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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) ** 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 (==), 1 comment (--). 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 January 11, 2018 5 Expires: July 15, 2018 7 IETF Plenary Meeting Venue Selection Process 8 draft-ietf-mtgvenue-iaoc-venue-selection-process-11 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 the community's 15 goals, criteria and thought processes. It points to additional 16 process documents on the IAOC Web Site that go into further detail 17 and are subject to 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 https://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 July 15, 2018. 36 Copyright Notice 38 Copyright (c) 2018 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 (https://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 . . . . . . . . . . . . . . . . . . . . . . 5 58 3.1. Mandatory Criteria . . . . . . . . . . . . . . . . . . . 6 59 3.2. Important Criteria . . . . . . . . . . . . . . . . . . . 6 60 3.3. Other Consideraitons . . . . . . . . . . . . . . . . . . 9 61 4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 9 62 4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 9 63 4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 10 64 4.3. The Internet Society . . . . . . . . . . . . . . . . . . 10 65 4.4. IETF Administrative Oversight Committee . . . . . . . . . 10 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 . . . . . . . . . . . . . . . . . . . . 11 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. Change Log . . . . . . . . . . . . . . . . . . . . . 16 84 Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 18 86 1. Introduction 88 The IETF Internet Administrative Support Activity (IASA) has 89 responsibility for arranging IETF plenary meeting venue selection and 90 operation. The purpose of this document is to guide the IASA in 91 their selection of regions, cities, facilities, and hotels. The IASA 92 applies this guidance at different points in the process in an 93 attempt to faithfully meet the requirements of the IETF community. 94 We specify a set of general criteria for venue selection and several 95 requirements for transparency and community consultation. 97 It remains the responsibility of the IASA to apply their best 98 judgment. The IASA accepts input and feedback both during the 99 consultation process and later (for instance when there are changes 100 in the situation at a chosen location). Any appeals remain subject 101 to the provisions of BCP101 [RFC4071]. As always, the community is 102 encouraged to provide direct feedback to the Nominations Committee 103 (NOMCOM), Internet Engineering Steering Group (IESG), and IAB 104 regarding the discharge of the IETF Administrative Oversight 105 Committee's performance. 107 Four terms describe the places for which the IETF contracts services: 109 Venue: 110 This is an umbrella term for the city, meeting resources and guest 111 room resources. 113 Facility: 114 The building that houses meeting rooms and associated resources. 115 It may also house an IETF Hotel. 117 IETF Hotels: 118 One or more hotels, in close proximity to the Facility, where the 119 IETF guest room allocations are negotiated and IETF SSIDs are in 120 use. 122 Overflow Hotels: 123 One or more hotels, usually in close proximity to the Facility, 124 where the IETF has negotiated a group rate for the purposes of the 125 meeting. Of particular note is that overflow hotels usually are 126 not connected to the IETF network and do not use IETF SSIDs. 128 The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", 129 "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this 130 document are to be interpreted as described in [RFC2119]. 132 2. Venue Selection Objectives 134 2.1. Core Values 136 Some IETF values pervade the selection process. These often are 137 applicable to multiple requirements listed in this document. They 138 are not limited to the following, but at minimum include: 140 Why we meet? 141 We meet to pursue the IETF's mission [RFC3935], partly by 142 advancing the development of Internet-Drafts and RFCs. We also 143 seek to facilitate attendee participation in multiple topics and 144 to enable cross-pollination of ideas and technologies. 146 Inclusiveness: 147 We would like to facilitate the onsite or remote participation of 148 anyone who wants to be involved. 