draft-ietf-mtgvenue-iaoc-venue-selection-process-16.txt   rfc8718.txt 
mtgvenue E. Lear, Ed. Internet Engineering Task Force (IETF) E. Lear, Ed.
Internet-Draft Cisco Systems Request for Comments: 8718 Cisco Systems
Intended status: Best Current Practice June 14, 2018 BCP: 226 February 2020
Expires: December 16, 2018 Category: Best Current Practice
ISSN: 2070-1721
IETF Plenary Meeting Venue Selection Process IETF Plenary Meeting Venue Selection Process
draft-ietf-mtgvenue-iaoc-venue-selection-process-16
Abstract Abstract
The IASA has responsibility for arranging IETF plenary meeting Venue The IETF Administration Support Activity (IASA) is responsible for
selection and operation. This memo specifies IETF community arranging the selection and operation of the IETF plenary meeting
requirements for meeting venues, including hotels and meeting room venue. This memo specifies IETF community requirements for meeting
space. It directs the IASA to make available additional process venues, including hotels and meeting space. It also directs the IASA
documents that describe the current meeting selection process. to make available additional 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 memo documents an Internet Best Current Practice.
provisions of BCP 78 and BCP 79.
Internet-Drafts are working documents of the Internet Engineering
Task Force (IETF). Note that other groups may also distribute
working documents as Internet-Drafts. The list of current Internet-
Drafts is at https://datatracker.ietf.org/drafts/current/.
Internet-Drafts are draft documents valid for a maximum of six months This document is a product of the Internet Engineering Task Force
and may be updated, replaced, or obsoleted by other documents at any (IETF). It represents the consensus of the IETF community. It has
time. It is inappropriate to use Internet-Drafts as reference received public review and has been approved for publication by the
material or to cite them other than as "work in progress." Internet Engineering Steering Group (IESG). Further information on
BCPs is available in Section 2 of RFC 7841.
This Internet-Draft will expire on December 16, 2018. Information about the current status of this document, any errata,
and how to provide feedback on it may be obtained at
https://www.rfc-editor.org/info/rfc8718.
Copyright Notice Copyright Notice
Copyright (c) 2018 IETF Trust and the persons identified as the Copyright (c) 2020 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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to this document. Code Components extracted from this document must to this document. Code Components extracted from this document must
include Simplified BSD License text as described in Section 4.e of include Simplified BSD License text as described in Section 4.e of
the Trust Legal Provisions and are provided without warranty as the Trust Legal Provisions and are provided without warranty as
described in the Simplified BSD License. described in the Simplified BSD License.
Table of Contents Table of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 2 1. Introduction
2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 3 2. Venue Selection Objectives
2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 3 2.1. Core Values
2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5 2.2. Venue Selection Non-objectives
3. Meeting Criteria . . . . . . . . . . . . . . . . . . . . . . 5 3. Meeting Criteria
3.1. Mandatory Criteria . . . . . . . . . . . . . . . . . . . 5 3.1. Mandatory Criteria
3.2. Important Criteria . . . . . . . . . . . . . . . . . . . 6 3.2. Important Criteria
3.3. Other Consideraitons . . . . . . . . . . . . . . . . . . 9 3.3. Other Considerations
4. Documentation Requirements . . . . . . . . . . . . . . . . . 9 4. Documentation Requirements
5. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 9 5. IANA Considerations
6. Security Considerations . . . . . . . . . . . . . . . . . . . 9 6. Security Considerations
7. Privacy Considerations . . . . . . . . . . . . . . . . . . . 10 7. Privacy Considerations
8. Contributors . . . . . . . . . . . . . . . . . . . . . . . . 10 8. Normative References
9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 10 9. Informative References
10. References . . . . . . . . . . . . . . . . . . . . . . . . . 11 Acknowledgements
10.1. Normative References . . . . . . . . . . . . . . . . . . 11 Contributors
10.2. Informative References . . . . . . . . . . . . . . . . . 11 Author's Address
Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 11
Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 13
1. Introduction 1. Introduction
The Internet Administrative Support Activity (IASA) has The IETF Administrative Support Activity (IASA) [RFC8711] is
responsibility for arranging IETF plenary meeting venue selection and responsible for arranging the selection and operation of the IETF
operation. The purpose of this document is to guide the IASA in plenary meeting venue. The purpose of this document is to guide the
their selection of regions, cities, facilities, and hotels. The IASA IASA in their selection of regions, cities, facilities, and hotels.
