idnits 2.17.1 draft-ietf-mtgvenue-iaoc-venue-selection-process-07.txt: Checking boilerplate required by RFC 5378 and the IETF Trust (see https://trustee.ietf.org/license-info): ---------------------------------------------------------------------------- No issues found here. Checking nits according to https://www.ietf.org/id-info/1id-guidelines.txt: ---------------------------------------------------------------------------- No issues found here. Checking nits according to https://www.ietf.org/id-info/checklist : ---------------------------------------------------------------------------- No issues found here. Miscellaneous warnings: ---------------------------------------------------------------------------- == The copyright year in the IETF Trust and authors Copyright Line does not match the current year -- The document date (May 14, 2017) is 2540 days in the past. Is this intentional? 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 694, 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: November 15, 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. 16 E. Lear, Ed. 17 Cisco Systems GmbH 18 May 14, 2017 20 IETF Plenary Meeting Venue Selection Process 21 draft-ietf-mtgvenue-iaoc-venue-selection-process-07 23 Abstract 25 The IAOC has responsibility for arranging IETF plenary meeting Venue 26 selection and operation. This document details the IETF's Meeting 27 Venue Selection Process from the perspective of its goals, criteria 28 and thought processes. It points to additional process documents on 29 the IAOC Web Site that go into further detail and are subject to 30 change with experience. 32 Status of This Memo 34 This Internet-Draft is submitted in full conformance with the 35 provisions of BCP 78 and BCP 79. 37 Internet-Drafts are working documents of the Internet Engineering 38 Task Force (IETF). Note that other groups may also distribute 39 working documents as Internet-Drafts. The list of current Internet- 40 Drafts is at http://datatracker.ietf.org/drafts/current/. 42 Internet-Drafts are draft documents valid for a maximum of six months 43 and may be updated, replaced, or obsoleted by other documents at any 44 time. It is inappropriate to use Internet-Drafts as reference 45 material or to cite them other than as "work in progress." 47 This Internet-Draft will expire on November 15, 2017. 49 Copyright Notice 51 Copyright (c) 2017 IETF Trust and the persons identified as the 52 document authors. All rights reserved. 54 This document is subject to BCP 78 and the IETF Trust's Legal 55 Provisions Relating to IETF Documents 56 (http://trustee.ietf.org/license-info) in effect on the date of 57 publication of this document. Please review these documents 58 carefully, as they describe your rights and restrictions with respect 59 to this document. Code Components extracted from this document must 60 include Simplified BSD License text as described in Section 4.e of 61 the Trust Legal Provisions and are provided without warranty as 62 described in the Simplified BSD License. 64 Table of Contents 66 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 3 67 2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 4 68 2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 4 69 2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5 70 3. Meeting Criteria . . . . . . . . . . . . . . . . . . . . . . 6 71 3.1. Mandatory Criteria . . . . . . . . . . . . . . . . . . . 6 72 3.2. Important Criteria . . . . . . . . . . . . . . . . . . . 6 73 3.3. Other Consideraitons . . . . . . . . . . . . . . . . . . 9 74 4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 10 75 4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 10 76 4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 10 77 4.3. The Internet Society . . . . . . . . . . . . . . . . . . 11 78 4.4. IETF Administrative Oversight Committee . . . . . . . . . 11 79 4.5. IETF Administrative Support Activity . . . . . . . . . . 11 80 4.6. IETF Administrative Director . . . . . . . . . . . . . . 11 81 4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 12 82 5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 12 83 5.1. Identification . . . . . . . . . . . . . . . . . . . . . 12 84 5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 12 85 5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 13 86 5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 14 87 5.5. Late Changes . . . . . . . . . . . . . . . . . . . . . . 14 88 6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 14 89 7. Security Considerations . . . . . . . . . . . . . . . . . . . 14 90 8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 14 91 9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 15 92 10. References . . . . . . . . . . . . . . . . . . . . . . . . . 15 93 10.1. Normative References . . . . . . . . . . . . . . . . . . 15 94 10.2. Informative References . . . . . . . . . . . . . . . . . 15 95 Appendix A. Site Qualification Visit Checklist . . . . . . . . . 16 96 Appendix B. Contingency Planning Flow Chart . . . . . . . . . . 22 97 Appendix C. Change Log . . . . . . . . . . . . . . . . . . . . . 23 98 Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 25 100 1. Introduction 102 [[ED: The issue tracker for this document can be found at 103 https://github.com/elear/mtgvenue/issues/.]] 105 The IAOC has responsibility for arranging IETF plenary meeting venue 106 selection and operation. The purpose of this document is to guide 107 the IAOC in their selection of regions, cities, and facilities, and 108 hotels. The IAOC applies this guidance at different points in the 109 process in an attempt to faithfully meet the requirements of the IETF 110 community. We specify a set of general criteria for venue selection 111 and several requirements for transparency and community consultation. 113 It remains the responsibility of the IAOC to apply their best 114 judgment. The IAOC accepts input and feedback both during the 115 consultation process and later (for instance when there are changes 116 in the situation at a chosen location). Any appeals remain subject 117 to the provisions of BCP101 [RFC4071]. As always, the community is 118 encouraged to provide direct feedback to the NOMCOM, IESG, and IAB 119 regarding the discharge of the IAOC's performance. 