150 Every country has limits on who it will permit within its borders. 151 However the IETF seeks to: 153 1. Minimize situations in which onerous entry regulations 154 inhibit, discourage, or prevent participants from attending 155 meetings, or failing that to distribute meeting locations such 156 that onerous entry regulations are not always experienced by 157 the same attendees; and 159 2. Avoid meeting in countries with laws that effectively exclude 160 people on the basis of race, religion, gender, sexual 161 orientation, national origin, or gender identity. 163 Where we meet? 164 We meet in different locations globally, in order to spread the 165 difficulty and cost of travel among active participants, balancing 166 travel time and expense across the regions in which IETF 167 participants are based. 169 Internet Access: 170 As an organization, we write specifications for the Internet, and 171 we use it heavily. Meeting attendees need unfiltered access to 172 the general Internet and our corporate networks. "Unfiltered 173 access" in this case means that all forms of communication are 174 allowed. This includes, but is not limited to, access to 175 corporate networks via encrypted VPNs from the meeting Facility 176 and Hotels, including overflow hotels. We also need open network 177 access available at high enough data rates, at the meeting 178 Facility, to support our work, including the support of remote 179 participation. Beyond this, we are the first users of our own 180 technology. Any filtering may cause a problem with that 181 technology development. In some cases, local laws may require 182 some filtering. We seek to avoid such locales without reducing 183 the pool of cities to an unacceptable level by stating a number of 184 criteria below, one mandatory and others important, to allow for 185 the case where local laws may require filtering in some 186 circumstances.[MeetingNet] 188 Focus: 189 We meet to have focused technical discussions. These are not 190 limited to scheduled breakout sessions, although of course those 191 are important. They also happen over meals or drinks -- including 192 a specific type of non-session that we call a "Bar BOF" -- or in 193 side meetings. Environments that are noisy or distracting prevent 194 that or reduce its effectiveness, and are therefore less desirable 195 as a meeting Facility. 197 Economics: 198 Meeting attendees participate as individuals. While many are 199 underwritten by employers or sponsors, many are self-funded. In 200 order to reduce participation costs and travel effort, we 201 therefore seek locations that provide convenient budget 202 alternatives for food and lodging, and which minimize travel 203 segments from major airports to the Venue. Within reason, budget 204 should not be a barrier to accommodation. 206 Least Astonishment and Openness: 207 Regular participants should not be surprised by meeting Venue 208 selections, particularly when it comes to locales. To avoid 209 surprise, the venue selection process, as with all other IETF 210 processes, should be as open as practicable. It should be 211 possible for the community to engage early to express its views on 212 prospective selections, so that the community, the IETF 213 Administrative Oversight Committee (IAOC), and Internet 214 Administrative Director (IAD) can exchange views as to 215 appropriateness long before a venue contract is considered. 217 2.2. Venue Selection Non-Objectives 219 IETF meeting Venues are not selected or declined with the explicit 220 purposes of: 222 Politics: 223 Endorsing or condemning particular countries, political paradigms, 224 laws, regulations, or policies. 226 Maximal attendance: 227 While the IETF strives to be as inclusive as possible both online 228 and in person, maximal meeting attendance in and of itself is not 229 a goal. It would defeat a key goal of meeting if active 230 contributors with differing points of view did not have the 231 opportunity to resolve their disagreements, no matter how full the 232 rooms. 234 Tourism: 235 Variety in site-seeing experiences. 237 3. Meeting Criteria 239 This section contains the criteria for IETF meetings. It is broken 240 down into three subsections: mandatory criteria, important criteria, 241 and other considerations, each as explained below. 