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Checking references for intended status: Best Current Practice ---------------------------------------------------------------------------- (See RFCs 3967 and 4897 for information about using normative references to lower-maturity documents in RFCs) == Unused Reference: 'I-D.barnes-healthy-food' is defined on line 702, but no explicit reference was found in the text -- Possible downref: Non-RFC (?) normative reference: ref. 'MeetingNet' ** Obsolete normative reference: RFC 4071 (Obsoleted by RFC 8711) ** Obsolete normative reference: RFC 4371 (Obsoleted by RFC 8714) ** Obsolete normative reference: RFC 7691 (Obsoleted by RFC 8711) Summary: 3 errors (**), 0 flaws (~~), 2 warnings (==), 2 comments (--). 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: July 2, 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 December 29, 2016 17 IETF Plenary Meeting Venue Selection Process 18 draft-ietf-mtgvenue-iaoc-venue-selection-process-04 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 July 2, 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. Requirements Language . . . . . . . . . . . . . . . . . . 3 66 2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 4 67 2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 4 68 2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5 69 3. Venue Selection Criteria . . . . . . . . . . . . . . . . . . 6 70 3.1. Venue City Criteria . . . . . . . . . . . . . . . . . . . 6 71 3.2. Basic Venue Criteria . . . . . . . . . . . . . . . . . . 7 72 3.3. Technical Services and Operations Criteria . . . . . . . 8 73 3.4. Lodging Criteria . . . . . . . . . . . . . . . . . . . . 9 74 3.5. Food and Beverage Criteria . . . . . . . . . . . . . . . 10 75 4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 11 76 4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 11 77 4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 12 78 4.3. The Internet Society . . . . . . . . . . . . . . . . . . 12 79 4.4. IETF Administrative Oversight Committee . . . . . . . . . 12 80 4.5. IETF Administrative Support Activity . . . . . . . . . . 13 81 4.6. IETF Administrative Director . . . . . . . . . . . . . . 13 82 4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 13 83 5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 13 84 5.1. Identification . . . . . . . . . . . . . . . . . . . . . 13 85 5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 14 86 5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 14 87 5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 15 88 5.5. Final Check . . . . . . . . . . . . . . . . . . . . . . . 15 89 6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 16 90 7. Security Considerations . . . . . . . . . . . . . . . . . . . 16 91 8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 16 92 9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 16 93 10. References . . . . . . . . . . . . . . . . . . . . . . . . . 16 94 10.1. Normative References . . . . . . . . . . . . . . . . . . 16 95 10.2. Informative References . . . . . . . . . . . . . . . . . 17 96 Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 17 97 Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 18 99 1. Introduction 101 The IAOC has responsibility for arranging IETF plenary meeting venue 102 selection and operation. This document describes the IETF Meeting 103 Venue Selection Process from the perspective of goals, criteria and 104 thought processes. It describes the objectives and principles behind 105 the Venue selection process. It also discusses the actual selection 106 process to one level of detail, and points to working documents used 107 in execution. 109 1.1. Background 111 Following IETF 94 and at IETF 95 there was a discussion on the IETF 112 list of the selection process and criteria for IETF meetings. In 113 response to that discussion, the IAOC and the IAOC Meetings Committee 114 took it upon themselves to more publicly document its process and 115 refine it, based on input from IETF Participants. 117 1.2. Requirements Language 119 Requirements called out in this document are identified by the degree 120 of requirement. The labels that are used are: 122 Mandatory: 123 If this requirement cannot be met, a location under consideration 124 is unacceptable. We walk away. 126 Important: 127 Does not qualify as Mandatory, but is still highly significant. 128 It can be traded against other Important items, such that a Venue 129 that meets more of these criteria is on the whole more preferable 130 than another that meets less of these criteria. Requirements 131 classed as Important can also be balanced across Venue selections 132 for multiple meetings. 