121 Three terms describe the places for which the IETF contracts 122 services: 124 Venue: 125 This is an umbrella term for the city, meeting resources and guest 126 room resources. 128 Facility: 129 The building that houses meeting rooms and associated resources. 130 It may also house an IETF Hotel. 132 IETF Hotels: 133 One or more hotels, in close proximity to the Facility, where the 134 IETF guest room allocations are negotiated and IETF SSIDs are in 135 use. 137 The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", 138 "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this 139 document are to be interpreted as described in [RFC2119]. 141 2. Venue Selection Objectives 143 2.1. Core Values 145 Some IETF values pervade the selection process. These often are 146 applicable to multiple requirements listed in this document. They 147 are not limited to the following, but at minimum include: 149 Why do we meet? 150 We meet to pursue the IETF's mission [RFC3935], partly by 151 advancing the development of Internet-Drafts and RFCs. We also 152 seek to facilitate attendee participation in multiple topics and 153 to enable cross-pollination of ideas and technologies. 155 Inclusiveness: 156 We would like to facilitate the onsite or remote participation of 157 anyone who wants to be involved. 159 Every country has limits on who it will permit within its borders. 160 However the IETF seeks to: 162 1. Minimize situations in which onerous entry regulations prevent 163 participants from attending meetings, or failing that to 164 distribute meeting locations such that onerous entry 165 regulations are not always experienced by the same attendees 167 2. Avoid meeting in countries with laws that effectively exclude 168 people on the basis of race, religion, gender, sexual 169 orientation, national origin, or gender identity 171 Where do we meet? 172 We meet in different locations globally, in order to spread the 173 difficulty and cost of travel among active participants, balancing 174 travel time and expense across the regions in which IETF 175 participants are based. 177 Internet Access: 178 As an organization, we write specifications for the Internet, and 179 we use it heavily. Meeting attendees need unfiltered access to 180 the general Internet and our corporate networks. "Unfiltered 181 access" in this case means that all forms of communication are 182 allowed. This includes, but is not limited to, access to 183 corporate networks via encrypted VPNs from the meeting Facility 184 and Hotels, including overflow hotels. We also need open network 185 access available at high enough data rates, at the meeting 186 Facility, to support our work, including the support of remote 187 participation. Beyond this, we are the first users of our own 188 technology. Any filtering may cause a problem with that 189 technology development. In some cases, local laws may require 190 some filtering. We seek to avoid such locales without reducing 191 the pool of cities to an unacceptable level by stating a number of 192 criteria below, one mandatory and others important, to allow for 193 the case where local laws may require filtering in some 194 circumstances.[MeetingNet] 196 Focus: 197 We meet to have focused technical discussions. These are not 198 limited to scheduled breakout sessions, although of course those 199 are important. They also happen over meals or drinks -- including 200 a specific type of non-session that we call a "Bar BOF" -- or in 201 side meetings. Environments that are noisy or distracting prevent 202 that or reduce its effectiveness, and are therefore less desirable 203 as a meeting Facility. 205 Economics: 206 Meeting attendees participate as individuals. While many are 207 underwritten by employers or sponsors, many are self-funded. In 208 order to reduce participation costs and travel effort, we 209 therefore seek locations that provide convenient budget 210 alternatives for food and lodging, and which minimize travel 211 segments from major airports to the Venue. Within reason, budget 212 should not be a barrier to accommodation. 214 Least Astonishment and Openness: 215 Regular participants should not be surprised by meeting Venue 216 selections, particularly when it comes to locales. To avoid 217 surprise, the venue selection process, as with all other IETF 218 processes, should be as open as practicable. It should be 219 possible for the community to engage early to express its views on 220 prospective selections, so that the community, IAOC, and IAD can 221 exchange views as to appropriateness long before a venue contract 222 is considered. 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 While the IETF strives to be as inclusive as possible both online 235 and in person, maximal meeting attendance in and of itself is not 236 a goal. It would defeat a key goal of meeting if active 237 contributors with differing points of view did not have the 238 opportunity to resolve their disagreements, no matter how full the 239 rooms. 241 Tourism: 242 Variety in site-seeing experiences. 244 3. Meeting Criteria 246 This section contains the criteria for IETF meetings. It is broken 247 down into three subsections: mandatory criteria, important criteria, 248 and other considerations, each as explained below. 250 3.1. Mandatory Criteria 252 If criteria in this subsection cannot be met, a particular location 253 is unacceptable for selection, and the IAOC MUST NOT enter into a 254 contract. Should the IAOC learn that a location no longer can meet a 255 mandatory requirement after having entered into a contract, it will 256 inform the community and address the matter on a case by case basis. 258 o The Facility MUST be assessed to be able to provide sufficient 259 space in an appropriate layout to accommodate the expected number 260 of people to attend that meeting. 