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Run idnits with the --verbose option for more detailed information about the items above. -------------------------------------------------------------------------------- 2 mtgvenue R. Pelletier 3 Internet-Draft Internet Society 4 Intended status: Best Current Practice L. Nugent 5 Expires: June 3, 2017 Association Management Solutions 6 D. Crocker, Ed. 7 Brandenburg InternetWorking 8 L. Berger 9 LabN Consulting, L.L.C. 10 O. Jacobsen 11 The Internet Protocol Journal 12 J. Martin 13 INOC 14 F. Baker, Ed. 15 November 30, 2016 17 IETF Plenary Meeting Venue Selection Process 18 draft-ietf-mtgvenue-iaoc-venue-selection-process-03 20 Abstract 22 The IAOC has responsibility for arranging IETF plenary meeting Venue 23 selection and operation. This document details the IETF's Meeting 24 Venue Selection Process from the perspective of its goals, criteria 25 and thought processes. It points to additional process documents on 26 the IAOC Web Site that go into further detail and are subject to 27 change with experience. 29 Status of This Memo 31 This Internet-Draft is submitted in full conformance with the 32 provisions of BCP 78 and BCP 79. 34 Internet-Drafts are working documents of the Internet Engineering 35 Task Force (IETF). Note that other groups may also distribute 36 working documents as Internet-Drafts. The list of current Internet- 37 Drafts is at http://datatracker.ietf.org/drafts/current/. 39 Internet-Drafts are draft documents valid for a maximum of six months 40 and may be updated, replaced, or obsoleted by other documents at any 41 time. It is inappropriate to use Internet-Drafts as reference 42 material or to cite them other than as "work in progress." 44 This Internet-Draft will expire on June 3, 2017. 46 Copyright Notice 48 Copyright (c) 2016 IETF Trust and the persons identified as the 49 document authors. All rights reserved. 51 This document is subject to BCP 78 and the IETF Trust's Legal 52 Provisions Relating to IETF Documents 53 (http://trustee.ietf.org/license-info) in effect on the date of 54 publication of this document. Please review these documents 55 carefully, as they describe your rights and restrictions with respect 56 to this document. Code Components extracted from this document must 57 include Simplified BSD License text as described in Section 4.e of 58 the Trust Legal Provisions and are provided without warranty as 59 described in the Simplified BSD License. 61 Table of Contents 63 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 3 64 1.1. Background . . . . . . . . . . . . . . . . . . . . . . . 3 65 1.2. *** Post-Seoul Revisions *** . . . . . . . . . . . . . . 3 66 1.3. Requirements Language . . . . . . . . . . . . . . . . . . 4 67 2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 4 68 2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 4 69 2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5 70 3. Venue Selection Criteria . . . . . . . . . . . . . . . . . . 6 71 3.1. Venue City Criteria . . . . . . . . . . . . . . . . . . . 6 72 3.2. Basic Venue Criteria . . . . . . . . . . . . . . . . . . 7 73 3.3. Technical Services and Operations Criteria . . . . . . . 8 74 3.4. Lodging Criteria . . . . . . . . . . . . . . . . . . . . 9 75 3.5. Food and Beverage Criteria . . . . . . . . . . . . . . . 10 76 4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 11 77 4.1. The IETF Community . . . . . . . . . . . . . . . . . . . 11 78 4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 12 79 4.3. The Internet Society . . . . . . . . . . . . . . . . . . 12 80 4.4. IETF Administrative Oversight Committee . . . . . . . . . 12 81 4.5. IETF Administrative Support Activity . . . . . . . . . . 12 82 4.6. IETF Administrative Director . . . . . . . . . . . . . . 12 83 4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 13 84 5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 13 85 5.1. Identification . . . . . . . . . . . . . . . . . . . . . 13 86 5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 14 87 5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 14 88 5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 14 89 5.5. Final Check . . . . . . . . . . . . . . . . . . . . . . . 15 90 6. Text carried forward . . . . . . . . . . . . . . . . . . . . 15 91 6.1. Venue Selection Process . . . . . . . . . . . . . . . . . 15 92 6.2. Transparency . . . . . . . . . . . . . . . . . . . . . . 18 93 7. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 18 94 8. Security Considerations . . . . . . . . . . . . . . . . . . . 18 95 9. Privacy Considerations . . . . . . . . . . . . . . . . . . . 18 96 10. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 18 97 11. References . . . . . . . . . . . . . . . . . . . . . . . . . 18 98 11.1. Normative References . . . . . . . . . . . . . . . . . . 18 99 11.2. Informative References . . . . . . . . . . . . . . . . . 19 100 Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 19 101 Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 20 103 1. Introduction 105 The IAOC has responsibility for arranging IETF plenary meeting venue 106 selection and operation. This document describes the IETF Meeting 107 Venue Selection Process from the perspective of goals, criteria and 108 thought processes. It describes the objectives and principles behind 109 the Venue selection process. It also discusses the actual selection 110 process to one level of detail, and points to working documents used 111 in execution. 113 1.1. Background 115 Following IETF 94 and at IETF 95 there was a discussion on the IETF 116 list of the selection process and criteria for IETF meetings. In 117 response to that discussion, the IAOC and the IAOC Meetings Committee 118 took it upon themselves to more publicly document its process and 119 refine it, based on community input. 121 1.2. *** Post-Seoul Revisions *** 123 Comments on this post-Seoul version: 125 o Many items from the Sullivan draft have been included. 127 o A number of criteria had confusing wording and have been revised. 128 The confusion was about the difference between a process that must 129 be followed, versus a decision based on that process. Following 130 the process is Mandatory. The details of the decision, however, 131 are not pre-determined. 133 o Extensive reformulation of the document layout. 135 EDITOR'S DISCLAIMER: This attempts to reflect the work of the 136 Seould mtgvenue discussions but is certain to have missed and/or 137 misinterpreted quite a bit. Some changes were the result of off- 138 list discussions; they seem to resolve specific issues but of 139 course the final decision rests with the working group... Please 140 post explicit text change requests to the list. /Dave 142 1.3. Requirements Language 144 Requirements called out in this document are identified by the degree 145 of requirement. The labels that are used are: 147 Mandatory: 148 If this requirement cannot be met, a location under consideration 149 is unacceptable. We walk away. 151 Important: 152 Does not qualify as Mandatory, but is still highly significant; 153 can possibly be traded off against other Important considerations. 155 Desired: 156 We would very much like to meet this requirement, but the failure 157 to meet it will not disqualify a Venue. 159 2. Venue Selection Objectives 161 2.1. Core Values 163 The IETF has some core values that pervade the selection process. 164 The values are not limited to the following, but at minimum include 165 them. 167 Why do we meet? 168 We meet to pursue the IETF's mission [RFC3935], partly by 169 advancing the development of Internet-Drafts and RFCs. We also 170 seek to facilitate attendee participation in multiple topics and 171 to enable cross-pollination of ideas and technologies. 173 Inclusiveness: 174 We would like to facilitate the onsite or remote participation of 175 anyone who wants to be involved. 177 Every country has limits on who it will permit within its borders. 178 However the IETF seeks to: 180 1. Minimize situations in which onerous entry regulations prevent 181 participants from attending meetings, or failing that to 182 distribute meeting locations such that onerous entry 183 regulations are not always experienced by the same attendees; 184 and 186 2. Avoid meeting in countries with laws that effectively exclude 187 people on the basis of race, religion, gender, sexual 188 orientation, national origin, or gender identity. 190 Where do we meet? 191 We meet in different locations globally, in order to spread the 192 difficulty and cost of travel among active participants, balancing 193 travel time and expense across the regions in which IETF 194 participants are based. 196 Internet Access: 197 As an organization, we write specifications for the Internet, and 198 we use it heavily. Meeting attendees need unfiltered access to 199 the general Internet and our corporate networks, which are usually 200 reached using encrypted VPNs from the meeting Venue and hotels, 201 including overflow hotels. We also need open network access 202 available at high enough data rates, at the meeting Facility, to 203 support our work, including the support of remote participation. 