134 Desired: 135 We would very much like to meet this requirement, but the failure 136 to meet it will not disqualify a Venue. 138 2. Venue Selection Objectives 140 2.1. Core Values 142 Some IETF values pervade the selection process. These often are 143 applicable to multiple requirements listed in this document. They 144 are not limited to the following, but at minimum include: 146 Why do we meet? 147 We meet to pursue the IETF's mission [RFC3935], partly by 148 advancing the development of Internet-Drafts and RFCs. We also 149 seek to facilitate attendee participation in multiple topics and 150 to enable cross-pollination of ideas and technologies. 152 Inclusiveness: 153 We would like to facilitate the onsite or remote participation of 154 anyone who wants to be involved. 156 Every country has limits on who it will permit within its borders. 157 However the IETF seeks to: 159 1. Minimize situations in which onerous entry regulations prevent 160 participants from attending meetings, or failing that to 161 distribute meeting locations such that onerous entry 162 regulations are not always experienced by the same attendees 164 2. Avoid meeting in countries with laws that effectively exclude 165 people on the basis of race, religion, gender, sexual 166 orientation, national origin, or gender identity 168 Where do we meet? 169 We meet in different locations globally, in order to spread the 170 difficulty and cost of travel among active participants, balancing 171 travel time and expense across the regions in which IETF 172 participants are based. 174 Internet Access: 175 As an organization, we write specifications for the Internet, and 176 we use it heavily. Meeting attendees need unfiltered access to 177 the general Internet and our corporate networks, which are usually 178 reached using encrypted VPNs from the meeting Facility and Hotels, 179 including overflow hotels. We also need open network access 180 available at high enough data rates, at the meeting Facility, to 181 support our work, including the support of remote participation. 182 [MeetingNet] 184 Focus: 186 We meet to have focused technical discussions. These are not 187 limited to scheduled breakout sessions, although of course those 188 are important. They also happen over meals or drinks -- including 189 a specific type of non-session that we call a "Bar BOF" -- or in 190 side meetings. Environments that are noisy or distracting prevent 191 that or reduce its effectiveness, and are therefore less desirable 192 as a meeting Facility. 194 Economics: 195 Meeting attendees participate as individuals. While many are 196 underwritten by employers or sponsors, many are self-funded. In 197 order to reduce participation costs and travel effort, we 198 therefore seek locations that provide convenient budget 199 alternatives for food and lodging, and which minimize travel 200 segments from major airports to the Venue. Within reason, budget 201 should not be a barrier to accommodation. 203 Least Astonishment: 204 Regular participants should not be surprised by meeting Venue 205 selections, particularly when it comes to locales. It should be 206 possible for the community to engage early to express its views on 207 prospective selections, so that the community, IAOC, and IAD can 208 exchange views as to appropriateness long before a venue contract 209 is considered. 211 2.2. Venue Selection Non-Objectives 213 IETF meeting Venues are not selected or declined with the explicit 214 purposes of: 216 Politics: 217 Endorsing or condemning particular countries, political paradigms, 218 laws, regulations, or policies. 220 Maximal attendance: 221 Because the IETF garners a significant portion of its revenue from 222 IETF meeting fees, there is considerable incentive for decision- 223 makers to prefer a Venue that will attract more attendees. It is 224 important to resist this temptation: a larger meeting in which key 225 contributors could not make it is not a better meeting; neither is 226 one with a lot of "tourists". 228 Tourism: 229 Variety in site-seeing experiences. 231 3. Venue Selection Criteria 233 A number of criteria are considered during the site selection 234 process. The following list is not in any particular order, but 235 includes the major considerations. 237 The selection of a Venue always requires trade-offs. There are no 238 perfect venues. For example, a site might not have a single hotel 239 that can accommodate a significant number of the attendees of a 240 typical IETF. That doesn't disqualify it, but it might reduce its 241 desirability in the presence of an alternative that does provide that 242 single hotel. 