262 o The Facility and IETF Hotels MUST provide wheelchair access to 263 accommodate the number of people who are anticipated to require 264 it. 266 o The venue MUST provide unfiltered access to the Internet, to the 267 extent permitted by governing laws and regulations. 269 3.2. Important Criteria 271 The criteria in this subsection are not mandatory, but are still 272 highly significant. It may be necessary to trade one or more of 273 these criteria off against others. A Venue that meets more of these 274 criteria is on the whole more preferable than another that meets less 275 of these criteria. Requirements classed as Important can also be 276 balanced across Venue selections for multiple meetings. When a 277 particular requirement in this section cannot be met, the IAOC MUST 278 notify the community at the time the venue is booked. Furthermore, 279 the IAOC is requested to assist those who, as a result, may be 280 inconvenienced in some way. 282 3.2.1. Venue City Critera 284 o Travel to the Venue is acceptable based on cost, time, and burden 285 for participants traveling from multiple regions. It is 286 anticipated that the burden borne will be generally shared over 287 the course of multiple years. 289 o The Venue is assessed as favorable for obtaining a host and 290 sponsors. That is, the Meeting is in a location and at a price 291 that it is possible and probable to find a host and sponsors. 293 o Travel barriers to entry, including visa requirements, are 294 unlikely to impede attendance by an overwhelming majority of 295 participants. 297 o Economic, safety, and health risks associated with this Venue are 298 acceptable. 300 3.2.2. Basic Venue Criteria 302 The following requirements relate to the Venue and Facilities. 304 The IETF operates internationally and adjusts to local requirements. 305 Facilities selected for IETF Meetings conform with local health, 306 safety and accessibility laws and regulations. A useful discussion 307 of related considerations in evaluating this criterion is at: 308 311 *** Editor's Note *** 312 In the spirit of the 'international' focus, we need a 313 comprehensive document that is similar to the one cited, but 314 without a national focus. The current reference is US- 315 specific. /d 317 In addition: 319 o There are sufficient places (e.g., a mix of hallways, bars, 320 meeting rooms, and restaurants) for people to hold ad hoc 321 conversations and group discussions in the combination of spaces 322 offered by the facilities, hotels and bars/restaurants in the 323 surrounding area, within walking distance (5-10'). 325 o The cost of guest rooms, meeting space, meeting food and beverage 326 is affordable, within the norms of business travel. 328 o The Facility is accessible by people with disabilities. While we 329 mandate wheelchair accessibility, other forms are important, and 330 should be provided to the extent possible, based on anticipated 331 needs of the community. 333 3.2.3. Technical Meeting Needs 335 The following criteria relate to technical meeting needs. 337 o The Facility's support technologies and services -- network, 338 audio-video, etc. -- are sufficient for the anticipated activities 339 at the meeting, or the Facility is willing to add such 340 infrastructure or these support technologies and services might be 341 provided by a third party, all at no -- or at an acceptable -- 342 cost to the IETF. 344 o The Facility directly provides, or permits and facilitates, the 345 delivery of a high performance, robust, unfiltered and unmodified 346 IETF Network. 348 o The IETF Hotel(s) directly provide, or else permit and facilitate, 349 the delivery of a high performance, robust, unfiltered and 350 unmodified Internet service for the public areas and guest rooms; 351 this service is typically included in the cost of the room. 353 3.2.4. Hotel Needs 355 The following criteria relate to IETF Hotels. 357 o The IETF Hotel(s) are within close proximity to each other and the 358 Facility. 360 o The guest rooms at the IETF Hotel(s) are sufficient in number to 361 house 1/3 or more of projected meeting attendees. 363 o Overflow Hotels can be placed under contract, within convenient 364 travel time of the Facility and at a variety of guest room rates. 366 o The Venue environs include budget hotels within convenient travel 367 time, cost, and effort. 369 o The IETF Hotel(s) are accessible by people with disabilities. 370 While we mandate wheelchair accessibility, other forms are 371 important, and should be provided to the extent possible, based on 372 anticipated needs of the community. 374 o At least one IETF Hotel has a space for use as a lounge, conducive 375 to planned and ad hoc meetings and chatting, as well as working 376 online. There are tables with seating, convenient for small 377 meetings with laptops. These can be at an open bar or casual 378 restaurant. Preferably the lounge area is on the path between the 379 meeting rooms and the hotel entrance, and is available all day and 380 night. 382 3.2.5. Food and Beverage 384 It is said that an army travels on its stomach. So too does the 385 IETF. The following criteria relate to food and beverage. 387 o The Venue environs, which includes both onsite, as well as areas 388 within a reasonable walking distance or conveniently accessible by 389 a short taxi ride or by local public transportation, have 390 convenient and inexpensive choices for meals that can accommodate 391 a wide range of dietary requirements. 393 o The Venue environs include grocery shopping that will accommodate 394 a wide range of dietary requirements, within a reasonable walking 395 distance, or conveniently accessible by a short taxi, bus, or 396 subway ride, from the Facility and IETF Hotels. 398 o A range of attendee's health-related and religion-related dietary 399 requirements can be satisfied with robust and flexible onsite 400 service or through access to an adequate grocery. 402 3.3. Other Consideraitons 404 The following considerations are desirable, but not as important as 405 the preceding requirements, and thus should not be traded off for 406 them. 408 We have something of a preference for an IETF meeting to be under 409 "One Roof". That is, qualified meeting space and guest rooms are 410 available in the same facility. 