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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) -- 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 (~~), 1 warning (==), 2 comments (--). Run idnits with the --verbose option for more detailed information about the items above. -------------------------------------------------------------------------------- 2 mtgvenue E. Lear, Ed. 3 Internet-Draft Cisco Systems 4 Intended status: Best Current Practice September 12, 2017 5 Expires: March 16, 2018 7 IETF Plenary Meeting Venue Selection Process 8 draft-ietf-mtgvenue-iaoc-venue-selection-process-09 10 Abstract 12 The IASA has responsibility for arranging IETF plenary meeting Venue 13 selection and operation. This document details the IETF's Meeting 14 Venue Selection Process from the perspective of its goals, criteria 15 and thought processes. It points to additional process documents on 16 the IAOC Web Site that go into further detail and are subject to 17 change with experience. 19 Status of This Memo 21 This Internet-Draft is submitted in full conformance with the 22 provisions of BCP 78 and BCP 79. 24 Internet-Drafts are working documents of the Internet Engineering 25 Task Force (IETF). Note that other groups may also distribute 26 working documents as Internet-Drafts. The list of current Internet- 27 Drafts is at http://datatracker.ietf.org/drafts/current/. 29 Internet-Drafts are draft documents valid for a maximum of six months 30 and may be updated, replaced, or obsoleted by other documents at any 31 time. It is inappropriate to use Internet-Drafts as reference 32 material or to cite them other than as "work in progress." 34 This Internet-Draft will expire on March 16, 2018. 36 Copyright Notice 38 Copyright (c) 2017 IETF Trust and the persons identified as the 39 document authors. All rights reserved. 41 This document is subject to BCP 78 and the IETF Trust's Legal 42 Provisions Relating to IETF Documents 43 (http://trustee.ietf.org/license-info) in effect on the date of 44 publication of this document. Please review these documents 45 carefully, as they describe your rights and restrictions with respect 46 to this document. Code Components extracted from this document must 47 include Simplified BSD License text as described in Section 4.e of 48 the Trust Legal Provisions and are provided without warranty as 49 described in the Simplified BSD License. 51 Table of Contents 53 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 2 54 2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 3 55 2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 3 56 2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 5 57 3. Meeting Criteria . . . . . . . . . . . . . . . . . . . . . . 6 58 3.1. Mandatory Criteria . . . . . . . . . . . . . . . . . . . 6 59 3.2. Important Criteria . . . . . . . . . . . . . . . . . . . 6 60 3.3. Other Consideraitons . . . . . . . . . . . . . . . . . . 9 61 4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 10 62 4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 10 63 4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 10 64 4.3. The Internet Society . . . . . . . . . . . . . . . . . . 10 65 4.4. IETF Administrative Oversight Committee . . . . . . . . . 11 66 4.5. IETF Administrative Support Activity . . . . . . . . . . 11 67 4.6. IETF Administrative Director . . . . . . . . . . . . . . 11 68 4.7. IAOC Meetings Committee . . . . . . . . . . . . . . . . . 11 69 5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 12 70 5.1. Identification . . . . . . . . . . . . . . . . . . . . . 12 71 5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 12 72 5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 13 73 5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 13 74 5.5. Late Changes . . . . . . . . . . . . . . . . . . . . . . 14 75 6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 14 76 7. Security Considerations . . . . . . . . . . . . . . . . . . . 14 77 8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 14 78 9. Contributors . . . . . . . . . . . . . . . . . . . . . . . . 14 79 10. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 15 80 11. References . . . . . . . . . . . . . . . . . . . . . . . . . 15 81 11.1. Normative References . . . . . . . . . . . . . . . . . . 15 82 11.2. Informative References . . . . . . . . . . . . . . . . . 16 83 Appendix A. Site Qualification Visit Checklist . . . . . . . . . 16 84 Appendix B. Contingency Planning Flow Chart . . . . . . . . . . 22 85 Appendix C. Change Log . . . . . . . . . . . . . . . . . . . . . 23 86 Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 25 88 1. Introduction 90 The Internet Administrative Support Activity (IASA) has 91 responsibility for arranging IETF plenary meeting venue selection and 92 operation. The purpose of this document is to guide the IASA in 93 their selection of regions, cities, and facilities, and hotels. The 94 IASA applies this guidance at different points in the process in an 95 attempt to faithfully meet the requirements of the IETF community. 97 We specify a set of general criteria for venue selection and several 98 requirements for transparency and community consultation. 100 It remains the responsibility of the IASA to apply their best 101 judgment. The IASA accepts input and feedback both during the 102 consultation process and later (for instance when there are changes 103 in the situation at a chosen location). Any appeals remain subject 104 to the provisions of BCP101 [RFC4071]. As always, the community is 105 encouraged to provide direct feedback to the Nominations Committee 106 (NOMCOM), Internet Engineering Steering Group (IESG), and IAB 107 regarding the discharge of the IETF Administrative Oversight 108 Committee's performance. 110 Three terms describe the places for which the IETF contracts 111 services: 113 Venue: 114 This is an umbrella term for the city, meeting resources and guest 115 room resources. 117 Facility: 118 The building that houses meeting rooms and associated resources. 119 It may also house an IETF Hotel. 