244 Some evaluation criteria are subjective. For this reason, the IAOC 245 and Meetings Committee will specifically review, and affirm to their 246 satisfaction, that all "Mandatory" labeled criteria are satisfied by 247 a particular Venue, as part of the process defined below in 248 Section 5. 250 Three terms describe the places for which the IETF contracts 251 services: 253 Venue: 254 This is an umbrella term for the city, meeting resources and guest 255 room resources. 257 Facility: 258 These contain meeting rooms and associated resources, and possibly 259 also contain hotel rooms. 261 IETF Hotels: 262 One or more hotels, in close proximity to the Facility, where the 263 IETF guest room allocations are negotiated and IETF SSIDs are in 264 use. 266 Headquarters Hotel: 267 The hotel designated as primary for the IETF meeting. It include 268 IETF SSIDs for networking, might be adjoining -- or even contain 269 -- the meeting Facility -- and typically has the bulk of the hotel 270 room allocations. 272 3.1. Venue City Criteria 274 These concern basic aspects of a candidate city: 276 +------------------------------------------------------+------------+ 277 | Criteria | Required | 278 +------------------------------------------------------+------------+ 279 | Consultation with the IETF Community has not | "Mandatory | 280 | produced concerns sufficient to disqualify the | " | 281 | Venue. | | 282 +------------------------------------------------------+------------+ 283 | Travel to the Venue is acceptable based on cost, | "Mandatory | 284 | time, and burden for participants traveling from | " | 285 | multiple regions. It is anticipated that the burden | | 286 | borne will be generally shared over the course of | | 287 | multiple years. | | 288 +------------------------------------------------------+------------+ 289 | The Venue is assessed as favorable for obtaining a | "Mandatory | 290 | host and sponsors. That is, the Meeting is in a | " | 291 | location and at a price that it is possible and | | 292 | probable to find a host and sponsors. | | 293 +------------------------------------------------------+------------+ 294 | It is possible to enter into a multi-event contract | "Desired" | 295 | with the Venue to optimize meeting and attendee | | 296 | benefits, i.e., reduce administrative costs and | | 297 | reduce direct attendee costs, will be considered a | | 298 | positive factor. Such a contract can be considered | | 299 | after at least one IETF meeting has been held at the | | 300 | Venue. | | 301 +------------------------------------------------------+------------+ 302 | Travel barriers to entry, e.g., visa requirements | "Mandatory | 303 | that can limit participation, are acceptable. | " | 304 +------------------------------------------------------+------------+ 305 | Economic, safety, and health risks associated with | "Mandatory | 306 | this Venue are acceptable. | " | 307 +------------------------------------------------------+------------+ 308 | Available travel issue assessments -- such as -- have been pointed out the IETF community. | | 311 | [[Editor's Note: This mostly concerns assessing the | | 312 | problems getting visa's and making the assessment 3 | | 313 | years in advance. What can we do that is meaningful? | | 314 | Also, are there better citations to include? /d]] | | 315 +------------------------------------------------------+------------+ 317 3.2. Basic Venue Criteria 319 The IETF operates as an international organisational and adjusts to 320 local requirements. Facilities selected for IETF Meetings conform 321 with local health, safety and accessibility laws and regulations. A 322 useful discussion of related considerations in evaluating this 323 criterion is at: 326 *** Editor's Note *** 327 In the spirit of the 'international' focus, we need a 328 comprehensive document that is similar to the one cited, but 329 without a national focus. The current reference is US- 330 specific. /d 332 In addition: 334 +-----------------------------------------------------+-------------+ 335 | Criteria | Required | 336 +-----------------------------------------------------+-------------+ 337 | The Facility is adequate in size and layout to | "Mandatory" | 338 | accommodate the meeting and foster participant | | 339 | interaction. | | 340 +-----------------------------------------------------+-------------+ 341 | The cost of guest rooms, meeting space, meeting | "Mandatory" | 342 | food and beverage