applies this guidance at different points in the process in an The IASA should apply this guidance at different points in the
attempt to faithfully meet the requirements of the IETF community. process in an attempt to faithfully meet the requirements of the IETF
We specify a set of general criteria for venue selection and several community. We specify a set of general criteria for venue selection
requirements for transparency and community consultation. and several 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 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). The community is encouraged
to the provisions of BCP101 [RFC4071]. As always, the community is to provide direct feedback about the IASA's performance to the IETF
encouraged to provide direct feedback to the Nominations Committee Administration LLC, the Nominations Committee (NOMCOM), or the
(NOMCOM), Internet Engineering Steering Group (IESG), and IAB Internet Engineering Steering Group (IESG). Any reviews of IASA
regarding the discharge of the IASA's performance. decisions remain subject to the provisions of Section 4.7 of
[RFC8711] (BCP 101).
Four terms describe the places for which the IETF contracts services: The following four terms describe the places for which the IETF
contracts services:
Venue: Venue:
This is an umbrella term for the city, meeting resources and guest An umbrella term for the city, meeting resources, and guest room
room resources. 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 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 room rate for the purposes
meeting. Of particular note is that Overflow Hotels usually are of the meeting. Of particular note is that Overflow Hotels are
not connected to the IETF network and do not use network services not usually connected to the IETF network and do not use network
managed by the IASA. 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", "NOT RECOMMENDED", "MAY", and "SHOULD", "SHOULD NOT", "RECOMMENDED", "NOT RECOMMENDED", "MAY", and
"OPTIONAL" in this document are to be interpreted as described in BCP "OPTIONAL" in this document are to be interpreted as described in
14 [RFC2119][RFC8174] when, and only when, they appear in all BCP 14 [RFC2119] [RFC8174] when, and only when, they appear in all
capitals, as shown here. 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 are often
applicable to multiple requirements listed in this document. They applicable to multiple requirements listed in this document. At a
are not limited to the following, but at minimum include: minimum, they include the following:
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]. This is partly
advancing the development of Internet-Drafts and RFCs. We also done by advancing the development of Internet-Drafts and RFCs. We
seek to facilitate attendee participation in multiple topics and also seek to facilitate attendee participation in multiple topics
to enable cross-pollination of ideas and technologies. and 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 on-site or remote participation of
anyone who wants to be involved. Widespread participation anyone who wants to be involved. Widespread participation
contributes to the diversity of perspectives represented in the contributes to the diversity of perspectives represented in the
working sessions 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; failing that, meeting locations are to be
that onerous entry regulations are not always experienced by distributed such that onerous entry regulations are not always
the same attendees; and experienced by 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, ethnicity, religion, gender, people on the basis of race, ethnicity, religion, gender,
sexual orientation, national origin, citizenship, or gender sexual orientation, national origin, citizenship, or gender
identity. identity.
Where we meet: Where we meet:
We meet in different locations globally, in order to spread the We meet in different global locations, 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 participants travel time and expense across participants based in various
are based. Our regional location policy is articulated in regions. Our regional location policy is articulated in
[I-D.ietf-mtgvenue-meeting-policy]. [RFC8719].
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, which includes 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. 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, a specific are important. They also happen over meals or drinks, through a
type of non-session that we call a "Bar BOF", or in side meetings. specific type of non-session that we call a "Bar BOF", or in side
Environments that are noisy or distracting prevent that or reduce meetings. Environments that are noisy or distracting prevent or
its effectiveness, and are therefore less desirable as a meeting reduce the effectiveness of these sessions and are therefore less
Facility.[RFC6771] desirable as a meeting 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 that minimize travel
segments from major airports to the Venue. Within reason, budget segments from major airports to the Venue. Within reason, one's
should not be a barrier to accommodation. budget should not be a barrier to accommodation.