121 IETF Hotels: 122 One or more hotels, in close proximity to the Facility, where the 123 IETF guest room allocations are negotiated and IETF SSIDs are in 124 use. 126 Overflow Hotels: 127 One or more hotels, usually in close proximity to the Facility, 128 where the IETF has negotiated a group rate for the purposes of the 129 meeting. Of particular note is that overflow hotels usually are 130 not connected to the IETF network and do not use IETF SSIDs. 132 The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", 133 "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this 134 document are to be interpreted as described in [RFC2119]. 136 2. Venue Selection Objectives 138 2.1. Core Values 140 Some IETF values pervade the selection process. These often are 141 applicable to multiple requirements listed in this document. They 142 are not limited to the following, but at minimum include: 144 Why do we meet? 145 We meet to pursue the IETF's mission [RFC3935], partly by 146 advancing the development of Internet-Drafts and RFCs. We also 147 seek to facilitate attendee participation in multiple topics and 148 to enable cross-pollination of ideas and technologies. 150 Inclusiveness: 151 We would like to facilitate the onsite or remote participation of 152 anyone who wants to be involved. 154 Every country has limits on who it will permit within its borders. 155 However the IETF seeks to: 157 1. Minimize situations in which onerous entry regulations 158 inhibit, discourage, or prevent participants from attending 159 meetings, or failing that to distribute meeting locations such 160 that onerous entry regulations are not always experienced by 161 the same attendees; and 163 2. Avoid meeting in countries with laws that effectively exclude 164 people on the basis of race, religion, gender, sexual 165 orientation, national origin, or gender identity. 167 Where do we meet? 168 We meet in different locations globally, in order to spread the 169 difficulty and cost of travel among active participants, balancing 170 travel time and expense across the regions in which IETF 171 participants are based. 173 Internet Access: 174 As an organization, we write specifications for the Internet, and 175 we use it heavily. Meeting attendees need unfiltered access to 176 the general Internet and our corporate networks. "Unfiltered 177 access" in this case means that all forms of communication are 178 allowed. This includes, but is not limited to, access to 179 corporate networks via encrypted VPNs from the meeting Facility 180 and Hotels, including overflow hotels. We also need open network 181 access available at high enough data rates, at the meeting 182 Facility, to support our work, including the support of remote 183 participation. Beyond this, we are the first users of our own 184 technology. Any filtering may cause a problem with that 185 technology development. In some cases, local laws may require 186 some filtering. We seek to avoid such locales without reducing 187 the pool of cities to an unacceptable level by stating a number of 188 criteria below, one mandatory and others important, to allow for 189 the case where local laws may require filtering in some 190 circumstances.[MeetingNet] 192 Focus: 194 We meet to have focused technical discussions. These are not 195 limited to scheduled breakout sessions, although of course those 196 are important. They also happen over meals or drinks -- including 197 a specific type of non-session that we call a "Bar BOF" -- or in 198 side meetings. Environments that are noisy or distracting prevent 199 that or reduce its effectiveness, and are therefore less desirable 200 as a meeting Facility. 202 Economics: 203 Meeting attendees participate as individuals. While many are 204 underwritten by employers or sponsors, many are self-funded. In 205 order to reduce participation costs and travel effort, we 206 therefore seek locations that provide convenient budget 207 alternatives for food and lodging, and which minimize travel 208 segments from major airports to the Venue. Within reason, budget 209 should not be a barrier to accommodation. 211 Least Astonishment and Openness: 212 Regular participants should not be surprised by meeting Venue 213 selections, particularly when it comes to locales. To avoid 214 surprise, the venue selection process, as with all other IETF 215 processes, should be as open as practicable. It should be 216 possible for the community to engage early to express its views on 217 prospective selections, so that the community, the IETF 218 Administrative Oversight Committee (IAOC), and Internet 219 Administrative Director (IAD) can exchange views as to 220 appropriateness long before a venue contract is considered. 222 2.2. Venue Selection Non-Objectives 224 IETF meeting Venues are not selected or declined with the explicit 225 purposes of: 227 Politics: 228 Endorsing or condemning particular countries, political paradigms, 229 laws, regulations, or policies. 231 Maximal attendance: 232 While the IETF strives to be as inclusive as possible both online 233 and in person, maximal meeting attendance in and of itself is not 234 a goal. It would defeat a key goal of meeting if active 235 contributors with differing points of view did not have the 236 opportunity to resolve their disagreements, no matter how full the 237 rooms. 239 Tourism: 240 Variety in site-seeing experiences. 242 3. Meeting Criteria 244 This section contains the criteria for IETF meetings. It is broken 245 down into three subsections: mandatory criteria, important criteria, 246 and other considerations, each as explained below. 248 3.1. Mandatory Criteria 250 If criteria in this subsection cannot be met, a particular location 251 is unacceptable for selection, and the IASA MUST NOT enter into a 252 contract. Should the IASA learn that a location no longer can meet a 253 mandatory requirement after having entered into a contract, it will 254 inform the community and address the matter on a case by case basis. 256 o The Facility MUST provide sufficient space in an appropriate 257 layout to accommodate the expected number of people to attend that 258 meeting. 