243 3.1. Mandatory Criteria 245 If criteria in this subsection cannot be met, a particular location 246 is unacceptable for selection, and the IASA MUST NOT enter into a 247 contract. Should the IASA learn that a location no longer can meet a 248 mandatory requirement after having entered into a contract, it will 249 inform the community and address the matter on a case by case basis. 251 o The Facility MUST provide sufficient space in an appropriate 252 layout to accommodate the expected number of people to attend that 253 meeting. 255 o The Facility and IETF Hotels MUST provide wheelchair access to 256 accommodate the number of people who are anticipated to require 257 it. 259 o It MUST be possible to provision Internet Access to the Facility 260 and IETF Hotels that allows attendees to utilize the Internet for 261 all their IETF, business, and day to day needs. This includes, 262 but is not limited to, native and unmodified IPv4 and IPv6 263 connectivity, global reachability, and no additional limitation 264 that would materially impact their Internet use. To ensure 265 availability, it MUST be possible to provision redundant paths to 266 the Internet. 268 3.2. Important Criteria 270 The criteria in this subsection are not mandatory, but are still 271 highly significant. It may be necessary to trade one or more of 272 these criteria off against others. A Venue that meets more of these 273 criteria is on the whole preferable than another that meets fewer of 274 these criteria. Requirements classed as Important can also be 275 balanced across Venue selections for multiple meetings. When a 276 particular requirement in this section cannot be met, the IASA MUST 277 notify the community at the time of the venue announcement. 278 Furthermore, it may be appropriate for the IASA to assist those who, 279 as a result, have been inconvenienced in some way. 281 3.2.1. Venue City Criteria 283 o Travel to the Venue is acceptable based on cost, time, and burden 284 for participants traveling from multiple regions. It is 285 anticipated that the burden borne will be generally shared over 286 the course of multiple years. 288 o The Venue is assessed as favorable for obtaining a host and 289 sponsors. That is, the Meeting is in a location that it is 290 possible and probable to find a host and sponsors. 292 o Travel barriers to entry, including visa requirements, are likely 293 to be such that an overwhelming majority of participants who wish 294 to do so can attend. The term "travel barriers" is to be read 295 broadly by the IASA in the context of whether a successful meeting 296 can be had. 298 o Economic, safety, and health risks associated with this Venue are 299 acceptable. 301 3.2.2. Basic Venue Criteria 303 The following requirements relate to the Venue and Facilities. 305 The IETF operates internationally and adjusts to local requirements. 306 Facilities selected for IETF Meetings SHALL have provided written 307 assurance that they are in compliance with local health, safety and 308 accessibility laws and regulations, and will remain in compliance 309 throughout our stay. 311 In addition: 313 o There are sufficient places (e.g., a mix of hallways, bars, 314 meeting rooms, and restaurants) for people to hold ad hoc 315 conversations and group discussions in the combination of spaces 316 offered by the facilities, hotels and bars/restaurants in the 317 surrounding area, within walking distance (5-10'). 319 o The cost of guest rooms, meeting space, meeting food and beverage 320 is affordable, within the norms of business travel. 322 o The Facility is accessible or reasonable accommodations can be 323 made to allow access by people with disabilities. 325 3.2.3. Technical Meeting Needs 327 The following criteria relate to technical meeting needs. 329 o The Facility's support technologies and services -- network, 330 audio-video, etc. -- are sufficient for the anticipated activities 331 at the meeting, or the Facility is willing to add such 332 infrastructure or these support technologies and services might be 333 provided by a third party, all at no -- or at an acceptable -- 334 cost to the IETF. 336 o The Facility directly provides, or permits and facilitates, the 337 delivery of a high performance, robust, unfiltered and unmodified 338 IETF Network. 340 o The IETF Hotel(s) directly provide, or else permit and facilitate, 341 the delivery of a high performance, robust, unfiltered and 342 unmodified Internet service for the public areas and guest rooms; 343 this service is typically included in the cost of the room. 345 3.2.4. Hotel Needs 347 The following criteria relate to IETF Hotels. 