Least Astonishment and Openness: Least Astonishment and Openness:
Regular participants should not be surprised by meeting Venue Regular participants should not be surprised by meeting Venue
selections, particularly when it comes to locales. To avoid selections, particularly when it comes to locales. To avoid
surprise, the venue selection process, as with all other IETF surprise, the venue selection process, as with all other IETF
processes, should be as open as practicable. It should be processes, should be as open as practicable. It should be
possible for the community to engage early to express its views on possible for the community to engage in discussion early to
prospective selections, so that the community and the IASA can express its views on prospective selections, so that the community
exchange views as to appropriateness long before a venue contract and the IASA can exchange views as to appropriateness long before
is considered. a venue contract is considered.
2.2. Venue Selection Non-Objectives 2.2. Venue Selection Non-objectives
IETF meeting Venues are not selected or declined with the explicit IETF meeting Venues are not selected or declined with the explicit
purposes of: purposes of:
Politics: Politics:
Endorsing or condemning particular countries, political paradigms, Endorsing or condemning particular countries, political paradigms,
laws, regulations, or policies. laws, regulations, or policies.
Maximal attendance: Maximal attendance:
While the IETF strives to be as inclusive as possible both online While the IETF strives to be as inclusive as possible, both online
and in person, maximal meeting attendance in and of itself is not and in person, maximal meeting attendance in and of itself is not
a goal. It would defeat a key goal of meeting if active a goal. It would defeat a key goal of meeting if active
contributors with differing points of view did not have the contributors with differing points of view did not have the
opportunity to resolve their disagreements, no matter how full the opportunity to resolve their disagreements, no matter how full the
rooms. rooms.
Tourism: Tourism:
Variety in site-seeing experiences. Variety in site-seeing experiences.
3. Meeting Criteria 3. Meeting Criteria
This section contains the criteria for IETF meetings. It is broken This section contains the criteria for IETF meetings. It is broken
down into three subsections: mandatory criteria, important criteria, down into three subsections: mandatory criteria (Section 3.1),
and other considerations, each as explained below. important criteria (Section 3.2), and other considerations
(Section 3.3), each as explained below.
3.1. Mandatory Criteria 3.1. Mandatory Criteria
If criteria in this subsection cannot be met, a particular location If criteria in this subsection cannot be met, a particular location
is unacceptable for selection, and the IASA MUST NOT enter into a is unacceptable for selection, and the IASA MUST NOT enter into a
contract. Should the IASA learn that a location no longer can meet a contract. Should the IASA learn that a location can no longer meet a
mandatory requirement after having entered into a contract, it will mandatory requirement after having entered into a contract, it will
inform the community and address the matter on a case by case basis. inform the community and address the matter on a case-by-case basis.
o The Facility MUST provide sufficient space in an appropriate * The Facility MUST provide sufficient space in an appropriate
layout to accommodate the expected number of participants, layout to accommodate the number of participants, leadership, and
leadership, and support staff to attend that meeting. support staff expected to attend that meeting.
o The Facility and IETF Hotels MUST provide wheelchair access to * 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 * 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. in addition, there must be sufficient bandwidth and access for
This includes, but is not limited to, native and unmodified IPv4 remote attendees. Provisions include, but are not limited to,
and IPv6 connectivity, global reachability, and no additional native and unmodified IPv4 and IPv6 connectivity, and global
limitation that would materially impact their Internet use. To reachability; there may be no additional limitation that would
ensure availability, it MUST be possible to provision redundant materially impact their Internet use. To ensure availability, it
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 they are still
highly significant. It may be necessary to trade one or more of highly significant. It may be necessary to trade-off one or more of
these criteria off against others. A Venue that meets more of these these criteria 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 to 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 but the Venue is
notify the community at the time of the venue announcement. selected anyway, the IASA MUST notify the community at the time of
Furthermore, it may be appropriate for the IASA to assist those who, the venue announcement. Furthermore, it may be appropriate for the
as a result, have been inconvenienced in some way. IASA to assist those who, 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 The following requirements relate to the Venue city.