260 o The Facility and IETF Hotels MUST provide wheelchair access to 261 accommodate the number of people who are anticipated to require 262 it. 264 o It MUST be possible to provision Internet Access to the Meeting 265 Venue that allows attendees to utilize the Internet for all their 266 IETF, business, and day to day needs. This includes, but is not 267 limited to, native and unmodified IPv4 and IPv6 connectivity, 268 global reachability, and no additional limitation that would 269 materially impact their Internet use. To ensure availability, it 270 MUST be possible to provision redundant paths to the Internet. 272 3.2. Important Criteria 274 The criteria in this subsection are not mandatory, but are still 275 highly significant. It may be necessary to trade one or more of 276 these criteria off against others. A Venue that meets more of these 277 criteria is on the whole more preferable than another that meets 278 fewer of these criteria. Requirements classed as Important can also 279 be balanced across Venue selections for multiple meetings. When a 280 particular requirement in this section cannot be met, the IASA MUST 281 notify the community at the time the venue is booked. Furthermore, 282 it may be appropriate for the IASA to assist those who, as a result, 283 have been inconvenienced in some way. 285 3.2.1. Venue City Criteria 287 o Travel to the Venue is acceptable based on cost, time, and burden 288 for participants traveling from multiple regions. It is 289 anticipated that the burden borne will be generally shared over 290 the course of multiple years. 292 o The Venue is assessed as favorable for obtaining a host and 293 sponsors. That is, the Meeting is in a location and at a price 294 that it is possible and probable to find a host and sponsors. 296 o Travel barriers to entry, including visa requirements, are likely 297 to be such that an overwhelming majority of participants who wish 298 to do so can attend. The term "travel barriers" is to be read 299 broadly by the IASA in the context of whether a successful meeting 300 can be had. 302 o Economic, safety, and health risks associated with this Venue are 303 acceptable. 305 3.2.2. Basic Venue Criteria 307 The following requirements relate to the Venue and Facilities. 309 The IETF operates internationally and adjusts to local requirements. 310 Facilities selected for IETF Meetings conform with local health, 311 safety and accessibility laws and regulations. A useful discussion 312 of related considerations in evaluating this criterion is at: 313 316 In addition: 318 o There are sufficient places (e.g., a mix of hallways, bars, 319 meeting rooms, and restaurants) for people to hold ad hoc 320 conversations and group discussions in the combination of spaces 321 offered by the facilities, hotels and bars/restaurants in the 322 surrounding area, within walking distance (5-10'). 324 o The cost of guest rooms, meeting space, meeting food and beverage 325 is affordable, within the norms of business travel. 327 o The Facility is accessible by people with disabilities. While we 328 mandate wheelchair accessibility, other forms are important, and 329 should be provided to the extent possible, based on anticipated 330 needs of the community. 332 3.2.3. Technical Meeting Needs 334 The following criteria relate to technical meeting needs. 336 o The Facility's support technologies and services -- network, 337 audio-video, etc. -- are sufficient for the anticipated activities 338 at the meeting, or the Facility is willing to add such 339 infrastructure or these support technologies and services might be 340 provided by a third party, all at no -- or at an acceptable -- 341 cost to the IETF. 343 o The Facility directly provides, or permits and facilitates, the 344 delivery of a high performance, robust, unfiltered and unmodified 345 IETF Network. 347 o The IETF Hotel(s) directly provide, or else permit and facilitate, 348 the delivery of a high performance, robust, unfiltered and 349 unmodified Internet service for the public areas and guest rooms; 350 this service is typically included in the cost of the room. 352 3.2.4. Hotel Needs 354 The following criteria relate to IETF Hotels. 356 o The IETF Hotel(s) are within close proximity to each other and the 357 Facility. 359 o The guest rooms at the IETF Hotel(s) are sufficient in number to 360 house 1/3 or more of projected meeting attendees. 362 o Overflow Hotels can be placed under contract, within convenient 363 travel time of the Facility and at a variety of guest room rates. 365 o The Facility environs include budget hotels within convenient 366 travel time, cost, and effort. 368 o The IETF Hotel(s) are accessible by people with disabilities. 369 While we mandate wheelchair accessibility, other forms are 370 important, and should be provided to the extent possible, based on 371 anticipated needs of the community. 373 o At least one IETF Hotel has a space for use as a lounge, conducive 374 to planned and ad hoc meetings and chatting, as well as working 375 online. There are tables with seating, convenient for small 376 meetings with laptops. These can be at an open bar or casual 377 restaurant. Preferably the lounge area is on the path between the 378 meeting rooms and the hotel entrance, and is available all day and 379 night. 381 3.2.5. Food and Beverage 383 It is said that an army travels on its stomach. So too does the 384 IETF. The following criteria relate to food and beverage. 386 o The Facility environs, which includes both onsite, as well as 387 areas within a reasonable walking distance or conveniently 388 accessible by a short taxi ride or by local public transportation, 389 have convenient and inexpensive choices for meals that can 390 accommodate a wide range of dietary requirements. 392 o The Facility environs include grocery shopping that will 393 accommodate a wide range of dietary requirements, within a 394 reasonable walking distance, or conveniently accessible by a short 395 taxi, bus, or subway ride, from the Facility and IETF Hotels. 397 o A range of attendee's health-related and religion-related dietary 398 requirements can be satisfied with robust and flexible onsite 399 service or through access to an adequate grocery. 401 3.3. Other Consideraitons 403 The following considerations are desirable, but not as important as 404 the preceding requirements, and thus should not be traded off for 405 them. 407 We have something of a preference for an IETF meeting to be under 408 "One Roof". That is, qualified meeting space and guest rooms are 409 available in the same facility. 