
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 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 o A range of attendee's health-related and religion-related dietary
requirements can be satisfied with robust and flexible onsite requirements can be satisfied with robust and flexible onsite
service or through access to an adequate grocery. service or through access to an adequate grocery.
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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 to provide reasonable,
unfiltered Internet service for the public areas and guest rooms; reliable, unfiltered Internet service for the public areas and
this service is included in the cost of the room. guest rooms, and that this service be 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
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6. Security Considerations 6. Security Considerations
This note proposes no protocols, and therefore no new protocol This note proposes no protocols, and therefore no new protocol
insecurities. insecurities.
7. Privacy Considerations 7. Privacy Considerations
Different places have different constraints on individual privacy. Different places have different constraints on individual privacy.
The requirements in this memo are intended to provide for some The requirements in this memo are intended to provide for some
limited protections that attendees can apply. As meetings are limited protections. As meetings are announced, IASA SHALL inform
announced, IASA SHALL inform the IETF of any limitations to privacy the IETF of any limitations to privacy they have become aware of in
they have become aware of in their investigations. For example, their investigations. For example, participants would be informed of
participants would be informed of any regulatory authentication or any regulatory authentication or logging requirements.
logging requirements. This note reveals no personally identifying
information apart from its authorship.
8. Contributors 8. Contributors
The following people provided substantial text contributions to this The following people provided substantial text contributions to this
memo: memo:
Fred Baker Fred Baker
Email: fred.ietf@gmail.com Email: fred.ietf@gmail.com
Fred originated this work. Fred originated this work.
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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] [I-D.ietf-mtgvenue-meeting-policy]
Krishnan, S., "High level guidance for the meeting policy Krishnan, S., "High level guidance for the meeting policy
of the IETF", draft-ietf-mtgvenue-meeting-policy-04 (work of the IETF", draft-ietf-mtgvenue-meeting-policy-06 (work
in progress), February 2018. in progress), May 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 [RFC8174] Leiba, B., "Ambiguity of Uppercase vs Lowercase in RFC
2119 Key Words", BCP 14, RFC 8174, DOI 10.17487/RFC8174, 2119 Key Words", BCP 14, RFC 8174, DOI 10.17487/RFC8174,
May 2017, <https://www.rfc-editor.org/info/rfc8174>. May 2017, <https://www.rfc-editor.org/info/rfc8174>.
10.2. Informative References 10.2. Informative References
[MeetingNet]
O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli,
"IETF Meeting Network Requirements", WEB
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>.
[RFC6771] Eggert, L. and G. Camarillo, "Considerations for Having a [RFC6771] Eggert, L. and G. Camarillo, "Considerations for Having a
Successful "Bar BOF" Side Meeting", RFC 6771, Successful "Bar BOF" Side Meeting", RFC 6771,
DOI 10.17487/RFC6771, October 2012, DOI 10.17487/RFC6771, October 2012,
<https://www.rfc-editor.org/info/rfc6771>. <https://www.rfc-editor.org/info/rfc6771>.
Appendix A. Change Log Appendix A. Change Log
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