204 [MeetingNet] 206 Focus: 207 We meet to have focused technical discussions. These are not 208 limited to scheduled breakout sessions, although of course those 209 are important. They also happen over meals or drinks -- including 210 a specific type of non-session that we call a "Bar BOF" -- or in 211 side meetings. Environments that are noisy or distracting prevent 212 that or reduce its effectiveness, and are therefore less desirable 213 as a meeting Venue. 215 Economics: 216 Meeting attendees participate as individuals. While many are 217 underwritten by employers or sponsors, many are self-funded. In 218 order to reduce participation costs and travel effort, we 219 therefore seek locations that provide convenient budget 220 alternatives for food and lodging, and which minimize travel 221 segments from major airports to the Venue. Within reason, budget 222 should not be a barrier to accommodation. 224 2.2. Venue Selection Non-Objectives 226 IETF meeting Venues are not selected or declined with the explicit 227 purposes of: 229 Politics: 230 Endorsing or condemning particular countries, political paradigms, 231 laws, regulations, or policies. 233 Maximal attendance: 234 Because the IETF garners a significant portion of its revenue from 235 IETF meeting fees, there is considerable incentive for decision- 236 makers to prefer a Venue that will attract more attendees. It is 237 important to resist this temptation: a larger meeting in which key 238 contributors could not make it is not a better meeting; neither is 239 one with a lot of "tourists". 241 Tourism: 242 Variety in site-seeing experiences. 244 3. Venue Selection Criteria 246 A number of criteria are considered during the site selection 247 process. The list following is not sorted in any particular order, 248 but includes the committee's major considerations. 250 The selection of a Venue always requires trade-offs. There are no 251 perfect venues. For example, a site might not have a single hotel 252 that can accommodate a significant number of the attendees of a 253 typical IETF. That doesn't disqualify it, but it might reduce its 254 desirability in the presence of an alternative that does. 256 Many of the evaluation criteria are subjective. This might even be 257 the case for criteria labeled as "Mandatory". For this reason, the 258 IAOC and Meetings Committee will specifically review, and affirm to 259 their satisfaction, that all "Mandatory" labeled criteria are 260 satisfied by a particular Venue, as part of the process defined below 261 in Section 5. 263 Three terms describe the places for which the IETF contracts 264 services: 266 Venue: 267 This is an umbrella term for the city, meeting resources and guest 268 room resources. 270 Facility: 271 These contain meeting rooms and associated resources, and possibly 272 also contain hotel rooms. 274 IETF Hotels: 275 One or more hotels, in close proximity to the Facility, where the 276 primary IETF guest room allocations are negotiated and IETF SSIDs 277 are in use. 279 3.1. Venue City Criteria 281 These concern basic aspects of a candidate city: 283 +------------------------------------------------------+------------+ 284 | Criteria | Required | 285 +------------------------------------------------------+------------+ 286 | Travel to the Venue is acceptable based on cost, | "Mandatory | 287 | time, and burden for participants traveling from | " | 288 | multiple regions. It is anticipated that the burden | | 289 | borne will be generally shared over the course of | | 290 | multiple years. | | 291 +------------------------------------------------------+------------+ 292 | The Venue is assessed as favorable for obtaining a | "Mandatory | 293 | host and sponsors. That is, the Meeting is in a | " | 294 | location and at a price that it is possible and | | 295 | probable to find a host and sponsors. | | 296 +------------------------------------------------------+------------+ 297 | It is possible to enter into a multi-event contract | "Desired" | 298 | with the Venue to optimize meeting and attendee | | 299 | benefits, i.e., reduce administrative costs and | | 300 | reduce direct attendee costs, will be considered a | | 301 | positive factor. Such a contract can be considered | | 302 | after at least one IETF meeting has been held at the | | 303 | Venue. | | 304 +------------------------------------------------------+------------+ 305 | Travel barriers to entry, e.g., visa requirements | "Mandatory | 306 | that can limit participation, are acceptable to the | " | 307 | IETF community. | | 308 +------------------------------------------------------+------------+ 309 | Economic, safety, and health risks associated with | "Mandatory | 310 | this Venue are acceptable to the IETF community. | " | 311 +------------------------------------------------------+------------+ 