411 It is desirable for overflow hotels provide reasonable, reliable, 412 unfiltered Internet service for the public areas and guest rooms; 413 this service is included in the cost of the room. 415 It is desirable to enter into a multi-event contract with the 416 Facility and IETF Hotels in case such a contract will either reduce 417 administrative costs, reduce direct attendee costs, or both. 419 Particularly when we are considering a city for the first time, it is 420 desirable to have someone who is familiar with both the locale and 421 the IETF participate in the site selection process. Such a person 422 can provide guidance regarding safety, location of local services, 423 and understanding best ways to get to and from the Venue, and local 424 customs, as well as identify how our requirements are met. 426 4. Venue Selection Roles 428 The formal structure of IETF administrative support functions is 429 documented in BCP 101 [RFC4071], [RFC4371], [RFC7691]. The reader is 430 expected to be familiar with the entities and roles defined by that 431 document, in particular for the IASA, ISOC, IAOC and IAD. This 432 section covers the meeting selection related roles of these and other 433 parties that participate in the process. Note that roles beyond 434 meeting selection, e.g., actually running and reporting on meetings, 435 are outside the scope of this document. 437 4.1. IETF Participants 439 While perhaps obvious, it is important to note that IETF meetings 440 serve all those who contribute to the work of the IETF. This 441 includes those who attend meetings in person, from newcomer to 442 frequent attendee, to those who participate remotely, as well as 443 those who do not attend but contribute to new RFCs. Potential new 444 contributors are also considered in the process. 446 Participants have a responsibility to express their views about 447 venues early and often, by responding to surveys or other 448 solicitations from IASA functions, and by initiating fresh input as 449 the Participant becomes aware of changes in venues that have been 450 reviewed. This permits those responsible for venue selection to be 451 made aware of concerns relating to particular locations well in 452 advance of having entered into contract discussions. 454 4.2. IESG and IETF Chair 456 The Internet Engineering Steering Group (IESG) comprises the IETF 457 Area Directors and the IETF Chair. Along with the IAB, the IESG is 458 responsible for the management of the IETF, and is the standards 459 approval board for the IETF, as described in BCP9 [RFC2026]. This 460 means that the IESG sets high level policies related to, among other 461 things, meeting venues. The IETF Chair, among other things, relays 462 these IESG-determined policies to the IAOC. The IETF Chair is also a 463 member of the IAOC. 465 4.3. The Internet Society 467 With respect to IETF meetings, the Internet Society (ISOC): 469 o Executes all Venue contracts on behalf of the IETF at the request 470 of the IASA 472 o Solicits meeting sponsorships 473 o Collects all meeting-related revenues, including registration 474 fees, sponsorships, hotel commissions, and other miscellaneous 475 revenues 477 ISOC also provides accounting services, such as invoicing and monthly 478 financial statements. 480 4.4. IETF Administrative Oversight Committee 482 The IETF Administrative Oversight Committee (IAOC) has the 483 responsibility to oversee and select IETF meeting venues. It 484 instructs the IAD to work with the Internet Society to write the 485 relevant contracts. It approves the IETF meetings calendar. In 486 cooperation with the IAD, the IAOC takes necessary actions to ensure 487 that the IASA is aware of participant concerns about particular 488 venues as early in the process as is feasible. 490 4.5. IETF Administrative Support Activity 492 The IETF Administrative Support Activity (IASA) performs the meeting 493 selection process under the oversight of the IAOC. This includes 494 identifying, qualifying and reporting on potential meeting sites, as 495 well as supporting meeting Venue contract negotiation. The IETF 496 Secretariat is part of the IASA under the management of the IAD. The 497 IAD takes appropriate actions to solicit community input regarding 498 both retrospective and prospective feedback from participants. 500 4.6. IETF Administrative Director 502 The IETF Administrative Director (IAD) coordinates and supports the 503 activities of the IETF Secretariat, the IAOC Meetings Committee and 504 the IASA to ensure the timely execution of the meeting process. This 505 includes participating in the IAOC Meetings Committee and ensuring 506 its efforts are documented, leading Venue contract negotiation, and 507 coordinating contract execution with ISOC. The meetings budget is 508 managed by the IAD. 510 4.7. IAOC Meetings Committee 512 The fundamental purpose of the Meetings Committee is to participate 513 in the Venue selection process, and to formulate recommendations to 514 the IAOC regarding meeting sites. It also tracks the meetings 515 sponsorship program, recommends extraordinary meeting-related 516 expenses, and recommends the IETF meetings calendar to the IAOC. The 517 charter of the committee is at: . 520 Membership in the Meetings Committee is at the discretion of the 521 IAOC; it includes an IAOC appointed chair, the IETF Administrative 522 Director (IAD), IAOC members, representatives from the Secretariat, 523 and interested members of the community. 525 5. Venue Selection Steps 527 The following sequence is used by the IAOC to select venues. Unless 528 otherwise stated below, the IAOC may evolve these steps over time 529 without updating this document. 531 5.1. Identification 533 Four years out,the IASA identifies cities that might be candidates 534 for meetings. For example: 536 a. The IASA selects regions, cities, and dates for meetings. 538 b. A list of target cities per region is provided to the 539 Secretariat, with host preferences, if known. 