* 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 generally be shared over
the course of multiple years. the course of multiple years.
o The Venue is assessed as favorable for obtaining a host and * The Venue is assessed as favorable for obtaining a host and
sponsors. That is, the Meeting is in a location that it is sponsors. That is, the Meeting is in a location in which it is
possible and probable to find a host and sponsors. possible and probable to find a host and sponsors.
o Travel barriers to entry, including visa requirements, are likely * 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 * Economic, safety, and health risks associated with this Venue are
acceptable. acceptable.
o The selection of the venue comports with * The selection of the venue comports with the practices described
[I-D.ietf-mtgvenue-meeting-policy]. in [RFC8719].
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 that they will remain in
throughout our stay. compliance throughout our stay.
In addition: In addition:
o There are sufficient places (e.g., a mix of hallways, bars, * 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 minutes). surrounding area, within walking distance (5-10 minutes).
o The cost of guest rooms, meeting space, meeting food and beverage * 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 or reasonable accommodations can be * The Facility is accessible, or reasonable accommodations can be
made to allow access by people with disabilities. made to allow access, by people with disabilities.
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, * 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
provided by a third party, all at no -- or at an acceptable -- be 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, * The IETF Hotels 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;
and that this service be included in the cost of the room. this service is to 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 * The IETF Hotels 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 * The guest rooms at the IETF Hotels are sufficient in number to
house 1/3 or more of projected meeting attendees. house one-third or more of projected meeting attendees.
o Overflow Hotels can be placed under contract, within convenient * Overflow Hotels can be placed under contract, within convenient
travel time to and from the Facility and at a variety of guest travel time to and from the Facility and at a variety of guest
room rates. room rates.
o The Facility environs include budget hotels within convenient * 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. * The IETF Hotels are accessible by people with disabilities. While
While we mandate wheelchair accessibility, other forms are we mandate wheelchair accessibility, other forms are important and
important, and should be provided to the extent possible, based on should be provided for to the extent possible based on anticipated
anticipated needs of the community. needs of the community.
o At least one IETF Hotel or the Facility has a space for use as a * 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 a space for working online. There are tables with
for small meetings with laptops. These can be at an open bar or seating, convenient for small meetings with laptops. These can be
casual restaurant. Preferably the lounge area is centrally at an open bar or casual restaurant. Preferably the lounge area
located, permitting easy access to participants. is centrally located, permitting easy access to participants.
3.2.5. Food and Beverage 3.2.5. Food and Beverage
The following criteria relate to food and beverage. The following criteria relate to food and beverage.
o The Facility environs, which includes both onsite, as well as * The Facility environs, which include both on-site as well as areas
areas within a reasonable walking distance or conveniently within a reasonable walking distance or conveniently accessible by
accessible by a short taxi ride or by local public transportation, a short taxi ride or by local public transportation, have
have convenient and inexpensive choices for meals that can convenient and inexpensive choices for meals that can accommodate
accommodate a wide range of dietary requirements. a wide range of dietary requirements.
o A range of attendee's health-related and religion-related dietary * A range of attendees' health-related and religion-related dietary
requirements can be satisfied with robust and flexible onsite requirements can be satisfied with robust and flexible on-site
service or through access to an adequate grocery. service or through access to an adequate grocery store.
o The Facility environs include grocery shopping that will * 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.