312 | Available travel issue assessments -- such as -- have been pointed out the IETF community. | | 315 | [[Editor's Note: This mostly concerns assessing the | | 316 | problems getting visa's and making the assessment 3 | | 317 | years in advance. What can we do that is meaningful? | | 318 | Also, are there better citations to include? /d]] | | 319 +------------------------------------------------------+------------+ 321 3.2. Basic Venue Criteria 323 The IETF operates as an international organisational and adjusts to 324 local requirements. Facilities selected for IETF Meetings conform 325 with local health, safety and accessibility laws and regulations. A 326 useful discussion of related considerations in evaluating this 327 criterion is at: 329 Editor's Note: In the spirit of the 'international' focus, we need 330 a comprehensive document that is similar to the one cited, but 331 without a national focus. The current reference is US-specific. 332 /d 334 In addition: 336 +-----------------------------------------------------+-------------+ 337 | Criteria | Required | 338 +-----------------------------------------------------+-------------+ 339 | The Facility is adequate in size and layout to | "Mandatory" | 340 | accommodate the meeting and foster participant | | 341 | interaction. | | 342 +-----------------------------------------------------+-------------+ 343 | The cost of guest rooms, meeting space, meeting | "Mandatory" | 344 | food and beverage is affordable, within the norms | | 345 | of business travel. | | 346 +-----------------------------------------------------+-------------+ 347 | The economics of the Venue allow the meeting to be | "Mandatory" | 348 | net cash positive. | | 349 +-----------------------------------------------------+-------------+ 350 | The Facility permits holding an IETF meeting under | "Desired" | 351 | "One Roof". That is, qualified meeting space and | | 352 | guest rooms are available in the same facility. | | 353 +-----------------------------------------------------+-------------+ 354 | The Facility permits easy wheelchair access. | "Mandatory" | 355 +-----------------------------------------------------+-------------+ 356 | The Facility is accessible by people with | "Important" | 357 | disabilities. | | 358 +-----------------------------------------------------+-------------+ 360 3.3. Technical Services and Operations Criteria 361 +-----------------------------------------------------+-------------+ 362 | Criteria | Required | 363 +-----------------------------------------------------+-------------+ 364 | The Facility's support technologies and services -- | "Mandatory" | 365 | network, audio-video, etc. -- are sufficient for | | 366 | the anticipated activities at the meeting, or the | | 367 | Venue is willing to add such infrastructure or | | 368 | these support technologies and services might be | | 369 | provided by a third party, all at no -- or at an | | 370 | acceptable -- cost to the IETF. | | 371 +-----------------------------------------------------+-------------+ 372 | The Facility directly provides, or permits and | "Mandatory" | 373 | facilitates, the delivery of a high performance, | | 374 | robust, unfiltered and unmodified IETF Network. | | 375 +-----------------------------------------------------+-------------+ 376 | The IETF Hotel(s) directly provide, or else permit | "Mandatory" | 377 | and facilitate, the delivery of a high performance, | | 378 | robust, unfiltered and unmodified Internet service | | 379 | for the public areas and guest rooms; this service | | 380 | is typically included in the cost of the room. | | 381 +-----------------------------------------------------+-------------+ 382 | The overflow hotels provide reasonable, reliable, | "Desired" | 383 | unfiltered Internet service for the public areas | | 384 | and guest rooms; this service is included in the | | 385 | cost of the room. | | 386 +-----------------------------------------------------+-------------+ 388 3.4. Lodging Criteria 389 +-----------------------------------------------------+-------------+ 390 | Criteria | Required | 391 +-----------------------------------------------------+-------------+ 392 | The IETF Hotel(s) are within close proximity to | "Mandatory" | 393 | each other and the Venue. | | 394 +-----------------------------------------------------+-------------+ 395 | The guest rooms at the IETF Hotel(s) are sufficient | "Mandatory" | 396 | in number to house 1/3 or more of projected meeting | | 397 | attendees. | | 398 +-----------------------------------------------------+-------------+ 399 | Overflow Hotels can be placed