541 c. Potential venues in preferred cities are identified and receive 542 preliminary investigation, including reviews of Official Advisory 543 Sources, consultation with specialty travel services, frequent 544 travelers and local contacts to identify possible barriers to 545 holding a successful meeting in the target cities. 547 d. Investigated cities and findings are provided by the Secretariat 548 to the Meetings Committee for further review. Meetings Committee 549 makes a recommendation to the IASA of investigated/target cities 550 to consider further as well as issues identified and the results 551 of research conducted. 553 5.2. Consultation 555 The IASA MUST consult the community about potential new venues prior 556 to them being booked. The timing and means by which it does so may 557 vary over time, but MUST include references to any notable travel 558 risks. The consultation may overlap with the previous step 559 (identification). 561 For example: 563 a. The IAOC asks the community whether there are any barriers to 564 holding a successful meeting in any of the target cities in the 565 set. 567 b. Community responses are reviewed and concerns investigated by the 568 Meetings Committee. The results together with recommendations 569 for whether each city should be considered as potential meeting 570 location is provided to the IAOC. 572 c. The IAOC identifies which cities are to be considered as a 573 potential meeting location. 575 d. On a public web page, the IAOC lists all candidate cities, when 576 community input was solicited, and if a city is to be considered 577 as a potential meeting location. 579 e. The Meetings Committee pursues potential meeting locations based 580 on the posted list of cities that have been identified as a 581 potential meeting locations. 583 5.3. Qualification 585 Visit: 587 a. Secretariat assesses "vetted" target cities to determine 588 availability and conformance to criteria. 590 b. Meetings Committee approves potential cities for site 591 qualification visit. 593 c. Site qualification visits are arranged by Secretariat and 594 preliminary negotiations are undertaken with selected potential 595 sites. 597 d. Site qualification visit is conducted using the checklist along 598 the lines of what is included in Appendix A; the site visit team 599 prepares a site report and discusses it with the Meetings 600 Committee. 602 5.4. Negotiation 604 2.75 - 3 years out, initiate contract negotiations: 606 a. The Meetings Committee reviews the Venue options based on Venue 607 selection criteria and recommends a Venue to the IAOC. The 608 Meetings Committee will not recommend an option unless it meets 609 all Mandatory criteria. 611 b. IAOC selects a Venue for contracting as well as a back-up 612 contracting Venue, if available. 614 c. Secretariat negotiates with selected Venue. IAD reviews contract 615 and requests IAOC and ISOC approval of contract and authority for 616 Secretariat to execute contract on ISOC's behalf. 618 d. Contracts are executed. 620 e. The venue is announced. At this time, the announcement MUST 621 include any notable travel risks or references thereto. 623 5.5. Late Changes 625 If at any time after a contract is signed the IASA learns 626 circumstances have changed such that it is not certain that Important 627 or Mandatory criteria can be met by a Venue, the IASA MUST reconsider 628 the selection. A description of how reconsideration currently takes 629 place is found in Appendix B. The IASA will gauge the cost of making 630 a change against the ability of the IETF to conclude a successful 631 meeting, and make a final determination based on their best judgment. 632 When there is enough time to do so, the IASA is expected to consult 633 the community about changes. 635 6. IANA Considerations 637 This memo asks the IANA for no new parameters. 639 [The RFC-Editor may remove this section prior to publicaiton.] 641 7. Security Considerations 643 This note proposes no protocols, and therefore no new protocol 644 insecurities. 646 8. Privacy Considerations 648 This note reveals no personally identifying information apart from 649 its authorship. 651 [The RFC-Editor may remove this section prior to publication.] 653 9. Contributors 655 The following people provided substantial text contributions to this 656 memo: 658 Fred Baker 659 Email: fred.ietf@gmail.com 661 Fred originated this work. 663 Ray Pelletier 664 Internet Society 665 Email: rpelletier@isoc.org 667 Laura Nugent 668 Association Management Solutions 669 Email: lnugent@amsl.com 671 Lou Berger 672 LabN Consulting, L.L.C. 673 Email: lberger@labn.net 675 Ole Jacobsen 676 The Internet Protocol Journal 677 EMail: olejacobsen@me.com 679 Jim Martin 680 INOC 681 Email: jim@inoc.com 683 10. Acknowledgements 685 Additional contributions came from Jari Arkko, Scott Bradner, Alissa 686 Cooper, Dave Crocker, Jordi Palet Martinez, Andrew Sullivan, and 687 other participants in the mtgvenue working group. Those listed in 688 this section or as contributors may or may not agree with the content 689 of this memo. 691 11. References 693 11.1. Normative References 695 [MeetingNet] 696 O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli, 697 "IETF Meeting Network Requirements", WEB 698 https://iaoc.ietf.org/ietf-network-requirements.html. 700 [RFC2026] Bradner, S., "The Internet Standards Process -- Revision 701 3", BCP 9, RFC 2026, DOI 10.17487/RFC2026, October 1996, 702 . 704 [RFC2119] Bradner, S., "Key words for use in RFCs to Indicate 705 Requirement Levels", BCP 14, RFC 2119, 706 DOI 10.17487/RFC2119, March 1997, . 709 [RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the 710 IETF Administrative Support Activity (IASA)", BCP 101, 711 RFC 4071, DOI 10.17487/RFC4071, April 2005, 712 . 714 [RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for 715 IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371, 716 January 2006, . 718 [RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF 719 Administrative Oversight Committee (IAOC) Members", 720 BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015, 721 . 723 11.2. Informative References 725 [RFC3935] Alvestrand, H., "A Mission Statement for the IETF", 726 BCP 95, RFC 3935, October 2004. 