349 o The IETF Hotel(s) are within close proximity to each other and the 350 Facility. 352 o The guest rooms at the IETF Hotel(s) are sufficient in number to 353 house 1/3 or more of projected meeting attendees. 355 o Overflow Hotels can be placed under contract, within convenient 356 travel time of the Facility and at a variety of guest room rates. 358 o The Facility environs include budget hotels within convenient 359 travel time, cost, and effort. 361 o The IETF Hotel(s) are accessible by people with disabilities. 362 While we mandate wheelchair accessibility, other forms are 363 important, and should be provided to the extent possible, based on 364 anticipated needs of the community. 366 o At least one IETF Hotel or the Facility has a space for use as a 367 lounge, conducive to planned and ad hoc meetings and chatting, as 368 well as working online. There are tables with seating, convenient 369 for small meetings with laptops. These can be at an open bar or 370 casual restaurant. Preferably the lounge area is centrally 371 located, permitting easy access to participants. 373 3.2.5. Food and Beverage 375 It is said that an army travels on its stomach. So too does the 376 IETF. The following criteria relate to food and beverage. 378 o The Facility environs, which includes both onsite, as well as 379 areas within a reasonable walking distance or conveniently 380 accessible by a short taxi ride or by local public transportation, 381 have convenient and inexpensive choices for meals that can 382 accommodate a wide range of dietary requirements. 384 o A range of attendee's health-related and religion-related dietary 385 requirements can be satisfied with robust and flexible onsite 386 service or through access to an adequate grocery. 388 o The Facility environs include grocery shopping that will 389 accommodate a wide range of dietary requirements, within a 390 reasonable walking distance, or conveniently accessible by a short 391 taxi, bus, or subway ride, from the Facility and IETF Hotels. 393 3.3. Other Consideraitons 395 The following considerations are desirable, but not as important as 396 the preceding requirements, and thus should not be traded off for 397 them. 399 o We have something of a preference for an IETF meeting to be under 400 "One Roof". That is, qualified meeting space and guest rooms are 401 available in the same facility. 403 o It is desirable for overflow hotels provide reasonable, reliable, 404 unfiltered Internet service for the public areas and guest rooms; 405 this service is included in the cost of the room. 407 o It is desirable to enter into a multi-event contract with the 408 Facility and IETF Hotels or associated hotel chains in case such a 409 contract will either reduce administrative costs, reduce direct 410 attendee costs, or both. 412 o Particularly when we are considering a city for the first time, it 413 is desirable to have someone participate in the site visit who is 414 familiar with both the locale and the IETF. Such a person can 415 provide guidance regarding safety, location of local services, and 416 understanding best ways to get to and from the Venue, and local 417 customs, as well as identify how our requirements are met. 419 4. Venue Selection Roles 421 The formal structure of IETF administrative support functions is 422 documented in BCP 101 [RFC4071], [RFC4371], [RFC7691]. The reader is 423 expected to be familiar with the entities and roles defined by that 424 document, in particular for the IASA, ISOC, IAOC and IAD. This 425 section describes the roles involved in meeting venue selection 426 (e.g., not who does what at the meetings). It is anticipated that 427 those roles will evolve. The IASA is responsible for keeping the 428 community informed in this regard, and MAY do so without updating 429 this memo. 431 4.1. IETF Participants 433 While perhaps obvious, it is important to note that IETF meetings 434 serve all those who contribute to the work of the IETF. This 435 includes those who attend meetings in person, from newcomer to 436 frequent attendee, to those who participate remotely, as well as 437 those who do not attend but who also contribute their ideas. 438 Potential new contributors are also considered in the process. 