under contract, | "Mandatory" | 400 | within convenient travel time of the Venue and at a | | 401 | variety of guest room rates. | | 402 +-----------------------------------------------------+-------------+ 403 | The Venue environs include budget hotels within | "Mandatory" | 404 | convenient travel time, cost, and effort. | | 405 +-----------------------------------------------------+-------------+ 406 | The IETF Hotel(s) permit easy wheelchair access. | "Mandatory" | 407 +-----------------------------------------------------+-------------+ 408 | The IETF Hotel(s) are accessible by people with | "Important" | 409 | disabilities. | | 410 +-----------------------------------------------------+-------------+ 411 | The IETF Hotel should have a social space that | "Desired" | 412 | serves as a lounge, conducive to planned and | | 413 | accidental meetings and chatting, as well as | | 414 | working online. This is often an open bar, | | 415 | restaurant, or seating area, preferably on the | | 416 | ground/entrance floor, but can also be a meeting | | 417 | room, arranged to facilitate communal interaction | | 418 | among attendees. | | 419 +-----------------------------------------------------+-------------+ 421 3.5. Food and Beverage Criteria 422 +-----------------------------------------------------+-------------+ 423 | Criteria | Required | 424 +-----------------------------------------------------+-------------+ 425 | The Venue environs, which includes both onsite, as | "Mandatory" | 426 | well as areas within a reasonable walking distance | | 427 | or conveniently accessible by a short taxi, bus, or | | 428 | subway ride, have convenient and inexpensive | | 429 | choices for meals that can accommodate a wide range | | 430 | of dietary requirements. | | 431 +-----------------------------------------------------+-------------+ 432 | The Venue environs include grocery shopping that | "Important" | 433 | will accommodate a wide range of dietary | | 434 | requirements, within a reasonable walking distance, | | 435 | or conveniently accessible by a short taxi, bus, or | | 436 | subway ride. | | 437 +-----------------------------------------------------+-------------+ 438 | A range of attendee's health-related and religion- | "Mandatory" | 439 | related dietary requirements can be satisfied with | | 440 | robust and flexible onsite service or through | | 441 | access to an adequate grocery. | | 442 +-----------------------------------------------------+-------------+ 444 4. Venue Selection Roles 446 The formal structure of IETF administrative support functions is 447 documented in BCP 101 [RFC4071], [RFC4371], [RFC7691]. The reader is 448 expected to be familiar with the entities and roles defined by that 449 document, in particular for the IASA, ISOC, IAOC and IAD. This 450 section covers the meeting selection related roles of these and other 451 parties that participate in the process. Note that roles beyond 452 meeting selection, e.g., actually running and reporting on meetings, 453 are outside the scope of this document. 455 4.1. The IETF Community 457 While perhaps obvious, it is important to note that IETF meetings 458 serve all those who contribute to the work of the IETF. This 459 includes those who attend meetings, from newcomer to frequent 460 attendee, to those who participate remotely, as well as those who do 461 not attend but contribute to new RFCs. Potential new contributors 462 are also considered in the process. 464 IETF consensus, with respect to this meeting Venue selection process 465 is judged via standard IETF process and not by any other means, e.g., 466 surveys. Surveys are used to gather information related to meeting 467 venues, but not to measure consensus or to be reported as consensus. 469 4.2. IESG and IETF Chair 471 The Internet Engineering Steering Group (IESG) comprises the IETF 472 Area Directors and the IETF Chair. Along with the IAB, the IESG is 473 responsible for the management of the IETF, and is the standards 474 approval board for the IETF, as described in BCP9 [RFC2026]. This 475 means that the IESG sets high level policies related to, among other 476 things, meeting venues. The IETF Chair, among other things, relays 477 these IESG-determined policies to the IAOC. The IETF Chair is also a 478 member of the IAOC. 480 4.3. The Internet Society 482 With respect to IETF meetings, the Internet Society (ISOC): 484 o Executes all Venue contracts on behalf of the IETF at the request 485 of the IAOC 487 o Solicits meeting sponsorships 489 o Collects all meeting-related revenues, including registration 490 fees, sponsorships, hotel commissions, and other miscellaneous 491 revenues 493 ISOC also provides accounting services, such as invoicing and monthly 494 financial statements. 