3.3. Other Consideraitons 3.3. Other Considerations
The following considerations are desirable, but not as important as The following considerations are desirable, but they are not as
the preceding requirements, and thus should not be traded off for important as the preceding requirements and thus should not be
them. traded-off for them.
o We have something of a preference for an IETF meeting to be under * 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 to provide reasonable, * It is desirable for Overflow Hotels to provide reasonable,
reliable, unfiltered Internet service for the public areas and reliable, unfiltered Internet service for the public areas and
guest rooms, and that this service be included in the cost of the guest rooms, and for this service be included in the cost of the
room. room.
o It is desirable to enter into a multi-event contract with the * 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 reduce administrative costs, reduce direct attendee
attendee costs, or both. costs, or both.
o Particularly when we are considering a city for the first time, it * When we are considering a city for the first time, it is
is desirable to have someone participate in the site visit who is particularly desirable to have someone familiar with both the
familiar with both the locale and the IETF. Such a person can locale and the IETF participate in the site visit. Such a person
provide guidance regarding safety, location of local services, and can provide guidance regarding safety, location of local services,
understanding best ways to get to and from the Venue, and local the best ways to get to and from the Venue, and local customs, as
customs, as well as identify how our requirements are met. well as how our requirements are met.
4. Documentation Requirements 4. Documentation Requirements
The IETF Community works best when it is well 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 document has no IANA actions.
[The RFC-Editor may remove this section prior to publicaiton.]
6. Security Considerations 6. Security Considerations
This note proposes no protocols, and therefore no new protocol This note proposes no protocols and therefore introduces no new
insecurities. protocol 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. As meetings are announced, IASA SHALL inform limited protections. As meetings are announced, the IASA SHALL
the IETF of any limitations to privacy they have become aware of in inform the IETF of any limitations to privacy they have become aware
their investigations. For example, participants would be informed of of in their investigations. For example, participants would be
any regulatory authentication or logging requirements. informed of any regulatory authentication or logging requirements.
8. Contributors
The following people provided substantial text contributions to this
memo:
Fred Baker
Email: fred.ietf@gmail.com
Fred originated this work.
Ray Pelletier
Email: Rpelletier13@gmail.com
Laura Nugent
Association Management Solutions
Email: lnugent@amsl.com
Lou Berger
LabN Consulting, L.L.C.
Email: lberger@labn.net
Ole Jacobsen
The Internet Protocol Journal
EMail: olejacobsen@me.com
Jim Martin
INOC
Email: jim@inoc.com
9. Acknowledgements
Additional contributions came from Jari Arkko, Scott Bradner, Alissa
Cooper, Dave Crocker, Jordi Palet Martinez, Andrew Sullivan, and
other participants in the mtgvenue working group. Those listed in
this section or as contributors may or may not agree with the content
of this memo.
10. References
10.1. Normative References
[I-D.ietf-mtgvenue-meeting-policy] 8. Normative References
Krishnan, S., "High level guidance for the meeting policy
of the IETF", draft-ietf-mtgvenue-meeting-policy-06 (work
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
IETF Administrative Support Activity (IASA)", BCP 101,
RFC 4071, DOI 10.17487/RFC4071, April 2005,
<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 [RFC8719] Krishnan, S., "High-Level Guidance for the Meeting Policy
of the IETF", BCP 226, RFC 8719, DOI 10.17487/RFC8719,
February 2020, <https://www.rfc-editor.org/info/rfc8719>.
9. Informative References
[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 [RFC8711] Haberman, B., Hall, J., and J. Livingood, "Structure of
the IETF Administrative Support Activity, Version 2.0",
[RFC Editor: Please remove this section prior to publication.] BCP 101, RFC 8711, DOI 10.17487/RFC8711, February 2020,
<https://www.rfc-editor.org/info/rfc8711>.
2016-01-12: Initial version
2016-01-21: Update to reflect https://iaoc.ietf.org/documents/
VenueSelectionCriteriaJan2016.pdf and
https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf,
accessed from https://iaoc.ietf.org/private/privatemeetings.html.
2016-02-23: Reorganize and capture IAOC Meetings Committee
discussions.
2016-03-03: Final from Design Team.