440 Participants have a responsibility to express their views about 441 venues early and often, by responding to surveys or other 442 solicitations from IASA functions, and by initiating fresh input as 443 the Participant becomes aware of changes in venues that have been 444 reviewed. This permits those responsible for venue selection to be 445 made aware of concerns relating to particular locations well in 446 advance of having entered into contract discussions. 448 4.2. IESG and IETF Chair 450 The Internet Engineering Steering Group (IESG) comprises the IETF 451 Area Directors and the IETF Chair. Along with the IAB, the IESG is 452 responsible for the management of the IETF, and is the standards 453 approval board for the IETF, as described in BCP9 [RFC2026]. This 454 means that the IESG sets high level policies related to, among other 455 things, meeting venues. The IETF Chair, among other things, relays 456 these IESG-determined policies to the IAOC. The IETF Chair is also a 457 member of the IAOC. 459 4.3. The Internet Society 461 With respect to IETF meetings, the Internet Society (ISOC) or the 462 Secretariat on ISOC's behalf: 464 o Executes all Venue contracts on behalf of the IETF at the request 465 of the IASA 467 o Solicits meeting sponsorships 469 o Collects all meeting-related revenues, including registration 470 fees, sponsorships, hotel commissions, and other miscellaneous 471 revenues 473 ISOC sees to the provisioning and oversight of accounting services, 474 such as invoicing and monthly financial statements. 476 4.4. IETF Administrative Oversight Committee 478 The IETF Administrative Oversight Committee (IAOC) has the 479 responsibility to oversee and select IETF meeting venues. It 480 instructs the IAD and Secretariat to work with the Internet Society 481 to write the relevant contracts. It approves the IETF meetings 482 calendar. In cooperation with the IAD, the IAOC takes necessary 483 actions to ensure that the IASA is aware of participant concerns 484 about particular venues as early in the process as is feasible. 486 4.5. IETF Administrative Support Activity 488 The IETF Administrative Support Activity (IASA) performs the meeting 489 selection process under the oversight of the IAOC. The IETF 490 Secretariat is under contract to support the meeting selection 491 process. This includes identifying, qualifying and reporting on 492 potential meeting sites, as well as supporting meeting Venue contract 493 negotiation. The IETF Secretariat is part of the IASA under the 494 management of the IAD. The IAD takes appropriate actions to solicit 495 community input regarding both retrospective and prospective feedback 496 from participants. 498 4.6. IETF Administrative Director 500 The IETF Administrative Director (IAD) coordinates and supports the 501 activities of the IETF Secretariat, the IAOC Meetings Committee and 502 the IASA to ensure the timely execution of the meeting process. This 503 includes participating in the IAOC Meetings Committee and ensuring 504 its efforts are documented, overseeing Secretariat contract 505 negotiations with the Venue, and coordinating contract execution with 506 ISOC. The meetings budget is managed by the IAD. 508 4.7. IAOC Meetings Committee 510 The fundamental purpose of the Meetings Committee is to participate 511 in the Venue selection process, and to formulate recommendations to 512 the IAOC regarding meeting sites. It also recommends extraordinary 513 meeting-related expenses, and recommends the IETF meetings calendar 514 to the IAOC. The charter of the committee is at: 515 . 517 Membership in the Meetings Committee is at the discretion of the 518 IAOC; it includes an IAOC appointed chair, the IETF Administrative 519 Director (IAD), IAOC members, representatives from the Secretariat, 520 and interested members of the community. 522 5. Venue Selection Steps 524 The following sequence is used by the IAOC to select venues. Unless 525 otherwise stated below, the IAOC may evolve these steps over time 526 without updating this document. 528 5.1. Identification 530 Four years out,the IASA identifies cities that might be candidates 531 for meetings, making use of the Secretariat as they deem appropriate. 532 For example: 534 a. The IASA selects regions, cities, and dates for meetings. 536 b. A list of target cities per region is provided to the 537 Secretariat, with host preferences, if known. 539 c. Potential venues in preferred cities are identified and receive 540 preliminary investigation, including reviews of official advisory 541 sources, consultation with specialty travel services, frequent 542 travelers and local contacts to identify possible barriers to 543 holding a successful meeting in the target cities. 