496 4.4. IETF Administrative Oversight Committee 498 The IETF Administrative Oversight Committee (IAOC) has the 499 responsibility to oversee and select IETF meeting venues. It 500 instructs the IAD to work with the Internet Society to write the 501 relevant contracts. It approves the IETF meetings calendar. 503 4.5. IETF Administrative Support Activity 505 The IETF Administrative Support Activity (IASA) supports the meeting 506 selection process. This includes identifying, qualifying and 507 reporting on potential meeting sites, as well as supporting meeting 508 Venue contract negotiation. The IETF Secretariat is part of the IASA 509 under the management of the IAD. 511 4.6. IETF Administrative Director 513 The IETF Administrative Director (IAD) coordinates and supports the 514 activities of the IETF Secretariat, the IAOC Meetings Committee and 515 the IAOC to ensure the timely execution of the meeting process. This 516 includes participating in the IAOC Meeting Subcommittee and ensuring 517 its efforts are documented, leading Venue contract negotiation, and 518 coordinating contract execution with ISOC. The meetings budget is 519 managed by the IAD. 521 4.7. IAOC Meeting Committee 523 The fundamental purpose of the Meetings Committee is to participate 524 in the Venue selection process, and to formulate recommendations to 525 the IAOC regarding meeting sites. It also tracks the meetings 526 sponsorship program, recommends extraordinary meeting-related 527 expenses, and recommends the IETF meetings calendar to the IAOC. The 528 charter of the committee is at: . 531 Membership in the Meetings Committee is at the discretion of the 532 IAOC; it includes an IAOC appointed chair, the IETF Administrative 533 Director (IAD), IAOC members, representatives from the Secretariat, 534 and interested members of the community. 536 5. Venue Selection Steps 538 The following is a guideline sequence for identifying and contracting 539 a Venue. 541 5.1. Identification 543 Four years out, a process identifies cities that might be candidates 544 for meetings: 546 a. The IAOC selects regions and dates for meetings. 548 b. A list of target cities per region is provided to the 549 Secretariat, with host preferences, if known. 551 c. Potential venues in preferred cities are identified and receive 552 preliminary investigation, including reviews of Official Advisory 553 Sources, consultation with specialty travel services, frequent 554 travelers and local contacts to identify possible barriers to 555 holding a successful meeting in the target cities. 557 d. Investigated cities and findings are provided by the Secretariat 558 to the Meetings Committee for further review. Meetings Committee 559 makes a recommendation to the IAOC of investigated/target cities 560 to consider further as well as issues identified and the results 561 of research conducted. 563 5.2. Consultation 565 Preliminary question: 567 a. The IAOC asks the community whether there are any barriers to 568 holding a successful meeting in any of the target cities. 569 Community responses are reviewed and concerns investigated. 571 b. On a public web page, the IAOC lists all candidate cities, when 572 community input was solicited, and a summarization of the review 573 results. 575 c. The IAOC then provides a list of vetted cities to the Meetings 576 Committee to pursue as potential meeting locations. 578 5.3. Qualification 580 Visit: 582 a. Secretariat assesses "vetted" target cities to determine 583 availability and conformance to criteria. 585 b. Meetings Committee approves potential cities for site 586 qualification visit. 588 c. Site qualification visits are arranged by Secretariat and 589 preliminary negotiations are undertaken with selected potential 590 sites. 592 d. Site qualification visit is conducted using the checklist from 593 ; 594 the site visit team prepares a site report and discusses it with 595 the Meetings Committee. 597 5.4. Negotiation 599 2.75 - 3 years out, initiate contract negotiations: 601 a. The Meetings Committee reviews the Venue options based on Venue 602 selection criteria and recommends a Venue to the IAOC. Only 603 options that meet all Mandatory labeled criteria might be 604 recommended. 606 b. IAOC selects a Venue for contracting as well as a back-up 607 contracting Venue, if available. 609 c. Secretariat negotiates with selected Venue. IAD reviews contract 610 and requests IAOC and ISOC approval of contract and authority for 611 Secretariat to execute contract on ISOC's behalf. 613 d. Contracts are executed. 