412 It is desirable for overflow hotels provide reasonable, reliable, 413 unfiltered Internet service for the public areas and guest rooms; 414 this service is included in the cost of the room. 416 It is desirable to enter into a multi-event contract with the 417 Facility and IETF Hotels to optimize meeting and attendee benefits, 418 i.e., reduce administrative costs and reduce direct attendee costs, 419 will be considered a positive factor. Such a contract can be 420 considered after at least one IETF meeting has been held at the 421 Facility. 423 Particularly when we are considering a city for the first time, it is 424 desirable to have someone who is familiar with both the locale and 425 the IETF participate in the site selection process. Such a person 426 can provide guidance regarding safety, location of local services, 427 and understanding best ways to get to and from the Venue, and local 428 customs, as well as identify how our requirements are met. 430 4. Venue Selection Roles 432 The formal structure of IETF administrative support functions is 433 documented in BCP 101 [RFC4071], [RFC4371], [RFC7691]. The reader is 434 expected to be familiar with the entities and roles defined by that 435 document, in particular for the IASA, ISOC, IAOC and IAD. This 436 section covers the meeting selection related roles of these and other 437 parties that participate in the process. Note that roles beyond 438 meeting selection, e.g., actually running and reporting on meetings, 439 are outside the scope of this document. 441 4.1. IETF Participants 443 While perhaps obvious, it is important to note that IETF meetings 444 serve all those who contribute to the work of the IETF. This 445 includes those who attend meetings in person, from newcomer to 446 frequent attendee, to those who participate remotely, as well as 447 those who do not attend but contribute to new RFCs. Potential new 448 contributors are also considered in the process. 450 Participants have a responsibility to express their views about 451 venues early and often, by responding to surveys or other 452 solicitations from the IAD or IAOC, and by initiating fresh input as 453 the Participant becomes aware of changes in venues that have been 454 reviews. This permits those responsible for venue selection to be 455 made aware of concerns relating to particular locations well in 456 advance of having entered into contract discussions. 458 4.2. IESG and IETF Chair 460 The Internet Engineering Steering Group (IESG) comprises the IETF 461 Area Directors and the IETF Chair. Along with the IAB, the IESG is 462 responsible for the management of the IETF, and is the standards 463 approval board for the IETF, as described in BCP9 [RFC2026]. This 464 means that the IESG sets high level policies related to, among other 465 things, meeting venues. The IETF Chair, among other things, relays 466 these IESG-determined policies to the IAOC. The IETF Chair is also a 467 member of the IAOC. 469 4.3. The Internet Society 471 With respect to IETF meetings, the Internet Society (ISOC): 473 o Executes all Venue contracts on behalf of the IETF at the request 474 of the IAOC 476 o Solicits meeting sponsorships 478 o Collects all meeting-related revenues, including registration 479 fees, sponsorships, hotel commissions, and other miscellaneous 480 revenues 482 ISOC also provides accounting services, such as invoicing and monthly 483 financial statements. 485 4.4. IETF Administrative Oversight Committee 487 The IETF Administrative Oversight Committee (IAOC) has the 488 responsibility to oversee and select IETF meeting venues. It 489 instructs the IAD to work with the Internet Society to write the 490 relevant contracts. It approves the IETF meetings calendar. In 491 cooperation with the IAD, the IAOC takes necessary actions to ensure 492 that it is aware of participant concerns about particular venues as 493 early in the process as is feasible. 495 4.5. IETF Administrative Support Activity 497 The IETF Administrative Support Activity (IASA) supports the meeting 498 selection process. This includes identifying, qualifying and 499 reporting on potential meeting sites, as well as supporting meeting 500 Venue contract negotiation. The IETF Secretariat is part of the IASA 501 under the management of the IAD. The IAD takes appropriate actions 502 to solicit community input regarding both retrospective and 503 prospective feedback from participants. 505 4.6. IETF Administrative Director 507 The IETF Administrative Director (IAD) coordinates and supports the 508 activities of the IETF Secretariat, the IAOC Meetings Committee and 509 the IAOC to ensure the timely execution of the meeting process. This 510 includes participating in the IAOC Meeting Subcommittee and ensuring 511 its efforts are documented, leading Venue contract negotiation, and 512 coordinating contract execution with ISOC. The meetings budget is 513 managed by the IAD. 515 4.7. IAOC Meeting Committee 517 The fundamental purpose of the Meetings Committee is to participate 518 in the Venue selection process, and to formulate recommendations to 519 the IAOC regarding meeting sites. It also tracks the meetings 520 sponsorship program, recommends extraordinary meeting-related 521 expenses, and recommends the IETF meetings calendar to the IAOC. The 522 charter of the committee is at: . 525 Membership in the Meetings Committee is at the discretion of the 526 IAOC; it includes an IAOC appointed chair, the IETF Administrative 527 Director (IAD), IAOC members, representatives from the Secretariat, 528 and interested members of the community. 530 5. Venue Selection Steps 532 The following sequence is used by the IAOC to select venues. Unless 533 otherwise stated below, the IAOC may evolve these steps over time 534 without updating this document. 536 5.1. Identification 538 Four years out, a process identifies cities that might be candidates 539 for meetings. For example: 541 a. The IAOC selects regions, cities, and dates for meetings. 543 b. A list of target cities per region is provided to the 544 Secretariat, with host preferences, if known. 