545 d. Investigated cities and findings are provided by the Secretariat 546 to the Meetings Committee for further review. Meetings Committee 547 makes a recommendation to the IASA of investigated/target cities 548 to consider further as well as issues identified and the results 549 of research conducted. 551 5.2. Consultation 553 The IASA MUST consult the community about potential new venues prior 554 to booking. The timing and means by which it does so may vary over 555 time, but MUST include references to any notable travel risks. The 556 consultation may overlap with the previous step (identification). 558 For example: 560 a. The IAOC asks the community whether there are any barriers to 561 holding a successful meeting in any of the target cities in the 562 set. 564 b. Community responses are reviewed and concerns investigated by the 565 Meetings Committee. The results together with recommendations 566 for whether each city should be considered as potential meeting 567 location is provided to the IAOC. 569 c. The IAOC identifies which cities are to be considered as a 570 potential meeting location. 572 d. On a public web page, the IAOC lists all candidate cities, when 573 community input was solicited, and if a city is to be considered 574 as a potential meeting location. 576 e. The Meetings Committee pursues potential meeting locations based 577 on the posted list of cities that have been identified as a 578 potential meeting locations. 580 5.3. Qualification 582 Visit: 584 a. Secretariat assesses "vetted" target cities to determine 585 availability and conformance to criteria. 587 b. Meetings Committee approves potential cities for site 588 qualification visit. 590 c. Site qualification visits are arranged by Secretariat and 591 preliminary negotiations are undertaken with selected potential 592 sites. 594 d. Site qualification visit is conducted using the checklist along 595 the lines of ; the site visit team 597 prepares a site report and discusses it with the Meetings 598 Committee. 600 5.4. Negotiation 602 2.75 - 3 years out, initiate contract negotiations: 604 a. The Meetings Committee reviews the Venue options based on Venue 605 selection criteria and recommends a Venue to the IAOC. The 606 Meetings Committee will not recommend an option unless it meets 607 all Mandatory criteria. 609 b. IAOC selects a Venue for contracting as well as a back-up 610 contracting Venue, if available. 612 c. Secretariat negotiates with selected Venue. IAD reviews contract 613 and requests IAOC and ISOC approval of contract and authority for 614 Secretariat to execute contract on ISOC's behalf. 616 d. Contracts are executed. 618 e. The venue is announced. At this time, the announcement MUST 619 include any notable travel risks or references thereto. 621 5.5. Late Changes 623 If at any time after a contract is signed the IASA learns 624 circumstances have changed such that it is not certain that Important 625 or Mandatory criteria can be met by a Venue, the IASA MUST reconsider 626 the selection. A description of how reconsideration currently takes 627 place is found in . The IASA will gauge the cost 630 of making a change against the ability of the IETF to conclude a 631 successful meeting, and make a final determination based on their 632 best judgment. When there is enough time to do so, the IASA is 633 expected to consult 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 Email: Rpelletier13@gmail.com 666 Laura Nugent 667 Association Management Solutions 668 Email: lnugent@amsl.com 669 Lou Berger 670 LabN Consulting, L.L.C. 671 Email: lberger@labn.net 673 Ole Jacobsen 674 The Internet Protocol Journal 675 EMail: olejacobsen@me.com 677 Jim Martin 678 INOC 679 Email: jim@inoc.com 681 10. Acknowledgements 683 Additional contributions came from Jari Arkko, Scott Bradner, Alissa 684 Cooper, Dave Crocker, Jordi Palet Martinez, Andrew Sullivan, and 685 other participants in the mtgvenue working group. Those listed in 686 this section or as contributors may or may not agree with the content 687 of this memo. 689 11. References 691 11.1. Normative References 693 [RFC2026] Bradner, S., "The Internet Standards Process -- Revision 694 3", BCP 9, RFC 2026, DOI 10.17487/RFC2026, October 1996, 695 . 697 [RFC2119] Bradner, S., "Key words for use in RFCs to Indicate 698 Requirement Levels", BCP 14, RFC 2119, 699 DOI 10.17487/RFC2119, March 1997, 700 . 