728 Appendix A. Site Qualification Visit Checklist 730 This section is based on the PreQualification RFP, dated January 23, 731 2016, which is available at . The contents of the link may be 733 changed as needed. 735 Prequalification Specification 737 +----------------+-------------------+----------+-------------------+ 738 | Meeting Dates: | _________________ | Contact: | _________________ | 739 +----------------+-------------------+----------+-------------------+ 740 | City: | _______________ | Phone: | _______________ | 741 +----------------+-------------------+----------+-------------------+ 742 | Venue | _______________ | Email: | _______________ | 743 | Considered: | | | | 744 +----------------+-------------------+----------+-------------------+ 746 Meeting Space Requirements: 748 +------------+--------+-------+---------+---------+---------+-------+ 749 | Purpose | Space | sf/sm | Room As | Daily | Days + | Total | 750 | | Requir | | signed | Rate + | (set- | Price | 751 | | ed / | | | (set-up | up) | | 752 | | Set | | | rate) | | | 753 +------------+--------+-------+---------+---------+---------+-------+ 754 | Registrati | 1200 / | 13,50 | Reg | | 6 + (1) | | 755 | on / | custom | 0 / | areas | | | | 756 | Breaks** | | 1254 | or | | | | 757 | | | | foyers | | | | 758 +------------+--------+-------+---------+---------+---------+-------+ 759 | NOC | 25 / | 1200 | | | 8 + (5) | | 760 | | conf | / 111 | | | | | 761 +------------+--------+-------+---------+---------+---------+-------+ 762 | Terminal | 75 / | 1350 | | | 7 + (1) | | 763 | Room | class | / 125 | | | | | 764 +------------+--------+-------+---------+---------+---------+-------+ 765 | Storage | | 350 / | | | 6 + (4) | | 766 | (if Reg < | | 33 | | | | | 767 | 1000sf) | | | | | | | 768 +------------+--------+-------+---------+---------+---------+-------+ 769 | Plenary * | 900 / | 8500 | | | 2 | | 770 | | theatr | / 790 | | | | | 771 | | e | | | | | | 772 +------------+--------+-------+---------+---------+---------+-------+ 773 | Breakout 1 | 80 / t | 800 / | | | 6 | | 774 | | heatre | 74 | | | | | 775 +------------+--------+-------+---------+---------+---------+-------+ 776 | Breakout 2 | 100 / | 1000 | | | 6 | | 777 | | theatr | / 93 | | | | | 778 | | e | | | | | | 779 +------------+--------+-------+---------+---------+---------+-------+ 780 | Breakout 3 | 100 / | 1000 | | | 6 | | 781 | | theatr | / 93 | | | | | 782 | | e | | | | | | 783 +------------+--------+-------+---------+---------+---------+-------+ 784 | Breakout 4 | 150 / | 1400 | | | 6 | | 785 | | theatr | / 130 | | | | | 786 | | e | | | | | | 787 +------------+--------+-------+---------+---------+---------+-------+ 788 | Breakout 5 | 150 / | 1400 | | | 7 | | 789 | | theatr | / 130 | | | | | 790 | | e | | | | | | 791 +------------+--------+-------+---------+---------+---------+-------+ 792 | Breakout 6 | 200 / | 1900 | | | 7 | | 793 | | theatr | / 177 | | | | | 794 | | e | | | | | | 795 +------------+--------+-------+---------+---------+---------+-------+ 796 | Breakout 7 | 250 / | 2400 | | | 6 | | 797 | | theatr | / 223 | | | | | 798 | | e | | | | | | 799 +------------+--------+-------+---------+---------+---------+-------+ 800 | Breakout 8 | 300 / | 2800 | | | 6 | | 801 | | theatr | / 260 | | | | | 802 | | e | | | | | | 803 +------------+--------+-------+---------+---------+---------+-------+ 804 | Office 1 R | 10 / | 1000 | | | 6 + (4) | | 805 | egistratio | conf | / 93 | | | | | 806 | n | | | | | | | 807 +------------+--------+-------+---------+---------+---------+-------+ 808 | Mtg Rm 1 | 8 / | 350 / | | | 6 | | 809 | (IAB) | conf | 33 | | | | | 810 +------------+--------+-------+---------+---------+---------+-------+ 811 | Mtg Rm 2 | 20 / | 900 / | | | 6 | | 812 | (ISOC1) | conf | 84 | | | | | 813 +------------+--------+-------+---------+---------+---------+-------+ 814 | Mtg Rm 3 | 20 / | 900 / | | | 6 | | 815 | (ISOC2) | conf | 84 | | | | | 816 +------------+--------+-------+---------+---------+---------+-------+ 817 | Mtg Rm 4 | 15 / | 650 / | | | 6 | | 818 | (IAOC / | conf | 60 | | | | | 819 | IAD) | | | | | | | 820 +------------+--------+-------+---------+---------+---------+-------+ 821 | Mtg Rm 5 | 15 / | 650 / | | | 6 | | 822 | (NC) | conf | 60 | | | | | 823 +------------+--------+-------+---------+---------+---------+-------+ 824 | Mtg Rm 6 | Nov 5 | 150 / | | | 6 | | 825 | (NC IV) | / conf | 14 | | | | | 826 +------------+--------+-------+---------+---------+---------+-------+ 827 | Mtg Rm 7 | 40 / u | 1550 | | | 7 | | 828 | (40U) | -shape | / 144 | | | | | 829 +------------+--------+-------+---------+---------+---------+-------+ 830 | Mtg Rm 8 | 20 / u | 950 / | | | 6 | | 831 | (20U) | -shape | 88 | | | | | 832 +------------+--------+-------+---------+---------+---------+-------+ 833 | Mtg Rm 9 | 16 / | 800 / | | | 6 | | 834 | (IESG) | conf | 74 | | | | | 835 +------------+--------+-------+---------+---------+---------+-------+ 836 | I: Postel | 40 / | 400 / | | | 1 | | 837 | Rec | rec | 37 | | | | | 838 | (WedPM) | | | | | | | 839 +------------+--------+-------+---------+---------+---------+-------+ 840 | I: AC (Fri | 70 / | 1700 | | | 1 | | 841 | PM) | custom | / 158 | | | | | 842 +------------+--------+-------+---------+---------+---------+-------+ 843 | I: BoT | 70 / | 1700 | Same as | | 2 | | 844 | (Sat / | custom | / 158 | AC | | | | 845 | Sun) | | | | | | | 846 +------------+--------+-------+---------+---------+---------+-------+ 847 | I: Bot | 40 / b | 550 / | | | 2 | | 848 | Lunch (Sat | anquet | 51 | | | | | 849 | / Sun) | | | | | | | 850 +------------+--------+-------+---------+---------+---------+-------+ 851 | I: Brfg | 150 / | 1400 | Same as | | 1 | | 852 | Panel (Tue | theatr | / 130 | BO4 | | | | 853 | lunch) | e | | | | | | 854 +------------+--------+-------+---------+---------+---------+-------+ 855 | I: Rec / | 50 / | 700 / | | | 1 | | 856 | Dinner | rec / | 65 | | | | | 857 | (Fri) | ban | | | | | | 858 +------------+--------+-------+---------+---------+---------+-------+ 859 | I: Fellows | 70 / | 900 / | | | 1 | | 860 | Dinner | rec / | 84 | | | | | 861 | | ban | | | | | | 862 +------------+--------+-------+---------+---------+---------+-------+ 863 | Lounge | 50 / | 600 / | | | 5 | | 864 | | lounge | 56 | | | | | 