546 c. Potential venues in preferred cities are identified and receive 547 preliminary investigation, including reviews of Official Advisory 548 Sources, consultation with specialty travel services, frequent 549 travelers and local contacts to identify possible barriers to 550 holding a successful meeting in the target cities. 552 d. Investigated cities and findings are provided by the Secretariat 553 to the Meetings Committee for further review. Meetings Committee 554 makes a recommendation to the IAOC of investigated/target cities 555 to consider further as well as issues identified and the results 556 of research conducted. 558 5.2. Consultation 560 The IAOC MUST consult the community about potential new venues prior 561 to them being booked. The timing and means by which it does so may 562 vary over time, but MUST include references to any notable travel 563 risks. The consultation may overlap with the previous step 564 (identification). 566 For example: 568 a. The IAOC asks the community whether there are any barriers to 569 holding a successful meeting in any of the target cities in the 570 set. 572 b. Community responses are reviewed and concerns investigated by the 573 Meetings Committee. The results together with recommendations 574 for whether each city should be considered as potential meeting 575 location is provided to the IAOC. 577 c. The IAOC identifies which cities are to be considered as a 578 potential meeting location. 580 d. On a public web page, the IAOC lists all candidate cities, when 581 community input was solicited, and if a city is to be considered 582 as a potential meeting location. 584 e. The Meetings Committee pursues potential meeting locations based 585 on the posted list of cities that have been identified as a 586 potential meeting locations. 588 5.3. Qualification 590 Visit: 592 a. Secretariat assesses "vetted" target cities to determine 593 availability and conformance to criteria. 595 b. Meetings Committee approves potential cities for site 596 qualification visit. 598 c. Site qualification visits are arranged by Secretariat and 599 preliminary negotiations are undertaken with selected potential 600 sites. 602 d. Site qualification visit is conducted using the checklist along 603 the lines of what is included in Appendix A; the site visit team 604 prepares a site report and discusses it with the Meetings 605 Committee. 607 5.4. Negotiation 609 2.75 - 3 years out, initiate contract negotiations: 611 a. The Meetings Committee reviews the Venue options based on Venue 612 selection criteria and recommends a Venue to the IAOC. Only 613 options that meet all Mandatory labeled criteria might be 614 recommended. 616 b. IAOC selects a Venue for contracting as well as a back-up 617 contracting Venue, if available. 619 c. Secretariat negotiates with selected Venue. IAD reviews contract 620 and requests IAOC and ISOC approval of contract and authority for 621 Secretariat to execute contract on ISOC's behalf. 623 d. Contracts are executed. 625 e. The venue is announced. At this time, the announcement MUST 626 include any notable travel risks or references thereto. 628 5.5. Late Changes 630 If at any time after a contract is signed the IAOC learns where a 631 Venue's circumstances have significantly changed, such that the 632 Important or Mandatory criteria can no longer be met, the IAOC MUST 633 reconsider the selection. A description of how reconsideration 634 currently takes place is found in Appendix B. The IAOC will gauge 635 the cost of making a change against the ability of the IETF to 636 conclude a successful meeting, and make a final determination based 637 on their best judgment. When there is enough time to do so, the IAOC 638 is expected to consult the community about changes. 640 6. IANA Considerations 642 This memo asks the IANA for no new parameters. 644 7. Security Considerations 646 This note proposes no protocols, and therefore no new protocol 647 insecurities. 649 8. Privacy Considerations 651 This note reveals no personally identifying information apart from 652 its authorship. 654 9. Acknowledgements 656 This document was originally assembled and edited by Fred Baker. 657 Additional commentary came from Jari Arkko, Scott Bradner, Alissa 658 Cooper, and other participants in the MtgVenue working group. 660 10. References 662 10.1. Normative References 664 [MeetingNet] 665 O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli, 666 "IETF Meeting Network Requirements", WEB 667 https://iaoc.ietf.org/ietf-network-requirements.html. 669 [RFC2026] Bradner, S., "The Internet Standards Process -- Revision 670 3", BCP 9, RFC 2026, DOI 10.17487/RFC2026, October 1996, 671 . 673 [RFC2119] Bradner, S., "Key words for use in RFCs to Indicate 674 Requirement Levels", BCP 14, RFC 2119, 675 DOI 10.17487/RFC2119, March 1997, 676 . 678 [RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the 679 IETF Administrative Support Activity (IASA)", BCP 101, 680 RFC 4071, DOI 10.17487/RFC4071, April 2005, 681 . 683 [RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for 684 IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371, 685 January 2006, . 687 [RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF 688 Administrative Oversight Committee (IAOC) Members", 689 BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015, 690 . 692 10.2. Informative References 694 [I-D.barnes-healthy-food] 695 Barnes, M., "Healthy Food and Special Dietary Requirements 696 for IETF meetings", draft-barnes-healthy-food-07 (work in 697 progress), July 2013. 699 [RFC3935] Alvestrand, H., "A Mission Statement for the IETF", 700 BCP 95, RFC 3935, October 2004. 702 Appendix A. Site Qualification Visit Checklist 704 This section is based on the PreQualification RFP, dated January 23, 705 2016, which is available at . The contents of the link may be 707 changed as needed. 