615 5.5. Final Check 617 ~3 Months prior to the Meeting, the site is checked for continued 618 availability and conformance to expectations. 620 a. Secretariat reviews current status of the contracted meeting 621 location to confirm there is no change in the location status and 622 to identify possible new barriers to holding a successful meeting 623 in the contracted city and provides findings to the IAOC. 625 b. IAOC considers the information provided and evaluates the risk - 626 if significant risk is identified, the Contingency Planning Flow 627 Chart () is followed, if current risk is not significant, 629 the situation is monitored through the meeting to ensure there is 630 no significant change. 632 6. Text carried forward 634 This document is being reorganized along an outline proposed by 635 Alissa Cooper. In preceding sections, her comment is made explicit. 636 That is intended to be removed when the reorganization is complete. 637 Text in this section is left over and will potentially be moved to 638 preceding sections. 640 6.1. Venue Selection Process 642 The process of selecting a Venue is described below and is based on 643 . 645 6.1.1. Venue Selection Principles 647 heading paragraph moved to Section 2. 649 Who are we? We are computer scientists, engineers, network 650 operators, academics, and other interested parties sharing the 651 goal of making the Internet work better. At this time, the vast 652 majority of attendees come from North America, Western and Central 653 Europe, and Eastern Asia. We also have participants from other 654 regions. 656 Why do we meet? Moved to Section 2. 658 Where do we meet? moved to Section 2.1 660 Inclusiveness: Moved to Section 2.1. 662 Internet Access: Moved to Section 2.1. 664 Focus: Moved to Section 2.1. 666 Economics: Moved to Section 2.1. 668 Political considerations: moved to Section 2.2 and reworded per 669 Alissa's suggested text. 671 6.1.2. Venue Selection Objectives 673 Venues for meetings are selected to advance the objectives of the 674 IETF, which are discussed in . The IAOC's supporting objectives include: 677 o Advancing standards development 679 o Facilitating participation by active contributors 681 o Sharing the travel pain; balancing travel time and expense across 682 the regions from where IETF participants are based. 684 o Encouraging new contributors 686 o Generating funds to support IETF operations in support of 687 standards development, including the Secretariat, IASA, and the 688 RFC Editor. 690 There is an explicit intent to rotate meeting locations equally among 691 several places in accordance with IETF policy. However, a consistent 692 balance is sometimes difficult to achieve. The IAOC has an objective 693 of setting the Regions 4 years in advance, meeting in Europe, North 694 America, and Asia, with a possibility of occasionally meeting outside 695 those regions. This policy, known as the 1-1-1* model, is set by the 696 IESG, , 697 and is further discussed in [I-D.krishnan-ietf-meeting-policy]. The 698 reason for the multi-year timeframe is maximization of opportunities; 699 the smaller the time available to qualify and contract a conference 700 Venue, the more stress imposed on the qualification process, and the 701 greater the risk of not finding a suitable Venue or paying more for 702 it. 704 There is no formal policy regarding rotation of regions, the time of 705 year for a meeting in a specific region, or whether a meeting in a 706 non-targeted region replaces a visit to one of the regions during 707 that year. 709 The IETF chair drives selection of "*" locations, i.e., venues 710 outside the usual regions, and requires community input. These 711 selections usually arise from evidence of growing interest and 712 participation in the new region. Expressions of interest from 713 possible hosts also factor into the meeting site selection process, 714 for any meeting. 716 Increased participation in the IETF from those other regions, 717 electronically or in person, could result in basic changes to the 718 overall pattern, and we encourage those who would like for that to 719 occur to encourage participation from those regions. 721 6.1.3. Venue Selection Criteria 723 Heading text moved to Section 3. 725 6.1.3.1. Venue City Considerations 727 o Consideration will be given to whether it makes sense to enter 728 into a multi-event contract with the Venue to optimize meeting and 729 attendee benefits, i.e., reduce administrative costs and reduce 730 direct attendee costs. [Would be nice] 732 6.1.3.2. Basic Venue Criteria 734 o moved to Section 3.2 736 o The Facility and Hotels can be put under contract. The subsequent 737 failure to put a selected Venue under contract will result in a 738 re-evaluation of the venues and selection for the meeting. 