865 +------------+--------+-------+---------+---------+---------+-------+ 866 | Companion | 20 / | 200 / | | | 1 | | 867 | Rec | rec | 19 | | | | | 868 +------------+--------+-------+---------+---------+---------+-------+ 869 | Newcomers | 300 / | 2500 | | | 1 | | 870 | Rec | rec | / 232 | | | | | 871 +------------+--------+-------+---------+---------+---------+-------+ 872 | Welcome | 800 / | 6400 | | | 1 | | 873 | Rec | rec | / 595 | | | | | 874 +------------+--------+-------+---------+---------+---------+-------+ 875 | Hackathon | 200 / | 3000 | | | 2 + (1) | | 876 | | class | / 279 | | | | | 877 +------------+--------+-------+---------+---------+---------+-------+ 878 | Bits n | 700 / | 7000 | | | 2 | | 879 | Bytes | rec | / 650 | | | | | 880 +------------+--------+-------+---------+---------+---------+-------+ 882 * Breakouts 6 +7+8 (or some combination thereof) to be used as the 883 Plenary as Plenary and Breakouts do not run simultaneously 885 ** Additional space required, not included in total meeting space 887 Note: Prices quoted are those that will apply on the dates of the 888 event and include all tax, services and fees 890 Accomodation: 892 +-------+------+------+----------+-------+-------+----------+-------+ 893 | Day/D | Tota | Desi | Primary | Rate* | Desir | Overflow | Rate | 894 | ate | l Ro | red | Hotel Av | Prima | ed | Hotel Av | * Ove | 895 | | oms | Room | ailabili | ry | Rooms | ailabili | rflow | 896 | | Requ | s at | ty | Hotel | at Ov | ty | Hotel | 897 | | ired | Prim | | | erflo | | | 898 | | | ary | | | w Hot | | | 899 | | | Hote | | | els | | | 900 | | | l | | | | | | 901 +-------+------+------+----------+-------+-------+----------+-------+ 902 | Total | 5,25 | 4,24 | | | 1,005 | | | 903 | room | 0 | 5 | | | (180 | | | 904 | night | (780 | (600 | | | peak) | | | 905 | s | peak | peak | | | | | | 906 | | ) | ) | | | | | | 907 +-------+------+------+----------+-------+-------+----------+-------+ 908 | Monda | 5 | 5 | | | 0 | | | 909 | y | | | | | | | | 910 +-------+------+------+----------+-------+-------+----------+-------+ 911 | Tuesd | 15 | 15 | | | 0 | | | 912 | ay | | | | | | | | 913 +-------+------+------+----------+-------+-------+----------+-------+ 914 | Wedne | 25 | 25 | | | 0 | | | 915 | sday | | | | | | | | 916 +-------+------+------+----------+-------+-------+----------+-------+ 917 | Thurs | 50 | 50 | | | 0 | | | 918 | day | | | | | | | | 919 +-------+------+------+----------+-------+-------+----------+-------+ 920 | Frida | 185 | 150 | | | 35 | | | 921 | y | | | | | | | | 922 +-------+------+------+----------+-------+-------+----------+-------+ 923 | Satur | 500 | 400 | | | 100 | | | 924 | day | | | | | | | | 925 +-------+------+------+----------+-------+-------+----------+-------+ 926 | Sunda | 770 | 600 | | | 170 | | | 927 | y | | | | | | | | 928 +-------+------+------+----------+-------+-------+----------+-------+ 929 | Monda | 780 | 600 | | | 180 | | | 930 | y | | | | | | | | 931 +-------+------+------+----------+-------+-------+----------+-------+ 932 | Tuesd | 780 | 600 | | | 180 | | | 933 | ay | | | | | | | | 934 +-------+------+------+----------+-------+-------+----------+-------+ 935 | Wedne | 750 | 600 | | | 150 | | | 936 | sday | | | | | | | | 937 +-------+------+------+----------+-------+-------+----------+-------+ 938 | Thurs | 700 | 600 | | | 100 | | | 939 | day | | | | | | | | 940 +-------+------+------+----------+-------+-------+----------+-------+ 941 | Frida | 370 | 300 | | | 70 | | | 942 | y | | | | | | | | 943 +-------+------+------+----------+-------+-------+----------+-------+ 944 | Satur | 220 | 200 | | | 20 | | | 945 | day | | | | | | | | 946 +-------+------+------+----------+-------+-------+----------+-------+ 947 | Sunda | 100 | 100 | | | 0 | | | 948 | y | | | | | | | | 949 +-------+------+------+----------+-------+-------+----------+-------+ 951 o Guest-room Internet, breakfast, 10% commission, all tax, service 952 and fees are incorporated into the lodging rate. 954 o Guest-room rates quoted are those that will apply on the dates of 955 the event. 957 o Attendees will book individually. 959 Food and Beverage: 961 +----------------+-------------------------+------------------------+ 962 | Purpose | When | Service | 963 +----------------+-------------------------+------------------------+ 964 | Meet and Greet | Sunday afternoon (250 - | Cold appetizers, beer | 965 | | 350 people) | and wine | 966 +----------------+-------------------------+------------------------+ 967 | Welcome | Sunday evening (600 - | Appetizers and | 968 | Reception | 800 people) | cocktails (no-host | 969 | | | bar) | 970 +----------------+-------------------------+------------------------+ 971 | Companion | Sunday afternoon (20 - | Appetizers / non- | 972 | Reception | 30 people) | alcoholic beverages | 973 +----------------+-------------------------+------------------------+ 974 | AM Breaks | Daily beginning Monday | Continental breakfast | 975 | | (1,000+ people) | | 976 +----------------+-------------------------+------------------------+ 977 | PM Breaks | Daily beginning Monday | Light snack with | 978 | | (1,000+ people) | beverages | 979 +----------------+-------------------------+------------------------+ 980 | Breakfast | Daily (15 to 60 people) | Continental or hot | 981 | | | buffet | 982 +----------------+-------------------------+------------------------+ 983 | Lunch | Daily (15 to 70 people) | Box or buffet | 984 +----------------+-------------------------+------------------------+ 985 | Dinner | Friday and/or Sunday | Bar and hot buffet | 986 | | evening (50 people) | | 987 +----------------+-------------------------+------------------------+ 988 | Bits n Bytes | Thursday evening (700+ | Appetizers and | 989 | (reception) | people) | cocktails | 990 +----------------+-------------------------+------------------------+ 991 Technology: 993 +----------------+--------------------------------+-----------------+ 994 | Item | Question | Response | 995 +----------------+--------------------------------+-----------------+ 996 | Outside | Can we bring in our own | _______________ | 997 | connection | external circuit? | | 998 +----------------+--------------------------------+-----------------+ 