is affordable, within the norms | | 343 | of business travel. | | 344 +-----------------------------------------------------+-------------+ 345 | The economics of the Venue allow the meeting to be | "Mandatory" | 346 | net cash positive. | | 347 +-----------------------------------------------------+-------------+ 348 | The Facility permits holding an IETF meeting under | "Desired" | 349 | "One Roof". That is, qualified meeting space and | | 350 | guest rooms are available in the same facility. | | 351 +-----------------------------------------------------+-------------+ 352 | The Facility permits easy wheelchair access. | "Mandatory" | 353 +-----------------------------------------------------+-------------+ 354 | The Facility is accessible by people with | "Important" | 355 | disabilities. | | 356 +-----------------------------------------------------+-------------+ 358 3.3. Technical Services and Operations Criteria 359 +-----------------------------------------------------+-------------+ 360 | Criteria | Required | 361 +-----------------------------------------------------+-------------+ 362 | The Facility's support technologies and services -- | "Mandatory" | 363 | network, audio-video, etc. -- are sufficient for | | 364 | the anticipated activities at the meeting, or the | | 365 | Facility is willing to add such infrastructure or | | 366 | these support technologies and services might be | | 367 | provided by a third party, all at no -- or at an | | 368 | acceptable -- cost to the IETF. | | 369 +-----------------------------------------------------+-------------+ 370 | The Facility directly provides, or permits and | "Mandatory" | 371 | facilitates, the delivery of a high performance, | | 372 | robust, unfiltered and unmodified IETF Network. | | 373 +-----------------------------------------------------+-------------+ 374 | The IETF Hotel(s) directly provide, or else permit | "Mandatory" | 375 | and facilitate, the delivery of a high performance, | | 376 | robust, unfiltered and unmodified Internet service | | 377 | for the public areas and guest rooms; this service | | 378 | is typically included in the cost of the room. | | 379 +-----------------------------------------------------+-------------+ 380 | The overflow hotels provide reasonable, reliable, | "Desired" | 381 | unfiltered Internet service for the public areas | | 382 | and guest rooms; this service is included in the | | 383 | cost of the room. | | 384 +-----------------------------------------------------+-------------+ 386 3.4. Lodging Criteria 387 +-----------------------------------------------------+-------------+ 388 | Criteria | Required | 389 +-----------------------------------------------------+-------------+ 390 | The IETF Hotel(s) are within close proximity to | "Mandatory" | 391 | each other and the Facility. | | 392 +-----------------------------------------------------+-------------+ 393 | The guest rooms at the IETF Hotel(s) are sufficient | "Mandatory" | 394 | in number to house 1/3 or more of projected meeting | | 395 | attendees. | | 396 +-----------------------------------------------------+-------------+ 397 | Overflow Hotels can be placed under contract, | "Mandatory" | 398 | within convenient travel time of the Facility and | | 399 | at a variety of guest room rates. | | 400 +-----------------------------------------------------+-------------+ 401 | The Venue environs include budget hotels within | "Mandatory" | 402 | convenient travel time, cost, and effort. | | 403 +-----------------------------------------------------+-------------+ 404 | The IETF Hotel(s) permit easy wheelchair access. | "Mandatory" | 405 +-----------------------------------------------------+-------------+ 406 | The IETF Hotel(s) are accessible by people with | "Important" | 407 | disabilities. | | 408 +-----------------------------------------------------+-------------+ 409 | The IETF Headquarters Hotel has a space for use as | "Important" | 410 | a lounge, conducive to planned and accidental | | 411 | meetings and chatting, as well as working online. | | 412 | There are tables with seating, convenient for small | | 413 | meetings with laptops. The can be at an open bar or | | 414 | casual restaurant. Preferably the lounge area is on | | 415 | the path between the meeting rooms and the hotel | | 416 | entrance, and is available all day and night. | | 417 +-----------------------------------------------------+-------------+ 419 3.5. Food and Beverage Criteria 420 +-----------------------------------------------------+-------------+ 421 | Criteria | Required | 422 +-----------------------------------------------------+-------------+ 423 | The Venue environs, which includes both onsite, as | "Mandatory" | 424 | well as areas within a reasonable walking distance | | 425 | or conveniently accessible by a short taxi, bus, or | | 426 | subway ride, have convenient and inexpensive | | 427 | choices for meals that can accommodate a wide range | | 428 | of dietary requirements. | | 429 +-----------------------------------------------------+-------------+ 430 | The Venue environs include grocery shopping that | "Important" | 431 | will accommodate a wide range of dietary | | 432 | requirements, within a reasonable walking distance, | | 433 | or conveniently accessible by a short taxi, bus, or | | 434 | subway ride, from the Facility and IETF Hotels. | | 435 +-----------------------------------------------------+-------------+ 436 | A range of attendee's health-related and religion- | "Mandatory" | 437 | related dietary requirements can be satisfied with | | 438 | robust and flexible onsite service or through | | 439 | access to an adequate grocery. | | 440 +-----------------------------------------------------+-------------+ 442 4. Venue Selection Roles 444 The formal structure of IETF administrative support functions is 445 documented in BCP 101 [RFC4071], [RFC4371], [RFC7691]. The reader is 446 expected to be familiar with the entities and roles defined by that 447 document, in particular for the IASA, ISOC, IAOC and IAD. This 448 section covers the meeting selection related roles of these and other 449 parties that participate in the process. Note that roles beyond 450 meeting selection, e.g., actually running and reporting on meetings, 451 are outside the scope of this document. 453 4.1. IETF Participants 455 While perhaps obvious, it is important to note that IETF meetings 456 serve all those who contribute to the work of the IETF. This 457 includes those who attend meetings in person, from newcomer to 458 frequent attendee, to those who participate remotely, as well as 459 those who do not attend but contribute to new RFCs. Potential new 460 contributors are also considered in the process. 462 Participants have a responsibility to express their views about 463 venues early and often, by responding to surveys or other 464 solicitations from the IAD or IAOC, and by initiating fresh input as 465 the Participant becomes aware of changes in venues that have been 466 reviews. This permits those responsible for venue selection to be 467 made aware of concerns relating to particular locations well in 468 advance of having entered into contract discussions. 470 IETF consensus, with respect to this meeting Venue selection process 471 is judged via standard IETF process and not by any other means, e.g., 472 surveys. Surveys are used to gather information related to meeting 473 venues, but not to measure consensus or to be reported as consensus. 475 4.2. IESG and IETF Chair 477 The Internet Engineering Steering Group (IESG) comprises the IETF 478 Area Directors and the IETF Chair. Along with the IAB, the IESG is 479 responsible for the management of the IETF, and is the standards 480 approval board for the IETF, as described in BCP9 [RFC2026]. This 481 means that the IESG sets high level policies related to, among other 482 things, meeting venues. The IETF Chair, among other things, relays 483 these IESG-determined policies to the IAOC. The IETF Chair is also a 484 member of the IAOC. 486 4.3. The Internet Society 488 With respect to IETF meetings, the Internet Society (ISOC): 490 o Executes all Venue contracts on behalf of the IETF at the request 491 of the IAOC 493 o Solicits meeting sponsorships 495 o Collects all meeting-related revenues, including registration 496 fees, sponsorships, hotel commissions, and other miscellaneous 497 revenues 499 ISOC also provides accounting services, such as invoicing and monthly 500 financial statements. 502 4.4. IETF Administrative Oversight Committee 504 The IETF Administrative Oversight Committee (IAOC) has the 505 responsibility to oversee and select IETF meeting venues. It 506 instructs the IAD to work with the Internet Society to write the 507 relevant contracts. It approves the IETF meetings calendar. In 508 cooperation with the IAD, the IAOC takes necessary actions to ensure 509 that it is aware of participant concerns about particular venues as 510 early in the process as is feasible. 