709 Prequalification Specification 711 +----------------+-------------------+----------+-------------------+ 712 | Meeting Dates: | _________________ | Contact: | _________________ | 713 +----------------+-------------------+----------+-------------------+ 714 | City: | _______________ | Phone: | _______________ | 715 +----------------+-------------------+----------+-------------------+ 716 | Venue | _______________ | Email: | _______________ | 717 | Considered: | | | | 718 +----------------+-------------------+----------+-------------------+ 720 Meeting Space Requirements: 722 +------------+--------+-------+---------+---------+---------+-------+ 723 | Purpose | Space | sf/sm | Room As | Daily | Days + | Total | 724 | | Requir | | signed | Rate + | (set- | Price | 725 | | ed / | | | (set-up | up) | | 726 | | Set | | | rate) | | | 727 +------------+--------+-------+---------+---------+---------+-------+ 728 | Registrati | 1200 / | 13,50 | Reg | | 6 + (1) | | 729 | on / | custom | 0 / | areas | | | | 730 | Breaks** | | 1254 | or | | | | 731 | | | | foyers | | | | 732 +------------+--------+-------+---------+---------+---------+-------+ 733 | NOC | 25 / | 1200 | | | 8 + (5) | | 734 | | conf | / 111 | | | | | 735 +------------+--------+-------+---------+---------+---------+-------+ 736 | Terminal | 75 / | 1350 | | | 7 + (1) | | 737 | Room | class | / 125 | | | | | 738 +------------+--------+-------+---------+---------+---------+-------+ 739 | Storage | | 350 / | | | 6 + (4) | | 740 | (if Reg < | | 33 | | | | | 741 | 1000sf) | | | | | | | 742 +------------+--------+-------+---------+---------+---------+-------+ 743 | Plenary * | 900 / | 8500 | | | 2 | | 744 | | theatr | / 790 | | | | | 745 | | e | | | | | | 746 +------------+--------+-------+---------+---------+---------+-------+ 747 | Breakout 1 | 80 / t | 800 / | | | 6 | | 748 | | heatre | 74 | | | | | 749 +------------+--------+-------+---------+---------+---------+-------+ 750 | Breakout 2 | 100 / | 1000 | | | 6 | | 751 | | theatr | / 93 | | | | | 752 | | e | | | | | | 753 +------------+--------+-------+---------+---------+---------+-------+ 754 | Breakout 3 | 100 / | 1000 | | | 6 | | 755 | | theatr | / 93 | | | | | 756 | | e | | | | | | 757 +------------+--------+-------+---------+---------+---------+-------+ 758 | Breakout 4 | 150 / | 1400 | | | 6 | | 759 | | theatr | / 130 | | | | | 760 | | e | | | | | | 761 +------------+--------+-------+---------+---------+---------+-------+ 762 | Breakout 5 | 150 / | 1400 | | | 7 | | 763 | | theatr | / 130 | | | | | 764 | | e | | | | | | 765 +------------+--------+-------+---------+---------+---------+-------+ 766 | Breakout 6 | 200 / | 1900 | | | 7 | | 767 | | theatr | / 177 | | | | | 768 | | e | | | | | | 769 +------------+--------+-------+---------+---------+---------+-------+ 770 | Breakout 7 | 250 / | 2400 | | | 6 | | 771 | | theatr | / 223 | | | | | 772 | | e | | | | | | 773 +------------+--------+-------+---------+---------+---------+-------+ 774 | Breakout 8 | 300 / | 2800 | | | 6 | | 775 | | theatr | / 260 | | | | | 776 | | e | | | | | | 777 +------------+--------+-------+---------+---------+---------+-------+ 778 | Office 1 R | 10 / | 1000 | | | 6 + (4) | | 779 | egistratio | conf | / 93 | | | | | 780 | n | | | | | | | 781 +------------+--------+-------+---------+---------+---------+-------+ 782 | Mtg Rm 1 | 8 / | 350 / | | | 6 | | 783 | (IAB) | conf | 33 | | | | | 784 +------------+--------+-------+---------+---------+---------+-------+ 785 | Mtg Rm 2 | 20 / | 900 / | | | 6 | | 786 | (ISOC1) | conf | 84 | | | | | 787 +------------+--------+-------+---------+---------+---------+-------+ 788 | Mtg Rm 3 | 20 / | 900 / | | | 6 | | 789 | (ISOC2) | conf | 84 | | | | | 790 +------------+--------+-------+---------+---------+---------+-------+ 791 | Mtg Rm 4 | 15 / | 650 / | | | 6 | | 792 | (IAOC / | conf | 60 | | | | | 793 | IAD) | | | | | | | 794 +------------+--------+-------+---------+---------+---------+-------+ 795 | Mtg Rm 5 | 15 / | 650 / | | | 6 | | 796 | (NC) | conf | 60 | | | | | 797 +------------+--------+-------+---------+---------+---------+-------+ 798 | Mtg Rm 6 | Nov 5 | 150 / | | | 6 | | 799 | (NC IV) | / conf | 14 | | | | | 800 +------------+--------+-------+---------+---------+---------+-------+ 801 | Mtg Rm 7 | 40 / u | 1550 | | | 7 | | 802 | (40U) | -shape | / 144 | | | | | 803 +------------+--------+-------+---------+---------+---------+-------+ 804 | Mtg Rm 8 | 20 / u | 950 / | | | 6 | | 805 | (20U) | -shape | 88 | | | | | 806 +------------+--------+-------+---------+---------+---------+-------+ 807 | Mtg Rm 9 | 16 / | 800 / | | | 6 | | 808 | (IESG) | conf | 74 | | | | | 809 +------------+--------+-------+---------+---------+---------+-------+ 810 | I: Postel | 40 / | 400 / | | | 1 | | 811 | Rec | rec | 37 | | | | | 812 | (WedPM) | | | | | | | 813 +------------+--------+-------+---------+---------+---------+-------+ 814 | I: AC (Fri | 70 / | 1700 | | | 1 | | 815 | PM) | custom | / 158 | | | | | 816 +------------+--------+-------+---------+---------+---------+-------+ 817 | I: BoT | 70 / | 1700 | Same as | | 2 | | 818 | (Sat / | custom | / 158 | AC | | | | 819 | Sun) | | | | | | | 820 +------------+--------+-------+---------+---------+---------+-------+ 821 | I: Bot | 40 / b | 550 / | | | 2 | | 822 | Lunch (Sat | anquet | 51 | | | | | 823 | / Sun) | | | | | | | 824 +------------+--------+-------+---------+---------+---------+-------+ 825 | I: Brfg | 150 / | 1400 | Same as | | 1 | | 826 | Panel (Tue | theatr | / 130 | BO4 | | | | 827 | lunch) | e | | | | | | 828 +------------+--------+-------+---------+---------+---------+-------+ 829 | I: Rec / | 50 / | 700 / | | | 1 | | 830 | Dinner | rec / | 65 | | | | | 831 | (Fri) | ban | | | | | | 832 +------------+--------+-------+---------+---------+---------+-------+ 833 | I: Fellows | 70 / | 900 / | | | 1 | | 834 | Dinner | rec / | 84 | | | | | 835 | | ban | | | | | | 836 +------------+--------+-------+---------+---------+---------+-------+ 837 | Lounge | 50 / | 600 / | | | 5 | | 838 | | lounge | 56 | | | | | 839 +------------+--------+-------+---------+---------+---------+-------+ 840 | Companion | 20 / | 200 / | | | 1 | | 841 | Rec | rec | 19 | | | | | 842 +------------+--------+-------+---------+---------+---------+-------+ 843 | Newcomers | 300 / | 2500 | | | 1 | | 844 | Rec | rec | / 232 | | | | | 845 +------------+--------+-------+---------+---------+---------+-------+ 846 | Welcome | 800 / | 6400 | | | 1 | | 847 | Rec | rec | / 595 | | | | | 848 +------------+--------+-------+---------+---------+---------+-------+ 849 | Hackathon | 200 / | 3000 | | | 2 + (1) | | 850 | | class | / 279 | | | | | 851 +------------+--------+-------+---------+---------+---------+-------+ 852 | Bits n | 700 / | 7000 | | | 2 | | 853 | Bytes | rec | / 650 | | | | | 854 +------------+--------+-------+---------+---------+---------+-------+ 856 * Breakouts 6 +7+8 (or some combination thereof) to be used as the 857 Plenary as Plenary and Breakouts do not run simultaneously 859 ** Additional space required, not included in total meeting space 861 Note: Prices quoted are those that will apply on the dates of the 862 event and include all tax, services and fees 864 Accomodation: 866 +-------+------+------+----------+-------+-------+----------+-------+ 867 | Day/D | Tota | Desi | Primary | Rate* | Desir | Overflow | Rate | 868 | ate | l Ro | red | Hotel Av | Prima | ed | Hotel Av | * Ove | 869 | | oms | Room | ailabili | ry | Rooms | ailabili | rflow | 870 | | Requ | s at | ty | Hotel | at Ov | ty | Hotel | 871 | | ired | Prim | | | erflo | | | 872 | | | ary | | | w Hot | | | 873 | | | Hote | | | els | | | 874 | | | l | | | | | | 875 +-------+------+------+----------+-------+-------+----------+-------+ 876 | Total | 5,25 | 4,24 | | | 1,005 | | | 877 | room | 0 | 5 | | | (180 | | | 878 | night | (780 | (600 | | | peak) | | | 879 | s | peak | peak | | | | | | 880 | | ) | ) | | | | | | 881 +-------+------+------+----------+-------+-------+----------+-------+ 882 | Monda | 5 | 5 | | | 0 | | | 883 | y | | | | | | | | 884 +-------+------+------+----------+-------+-------+----------+-------+ 885 | Tuesd | 15 | 15 | | | 0 | | | 886 | ay | | | | | | | | 887 +-------+------+------+----------+-------+-------+----------+-------+ 888 | Wedne | 25 | 25 | | | 0 | | | 889 | sday | | | | | | | | 890 +-------+------+------+----------+-------+-------+----------+-------+ 891 | Thurs | 50 | 50 | | | 0 | | | 892 | day | | | | | | | | 893 +-------+------+------+----------+-------+-------+----------+-------+ 894 | Frida | 185 | 150 | | | 35 | | | 895 | y | | | | | | | | 896 +-------+------+------+----------+-------+-------+----------+-------+ 897 | Satur | 500 | 400 | | | 100 | | | 898 | day | | | | | | | | 899 +-------+------+------+----------+-------+-------+----------+-------+ 900 | Sunda | 770 | 600 | | | 170 | | | 901 | y | | | | | | | | 902 +-------+------+------+----------+-------+-------+----------+-------+ 903 | Monda | 780 | 600 | | | 180 | | | 904 | y | | | | | | | | 905 +-------+------+------+----------+-------+-------+----------+-------+ 906 | Tuesd | 780 | 600 | | | 180 | | | 907 | ay | | | | | | | | 908 +-------+------+------+----------+-------+-------+----------+-------+ 909 | Wedne | 750 | 600 | | | 150 | | | 910 | sday | | | | | | | | 911 +-------+------+------+----------+-------+-------+----------+-------+ 912 | Thurs | 700 | 600 | | | 100 | | | 913 | day | | | | | | | | 914 +-------+------+------+----------+-------+-------+----------+-------+ 915 | Frida | 370 | 300 | | | 70 | | | 916 | y | | | | | | | | 917 +-------+------+------+----------+-------+-------+----------+-------+ 918 | Satur | 220 | 200 | | | 20 | | | 919 | day | | | | | | | | 920 +-------+------+------+----------+-------+-------+----------+-------+ 921 | Sunda | 100 | 100 | | | 0 | | | 922 | y | | | | | | | | 923 +-------+------+------+----------+-------+-------+----------+-------+ 925 o Guest-room Internet, breakfast, 10% commission, all tax, service 926 and fees are incorporated into the lodging rate. 928 o Guest-room rates quoted are those that will apply on the dates of 929 the event. 931 o Attendees will book individually. 933 Food and Beverage: 935 +----------------+-------------------------+------------------------+ 936 | Purpose | When | Service | 937 +----------------+-------------------------+------------------------+ 938 | Meet and Greet | Sunday afternoon (250 - | Cold appetizers, beer | 939 | | 350 people) | and wine | 940 +----------------+-------------------------+------------------------+ 941 | Welcome | Sunday evening (600 - | Appetizers and | 942 | Reception | 800 people) | cocktails (no-host | 943 | | | bar) | 944 +----------------+-------------------------+------------------------+ 945 | Companion | Sunday afternoon (20 - | Appetizers / non- | 946 | Reception | 30 people) | alcoholic beverages | 947 +----------------+-------------------------+------------------------+ 948 | AM Breaks | Daily beginning Monday | Continental breakfast | 949 | | (1,000+ people) | | 950 +----------------+-------------------------+------------------------+ 951 | PM Breaks | Daily beginning Monday | Light snack with | 952 | | (1,000+ people) | beverages | 953 +----------------+-------------------------+------------------------+ 954 | Breakfast | Daily (15 to 60 people) | Continental or hot | 955 | | | buffet | 956 +----------------+-------------------------+------------------------+ 957 | Lunch | Daily (15 to 70 people) | Box or buffet | 958 +----------------+-------------------------+------------------------+ 959 | Dinner | Friday and/or Sunday | Bar and hot buffet | 960 | | evening (50 people) | | 961 +----------------+-------------------------+------------------------+ 962 | Bits n Bytes | Thursday evening (700+ | Appetizers and | 963 | (reception) | people) | cocktails | 964 +----------------+-------------------------+------------------------+ 965 Technology: 967 +----------------+--------------------------------+-----------------+ 968 | Item | Question | Response | 969 +----------------+--------------------------------+-----------------+ 970 | Outside | Can we bring in our own | _______________ | 971 | connection | external circuit? | | 972 +----------------+--------------------------------+-----------------+ 973 | Infrastructure | Can we use your cabling | _______________ | 974 | | infrastructure to build a | | 975 | | dedicated network, including | | 976 | | installation of network | | 977 | | equipment in data closets