2016-03-17: First update incorporating mtgvenue@ietf.org comments
2016-05-20 Updated in accordance with editing by Laura Nugent, Dave
Crocker, Lou Berger, Fred Baker, and others.
posting as working group draft August 2, 2016 Acknowledgements
Reorganized per Alissa Cooper outline Work in progress. In Contributions came from Jari Arkko, Scott Bradner, Alissa Cooper,
addition, contributors were re-organized to be authors. Dave Crocker, Jordi Palet Martinez, Andrew Sullivan, and other
participants in the MTGVENUE Working Group. Those listed in this
section or as contributors may or may not agree with the content of
this memo.
2016-10-28 Editor changeover. Further alignment with guidance by Contributors
Alissa Cooper, Andrew Sullivan and the mtgvenue working group.
Many various changes.
2016-11-16 Extensive editorial, format and polishing pass. A few The following people provided substantial text contributions to this
substance changes, including food section. memo. Specifically, Fred Baker originated this work.
2016-11-30 Additions based on working group meeting and off-list Fred Baker
discussions; more editorial and format hacking.
2016-12-24 Various clarifying bits to provide some glue between the Email: fred.ietf@gmail.com
high-level 'objectives' and the detailed criteria and roles, per
suggestions fronm Lear. Editorial changes, per 12/27 response to
Cooper. Refined uses of 'Facility' and 'Venue', per 12/4 response
to Carpenter; also added Carpenter 'lounge' text. Moved community
consultation to a separate criterion; removed 'acceptable to the
IETF Community from the 2 entries that had it. Removed Post-
Seroul Revisions and Text Carried Forward.
2016-12-24 Address comments made on list by Stephen Farrell Ray Pelletier
<stephen.farrell@cs.tcd.ie>. Minor text change in Section 5.
Replaced links in sections 5.3 and 5.5.
2017-03-12 Add openness comment as requested by Stephen Farrell. Email: Rpelletier13@gmail.com
Add statement about 4071 as proposed by Brian and modified by
Jari. Elaborated on what "unfiltered" means, based on discussion
between Eliot and Stephen. Preface to Section 5 as discussed
between Lou and Stephen. Slight editorial tweak to that by Eliot.
IETF operates internationally, as proposed by Brian.
2017-04-18 Add new introductory text. Sharpen mandatory definition. Laura Nugent
Split first criteria into two, and reword them to be more Association Management Solutions
actionable. Remove net cash positive requirement. Change many
critera from Mandatory to Important. Remove consensus text.
Modify chapeau. Add some normative MUSTs in Section 5, and
restructure Section 5.5. A bunch of other stuff as well. Use
diff.
2017-05-14 Happy Mother's Day. This version removes the tabular Email: lnugent@amsl.com
format of requirements, moves mandatory requirements up front,
adds a desiderata section, adds a mandatory filtering requirement,
consolidates introductory text, moves procedural requirements into
Section 5, removes the definition of Headquarters Hotel, removes
the MUST in late changes, and adds a desire for a local
participant in site selection.
2017-09-12 These are last call edits. Big change is around Internet Lou Berger
requirements. Also, address Andrew Sullivan comments, as well as LabN Consulting, L.L.C.
SM comments. Brian Carpenter big scrub on IAOC to IASA.
2017-10-20 Final edits from WGLC based on Laura Nugent's review. Email: lberger@labn.net
Most are editorial for clarity. Also, remove large table and link
to the live copy.
2018-01-10 Changes based on AD review. Ole Jacobsen
The Internet Protocol Journal
2018-02-02 Changes based on genart review and IETF last call. Email: olejacobsen@me.com
2018-05-07 Several versions of changes. Based on reorg of meetings Jim Martin
committee, Section 4 and 5 moved out. Also, final LC comments INOC
addressed. In particular: no smoking added. Reference to RFC8174
added. Reference to meeting policy doc added.
2018-05-11 Remove no smoking. Email: jim@inoc.com
Author's Address Author's Address
Eliot Lear (editor) Eliot Lear (editor)
Cisco Systems Cisco Systems
Richtistrasse 7 Richtistrasse 7
Wallisellen CH-8304 CH-CH-8304 Wallisellen
Switzerland Switzerland
Phone: +41 44 878 9200 Phone: +41 44 878 9200
Email: lear@cisco.com Email: lear@cisco.com
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