999 | Infrastructure | Can we use your cabling | _______________ | 1000 | | infrastructure to build a | | 1001 | | dedicated network, including | | 1002 | | installation of network | | 1003 | | equipment in data closets and | | 1004 | | phone rooms? | | 1005 +----------------+--------------------------------+-----------------+ 1006 | Access | Is it possible to have 24-hour | _______________ | 1007 | | access to data closets and | | 1008 | | phone rooms to support the | | 1009 | | network? | | 1010 +----------------+--------------------------------+-----------------+ 1011 | Wireless | Is it possible to deploy a | _______________ | 1012 | | wireless network? | | 1013 +----------------+--------------------------------+-----------------+ 1014 | Venue network | Would you be willing to | _______________ | 1015 | | disable your wireless network | | 1016 | | in the meeting and public | | 1017 | | spaces? | | 1018 +----------------+--------------------------------+-----------------+ 1019 | Infrastructure | Do all proposed meeting rooms | _______________ | 1020 | | have at least one available | | 1021 | | Category 5 twisted pair | | 1022 | | connection? | | 1023 +----------------+--------------------------------+-----------------+ 1025 Appendix B. Contingency Planning Flow Chart 1027 This section is based on the Contingency Planning Flow Chart which is 1028 available at . The contents of the link may changed as needed. 1031 ----- 1032 (Start) 1033 ----- 1034 | 1035 | 1036 v 1037 +----------------+ 1038 | Does the IAOC | +------------+ 1039 |believe there is| | Can an | +-------------+ 1040 |an unacceptable | Yes | effective | Yes | Secure | 1041 | risk in having |---->|F2F meeting |---->| alternate |----+ 1042 | the meeting in | |be organized| |meeting venue| | 1043 | the contracted | | elsewhere? | +-------------+ | 1044 | location? | +------------+ | 1045 +----------------+ /\ |No | 1046 |No / | | 1047 | Yes / | | 1048 v / | | 1049 +-----------------+ / | | 1050 | Does the | / +----------+ | 1051 |community believe|/ | Can an | | 1052 | there is an | |effective | | 1053 |unacceptable risk| | virtual | Yes | 1054 | in having the | |meeting be|--------+ | 1055 | meeting in the | |organized | | | 1056 | contracted | |elsewhere?| | | 1057 | location? | +----------+ | | 1058 +-----------------+ |No | | 1059 |No | | | 1060 | | | | 1061 v v v v 1062 ------- ------- ------- --------- 1063 (Proceed) (Cancel ) ( Hold ) ( Hold ) 1064 ( with ) ( the ) (virtual) (relocated) 1065 (meeting) (meeting) (meeting) ( meeting ) 1066 ------- ------- ------- --------- 1068 Appendix C. Change Log 1070 [RFC Editor: Please remove this section prior to publication.] 1072 2016-01-12: Initial version 1074 2016-01-21: Update to reflect https://iaoc.ietf.org/documents/ 1075 VenueSelectionCriteriaJan2016.pdf and 1076 https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf, 1077 accessed from https://iaoc.ietf.org/private/privatemeetings.html. 1079 2016-02-23: Reorganize and capture IAOC Meetings Committee 1080 discussions. 1082 2016-03-03: Final from Design Team. 1084 2016-03-17: First update incorporating mtgvenue@ietf.org comments 1086 2016-05-20 Updated in accordance with editing by Laura Nugent, Dave 1087 Crocker, Lou Berger, Fred Baker, and others. 1089 posting as working group draft August 2, 2016 1091 Reorganized per Alissa Cooper outline Work in progress. In 1092 addition, contributors were re-organized to be authors. 1094 2016-10-28 Editor changeover. Further alignment with guidance by 1095 Alissa Cooper, Andrew Sullivan and the mtgvenue working group. 1096 Many various changes. 1098 2016-11-16 Extensive editorial, format and polishing pass. A few 1099 substance changes, including food section. 1101 2016-11-30 Additions based on working group meeting and off-list 1102 discussions; more editorial and format hacking. 1104 2016-12-24 Various clarifying bits to provide some glue between the 1105 high-level 'objectives' and the detailed criteria and roles, per 1106 suggestions fronm Lear. Editorial changes, per 12/27 response to 1107 Cooper. Refined uses of 'facility' and 'venue', per 12/4 response 1108 to Carpenter; also added Carpenter 'lounge' text. Moved community 1109 consultation to a separate criterion; removed 'acceptable to the 1110 IETF Community from the 2 entries that had it. Removed Post- 1111 Seroul Revisions and Text Carried Forward. 1113 2016-12-24 Address comments made on list by Stephen Farrell 1114 . Minor text change in Section 5. 1115 Replaced links in sections 5.3 and 5.5 with Appendix A and 1116 Appendix B 1118 2017-03-12 Add openness comment as requested by Stephen Farrell. 1119 Add statement about 4071 as proposed by Brian and modified by 1120 Jari. Elaborated on what "unfiltered" means, based on discussion 1121 between Eliot and Stephen. Preface to Section 5 as discussed 1122 between Lou and Stephen. Slight editorial tweak to that by Eliot. 1123 IETF operates internationally, as proposed by Brian. 1125 2017-04-18 Add new introductory text. Sharpen mandatory definition. 1126 Split first criteria into two, and reword them to be more 1127 actionable. Remove net cash positive requirement. Change many 1128 critera from Mandatory to Important. Remove consensus text. 1129 Modify chapeau. Add some normative MUSTs in Section 5, and 1130 restructure Section 5.5. A bunch of other stuff as well. Use 1131 diff. 1133 2017-05-14 Happy Mother's Day. This version removes the tabular 1134 format of requirements, moves mandatory requirements up front, 1135 adds a desiderata section, adds a mandatory filtering requirement, 1136 consolidates introductory text, moves procedural requirements into 1137 Section 5, removes the definition of Headquarters Hotel, removes 1138 the MUST in late changes, and adds a desire for a local 1139 participant in site selection. 1141 2017-09-12 These are last call edits. Big change is around Internet 1142 requirements. Also, address Andrew Sullivan comments, as well as 1143 SM comments. Brian Carpenter big scrub on IAOC to IASA. 1145 Author's Address 1147 Eliot Lear (editor) 1148 Cisco Systems 1149 Richtistrasse 7 1150 Wallisellen CH-8304 1151 Switzerland 1153 Phone: +41 44 878 9200 1154 Email: lear@cisco.com