512 4.5. IETF Administrative Support Activity 514 The IETF Administrative Support Activity (IASA) supports the meeting 515 selection process. This includes identifying, qualifying and 516 reporting on potential meeting sites, as well as supporting meeting 517 Venue contract negotiation. The IETF Secretariat is part of the IASA 518 under the management of the IAD. The IAD takes appropriate actions 519 to solicit community input regarding both retrospective and 520 prospective feedback from participants. 522 4.6. IETF Administrative Director 524 The IETF Administrative Director (IAD) coordinates and supports the 525 activities of the IETF Secretariat, the IAOC Meetings Committee and 526 the IAOC to ensure the timely execution of the meeting process. This 527 includes participating in the IAOC Meeting Subcommittee and ensuring 528 its efforts are documented, leading Venue contract negotiation, and 529 coordinating contract execution with ISOC. The meetings budget is 530 managed by the IAD. 532 4.7. IAOC Meeting Committee 534 The fundamental purpose of the Meetings Committee is to participate 535 in the Venue selection process, and to formulate recommendations to 536 the IAOC regarding meeting sites. It also tracks the meetings 537 sponsorship program, recommends extraordinary meeting-related 538 expenses, and recommends the IETF meetings calendar to the IAOC. The 539 charter of the committee is at: . 542 Membership in the Meetings Committee is at the discretion of the 543 IAOC; it includes an IAOC appointed chair, the IETF Administrative 544 Director (IAD), IAOC members, representatives from the Secretariat, 545 and interested members of the community. 547 5. Venue Selection Steps 549 The following is a guideline sequence for identifying and contracting 550 a Venue. 552 5.1. Identification 554 Four years out, a process identifies cities that might be candidates 555 for meetings: 557 a. The IAOC selects regions and dates for meetings. 559 b. A list of target cities per region is provided to the 560 Secretariat, with host preferences, if known. 562 c. Potential venues in preferred cities are identified and receive 563 preliminary investigation, including reviews of Official Advisory 564 Sources, consultation with specialty travel services, frequent 565 travelers and local contacts to identify possible barriers to 566 holding a successful meeting in the target cities. 568 d. Investigated cities and findings are provided by the Secretariat 569 to the Meetings Committee for further review. Meetings Committee 570 makes a recommendation to the IAOC of investigated/target cities 571 to consider further as well as issues identified and the results 572 of research conducted. 574 5.2. Consultation 576 Preliminary question: 578 a. The IAOC asks the community whether there are any barriers to 579 holding a successful meeting in any of the target cities in the 580 set. 582 b. Community responses are reviewed and concerns investigated by the 583 Meetings Committee. The results together with recommendations 584 for whether each city should be considered as a potential meeting 585 location is provided to the IAOC. 587 c. The IAOC identifies which cities are to be considered as a 588 potential meeting location. 590 d. On a public web page, the IAOC lists all candidate cities, when 591 community input was solicited, and if a city is to be considered 592 as a potential meeting location. 594 e. The Meetings Committee pursues potential meeting locations based 595 on the posted list of cities that have been identified as a 596 potential meeting locations. 598 5.3. Qualification 600 Visit: 602 a. Secretariat assesses "vetted" target cities to determine 603 availability and conformance to criteria. 605 b. Meetings Committee approves potential cities for site 606 qualification visit. 608 c. Site qualification visits are arranged by Secretariat and 609 preliminary negotiations are undertaken with selected potential 610 sites. 612 d. Site qualification visit is conducted using the checklist from 613 ; 614 the site visit team prepares a site report and discusses it with 615 the Meetings Committee. 617 5.4. Negotiation 619 2.75 - 3 years out, initiate contract negotiations: 621 a. The Meetings Committee reviews the Venue options based on Venue 622 selection criteria and recommends a Venue to the IAOC. Only 623 options that meet all Mandatory labeled criteria might be 624 recommended. 626 b. IAOC selects a Venue for contracting as well as a back-up 627 contracting Venue, if available. 629 c. Secretariat negotiates with selected Venue. IAD reviews contract 630 and requests IAOC and ISOC approval of contract and authority for 631 Secretariat to execute contract on ISOC's behalf. 633 d. Contracts are executed. 635 5.5. Final Check 637 ~3 Months prior to the Meeting, the site is checked for continued 638 availability and conformance to expectations. 