739 [Mandatory] 741 6.1.4. Venue Selection Phases 743 6.1.5. Experience Notes 745 a. The foregoing process works with reasonable certainty in North 746 America and Europe. 748 b. Experience to date for Asia and Latin America is that contracts 749 take longer and often will not be executed more than two years in 750 advance of the meeting. While the IETF will have the first 751 option for the dates, for reasons not completely understood 752 contracts won't be executed. 754 6.2. Transparency 756 BCP 101 requires transparency in IASA process and contracts, and 757 thereby of the meetings committee. BCP 101 also states that the IAOC 758 approves what information is to remain confidential. Therefore any 759 information produced by the meetings committee or related to meetings 760 that individuals believe is confidential, e.g., venue contracts, must 761 be confirmed to be confidential by the IAOC. 763 7. IANA Considerations 765 This memo asks the IANA for no new parameters. 767 8. Security Considerations 769 This note proposes no protocols, and therefore no new protocol 770 insecurities. 772 9. Privacy Considerations 774 This note reveals no personally identifying information apart from 775 its authorship. 777 10. Acknowledgements 779 This document was originally assembled and edited by Fred Baker. 780 Additional commentary came from Jari Arkko, Scott Bradner, and Alissa 781 Cooper. It was discussed on mtgvenue@ietf.org. 783 11. References 785 11.1. Normative References 787 [I-D.krishnan-ietf-meeting-policy] 788 Krishnan, S., "High level guidance for the meeting policy 789 of the IETF", draft-krishnan-ietf-meeting-policy-01 (work 790 in progress), July 2016. 792 [MeetingNet] 793 O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli, 794 "IETF Meeting Network Requirements", WEB 795 https://iaoc.ietf.org/ietf-network-requirements.html. 797 [RFC2026] Bradner, S., "The Internet Standards Process -- Revision 798 3", BCP 9, RFC 2026, DOI 10.17487/RFC2026, October 1996, 799 . 801 [RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the 802 IETF Administrative Support Activity (IASA)", BCP 101, 803 RFC 4071, DOI 10.17487/RFC4071, April 2005, 804 . 806 [RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for 807 IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371, 808 January 2006, . 810 [RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF 811 Administrative Oversight Committee (IAOC) Members", 812 BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015, 813 . 815 11.2. Informative References 817 [I-D.barnes-healthy-food] 818 Barnes, M., "Healthy Food and Special Dietary Requirements 819 for IETF meetings", draft-barnes-healthy-food-07 (work in 820 progress), July 2013. 822 [RFC3935] Alvestrand, H., "A Mission Statement for the IETF", 823 BCP 95, RFC 3935, October 2004. 825 Appendix A. Change Log 827 2016-01-12: Initial version 829 2016-01-21: Update to reflect https://iaoc.ietf.org/documents/ 830 VenueSelectionCriteriaJan2016.pdf and 831 https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf, 832 accessed from https://iaoc.ietf.org/private/privatemeetings.html. 834 2016-02-23: Reorganize and capture IAOC Meetings Committee 835 discussions. 837 2016-03-03: Final from Design Team. 839 2016-03-17: First update incorporating mtgvenue@ietf.org comments 841 2016-05-20 Updated in accordance with editing by Laura Nugent, Dave 842 Crocker, Lou Berger, Fred Baker, and others. 844 posting as working group draft August 2, 2016 846 Reorganized per Alissa Cooper outline Work in progress. In 847 addition, contributors were re-organized to be authors. 849 2016-10-28 Editor changeover. Further alignment with guidance by 850 Alissa Cooper, Andrew Sullivan and the mtgvenue working group. 851 Many various changes. 853 2016-11-16 Extensive editorial, format and polishing pass. A few 854 substance changes, including food section. 856 2016-11-30 Additions based on working group meeting and off-list 857 discussions; more editorial and format hacking. 859 Authors' Addresses 861 Ray Pelletier 862 Internet Society 864 Email: rpelletier@isoc.org 866 Laura Nugent 867 Association Management Solutions 869 Email: lnugent@amsl.com 871 Dave Crocker (editor) 872 Brandenburg InternetWorking 874 Email: dcrocker@bbiw.net 876 Lou Berger 877 LabN Consulting, L.L.C. 879 Email: lberger@labn.net 881 Ole Jacobsen 882 The Internet Protocol Journal 884 Email: olejacobsen@me.com 886 Jim Martin 887 INOC 889 Email: jim@inoc.com 890 Fred Baker (editor) 891 Santa Barbara, California 93117 892 USA 894 Email: FredBaker.IETF@gmail.com