and | | 978 | | phone rooms? | | 979 +----------------+--------------------------------+-----------------+ 980 | Access | Is it possible to have 24-hour | _______________ | 981 | | access to data closets and | | 982 | | phone rooms to support the | | 983 | | network? | | 984 +----------------+--------------------------------+-----------------+ 985 | Wireless | Is it possible to deploy a | _______________ | 986 | | wireless network? | | 987 +----------------+--------------------------------+-----------------+ 988 | Venue network | Would you be willing to | _______________ | 989 | | disable your wireless network | | 990 | | in the meeting and public | | 991 | | spaces? | | 992 +----------------+--------------------------------+-----------------+ 993 | Infrastructure | Do all proposed meeting rooms | _______________ | 994 | | have at least one available | | 995 | | Category 5 twisted pair | | 996 | | connection? | | 997 +----------------+--------------------------------+-----------------+ 999 Appendix B. Contingency Planning Flow Chart 1001 This section is based on the Contingency Planning Flow Chart which is 1002 available at . The contents of the link may changed as needed. 1005 ----- 1006 (Start) 1007 ----- 1008 | 1009 | 1010 v 1011 +----------------+ 1012 | Does the IAOC | +------------+ 1013 |believe there is| | Can an | +-------------+ 1014 |an unacceptable | Yes | effective | Yes | Secure | 1015 | risk in having |---->|F2F meeting |---->| alternate |----+ 1016 | the meeting in | |be organized| |meeting venue| | 1017 | the contracted | | elsewhere? | +-------------+ | 1018 | location? | +------------+ | 1019 +----------------+ /\ |No | 1020 |No / | | 1021 | Yes / | | 1022 v / | | 1023 +-----------------+ / | | 1024 | Does the | / +----------+ | 1025 |community believe|/ | Can an | | 1026 | there is an | |effective | | 1027 |unacceptable risk| | virtual | Yes | 1028 | in having the | |meeting be|--------+ | 1029 | meeting in the | |organized | | | 1030 | contracted | |elsewhere?| | | 1031 | location? | +----------+ | | 1032 +-----------------+ |No | | 1033 |No | | | 1034 | | | | 1035 v v v v 1036 ------- ------- ------- --------- 1037 (Proceed) (Cancel ) ( Hold ) ( Hold ) 1038 ( with ) ( the ) (virtual) (relocated) 1039 (meeting) (meeting) (meeting) ( meeting ) 1040 ------- ------- ------- --------- 1042 Appendix C. Change Log 1044 2016-01-12: Initial version 1046 2016-01-21: Update to reflect https://iaoc.ietf.org/documents/ 1047 VenueSelectionCriteriaJan2016.pdf and 1048 https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf, 1049 accessed from https://iaoc.ietf.org/private/privatemeetings.html. 1051 2016-02-23: Reorganize and capture IAOC Meetings Committee 1052 discussions. 1054 2016-03-03: Final from Design Team. 1056 2016-03-17: First update incorporating mtgvenue@ietf.org comments 1058 2016-05-20 Updated in accordance with editing by Laura Nugent, Dave 1059 Crocker, Lou Berger, Fred Baker, and others. 1061 posting as working group draft August 2, 2016 1063 Reorganized per Alissa Cooper outline Work in progress. In 1064 addition, contributors were re-organized to be authors. 1066 2016-10-28 Editor changeover. Further alignment with guidance by 1067 Alissa Cooper, Andrew Sullivan and the mtgvenue working group. 1068 Many various changes. 1070 2016-11-16 Extensive editorial, format and polishing pass. A few 1071 substance changes, including food section. 1073 2016-11-30 Additions based on working group meeting and off-list 1074 discussions; more editorial and format hacking. 1076 2016-12-24 Various clarifying bits to provide some glue between the 1077 high-level 'objectives' and the detailed criteria and roles, per 1078 suggestions fronm Lear. Editorial changes, per 12/27 response to 1079 Cooper. Refined uses of 'facility' and 'venue', per 12/4 response 1080 to Carpenter; also added Carpenter 'lounge' text. Moved community 1081 consultation to a separate criterion; removed 'acceptable to the 1082 IETF Community from the 2 entries that had it. Removed Post- 1083 Seroul Revisions and Text Carried Forward. 1085 2016-12-24 Address comments made on list by Stephen Farrell 1086 . Minor text change in Section 5. 1087 Replaced links in sections 5.3 and 5.5 with Appendix A and 1088 Appendix B 1090 2017-03-12 Add openness comment as requested by Stephen Farrell. 1091 Add statement about 4071 as proposed by Brian and modified by 1092 Jari. Elaborated on what "unfiltered" means, based on discussion 1093 between Eliot and Stephen. Preface to Section 5 as discussed 1094 between Lou and Stephen. Slight editorial tweak to that by Eliot. 1095 IETF operates internationally, as proposed by Brian. 1097 2017-04-18 Add new introductory text. Sharpen mandatory definition. 1098 Split first criteria into two, and reword them to be more 1099 actionable. Remove net cash positive requirement. Change many 1100 critera from Mandatory to Important. Remove consensus text. 1101 Modify chapeau. Add some normative MUSTs in Section 5, and 1102 restructure Section 5.5. A bunch of other stuff as well. Use 1103 diff. 1105 2017-05-14 Happy Mother's Day. This version removes the tabular 1106 format of requirements, moves mandatory requirements up front, 1107 adds a desiderata section, adds a mandatory filtering requirement, 1108 consolidates introductory text, moves procedural requirements into 1109 Section 5, removes the definition of Headquarters Hotel, removes 1110 the MUST in late changes, and adds a desire for a local 1111 participant in site selection. 1113 Authors' Addresses 1115 Ray Pelletier 1116 Internet Society 1118 Email: rpelletier@isoc.org 1120 Laura Nugent 1121 Association Management Solutions 1123 Email: lnugent@amsl.com 1125 Dave Crocker (editor) 1126 Brandenburg InternetWorking 1128 Email: dcrocker@bbiw.net 1130 Lou Berger 1131 LabN Consulting, L.L.C. 1133 Email: lberger@labn.net 1135 Ole Jacobsen 1136 The Internet Protocol Journal 1138 Email: olejacobsen@me.com 1140 Jim Martin 1141 INOC 1143 Email: jim@inoc.com 1144 Fred Baker (editor) 1146 Email: FredBaker.IETF@gmail.com 1148 Eliot Lear (editor) 1149 Cisco Systems GmbH 1151 Email: lear@cisco.com