640 a. Secretariat reviews current status of the contracted meeting 641 location to confirm there is no change in the location status and 642 to identify possible new barriers to holding a successful meeting 643 in the contracted city and provides findings to the IAOC. 645 b. IAOC considers the information provided and evaluates the risk - 646 if significant risk is identified, the Contingency Planning Flow 647 Chart () is followed, if current risk is not significant, 649 the situation is monitored through the meeting to ensure there is 650 no significant change. 652 6. IANA Considerations 654 This memo asks the IANA for no new parameters. 656 7. Security Considerations 658 This note proposes no protocols, and therefore no new protocol 659 insecurities. 661 8. Privacy Considerations 663 This note reveals no personally identifying information apart from 664 its authorship. 666 9. Acknowledgements 668 This document was originally assembled and edited by Fred Baker. 669 Additional commentary came from Jari Arkko, Scott Bradner, Alissa 670 Cooper, Eliot Lear, and other participants in the MtgVenue working 671 group. 673 10. References 675 10.1. Normative References 677 [MeetingNet] 678 O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli, 679 "IETF Meeting Network Requirements", WEB 680 https://iaoc.ietf.org/ietf-network-requirements.html. 682 [RFC2026] Bradner, S., "The Internet Standards Process -- Revision 683 3", BCP 9, RFC 2026, DOI 10.17487/RFC2026, October 1996, 684 . 686 [RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the 687 IETF Administrative Support Activity (IASA)", BCP 101, 688 RFC 4071, DOI 10.17487/RFC4071, April 2005, 689 . 691 [RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for 692 IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371, 693 January 2006, . 695 [RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF 696 Administrative Oversight Committee (IAOC) Members", 697 BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015, 698 . 700 10.2. Informative References 702 [I-D.barnes-healthy-food] 703 Barnes, M., "Healthy Food and Special Dietary Requirements 704 for IETF meetings", draft-barnes-healthy-food-07 (work in 705 progress), July 2013. 707 [RFC3935] Alvestrand, H., "A Mission Statement for the IETF", 708 BCP 95, RFC 3935, October 2004. 710 Appendix A. Change Log 712 2016-01-12: Initial version 714 2016-01-21: Update to reflect https://iaoc.ietf.org/documents/ 715 VenueSelectionCriteriaJan2016.pdf and 716 https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf, 717 accessed from https://iaoc.ietf.org/private/privatemeetings.html. 719 2016-02-23: Reorganize and capture IAOC Meetings Committee 720 discussions. 722 2016-03-03: Final from Design Team. 724 2016-03-17: First update incorporating mtgvenue@ietf.org comments 726 2016-05-20 Updated in accordance with editing by Laura Nugent, Dave 727 Crocker, Lou Berger, Fred Baker, and others. 729 posting as working group draft August 2, 2016 731 Reorganized per Alissa Cooper outline Work in progress. In 732 addition, contributors were re-organized to be authors. 734 2016-10-28 Editor changeover. Further alignment with guidance by 735 Alissa Cooper, Andrew Sullivan and the mtgvenue working group. 736 Many various changes. 738 2016-11-16 Extensive editorial, format and polishing pass. A few 739 substance changes, including food section. 741 2016-11-30 Additions based on working group meeting and off-list 742 discussions; more editorial and format hacking. 744 2016-12-24 Various clarifying bits to provide some glue between the 745 high-level 'objectives' and the detailed criteria and roles, per 746 suggestions fronm Lear. Editorial changes, per 12/27 response to 747 Cooper. Refined uses of 'facility' and 'venue', per 12/4 response 748 to Carpenter; also added Carpenter 'lounge' text. Moved community 749 consultation to a separate criterion; removed 'acceptable to the 750 IETF Community from the 2 entries that had it. Removed Post- 751 Seroul Revisions and Text Carried Forward. 753 Authors' Addresses 755 Ray Pelletier 756 Internet Society 758 Email: rpelletier@isoc.org 760 Laura Nugent 761 Association Management Solutions 763 Email: lnugent@amsl.com 765 Dave Crocker (editor) 766 Brandenburg InternetWorking 768 Email: dcrocker@bbiw.net 770 Lou Berger 771 LabN Consulting, L.L.C. 773 Email: lberger@labn.net 775 Ole Jacobsen 776 The Internet Protocol Journal 778 Email: olejacobsen@me.com 780 Jim Martin 781 INOC 783 Email: jim@inoc.com 785 Fred Baker (editor) 787 Email: FredBaker.IETF@gmail.com