702 [RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the 703 IETF Administrative Support Activity (IASA)", BCP 101, 704 RFC 4071, DOI 10.17487/RFC4071, April 2005, 705 . 707 [RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for 708 IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371, 709 January 2006, . 711 [RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF 712 Administrative Oversight Committee (IAOC) Members", 713 BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015, 714 . 716 11.2. Informative References 718 [MeetingNet] 719 O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli, 720 "IETF Meeting Network Requirements", WEB 721 https://iaoc.ietf.org/ietf-network-requirements.html. 723 [RFC3935] Alvestrand, H., "A Mission Statement for the IETF", 724 BCP 95, RFC 3935, October 2004. 726 Appendix A. Change Log 728 [RFC Editor: Please remove this section prior to publication.] 730 2016-01-12: Initial version 732 2016-01-21: Update to reflect https://iaoc.ietf.org/documents/ 733 VenueSelectionCriteriaJan2016.pdf and 734 https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf, 735 accessed from https://iaoc.ietf.org/private/privatemeetings.html. 737 2016-02-23: Reorganize and capture IAOC Meetings Committee 738 discussions. 740 2016-03-03: Final from Design Team. 742 2016-03-17: First update incorporating mtgvenue@ietf.org comments 744 2016-05-20 Updated in accordance with editing by Laura Nugent, Dave 745 Crocker, Lou Berger, Fred Baker, and others. 747 posting as working group draft August 2, 2016 749 Reorganized per Alissa Cooper outline Work in progress. In 750 addition, contributors were re-organized to be authors. 752 2016-10-28 Editor changeover. Further alignment with guidance by 753 Alissa Cooper, Andrew Sullivan and the mtgvenue working group. 754 Many various changes. 756 2016-11-16 Extensive editorial, format and polishing pass. A few 757 substance changes, including food section. 759 2016-11-30 Additions based on working group meeting and off-list 760 discussions; more editorial and format hacking. 762 2016-12-24 Various clarifying bits to provide some glue between the 763 high-level 'objectives' and the detailed criteria and roles, per 764 suggestions fronm Lear. Editorial changes, per 12/27 response to 765 Cooper. Refined uses of 'facility' and 'venue', per 12/4 response 766 to Carpenter; also added Carpenter 'lounge' text. Moved community 767 consultation to a separate criterion; removed 'acceptable to the 768 IETF Community from the 2 entries that had it. Removed Post- 769 Seroul Revisions and Text Carried Forward. 771 2016-12-24 Address comments made on list by Stephen Farrell 772 . Minor text change in Section 5. 773 Replaced links in sections 5.3 and 5.5. 775 2017-03-12 Add openness comment as requested by Stephen Farrell. 776 Add statement about 4071 as proposed by Brian and modified by 777 Jari. Elaborated on what "unfiltered" means, based on discussion 778 between Eliot and Stephen. Preface to Section 5 as discussed 779 between Lou and Stephen. Slight editorial tweak to that by Eliot. 780 IETF operates internationally, as proposed by Brian. 782 2017-04-18 Add new introductory text. Sharpen mandatory definition. 783 Split first criteria into two, and reword them to be more 784 actionable. Remove net cash positive requirement. Change many 785 critera from Mandatory to Important. Remove consensus text. 786 Modify chapeau. Add some normative MUSTs in Section 5, and 787 restructure Section 5.5. A bunch of other stuff as well. Use 788 diff. 790 2017-05-14 Happy Mother's Day. This version removes the tabular 791 format of requirements, moves mandatory requirements up front, 792 adds a desiderata section, adds a mandatory filtering requirement, 793 consolidates introductory text, moves procedural requirements into 794 Section 5, removes the definition of Headquarters Hotel, removes 795 the MUST in late changes, and adds a desire for a local 796 participant in site selection. 798 2017-09-12 These are last call edits. Big change is around Internet 799 requirements. Also, address Andrew Sullivan comments, as well as 800 SM comments. Brian Carpenter big scrub on IAOC to IASA. 802 2017-10-20 Final edits from WGLC based on Laura Nugent's review. 803 Most are editorial for clarity. Also, remove large table and link 804 to the live copy. 806 2018-01-10 Changes based on AD review. 808 Author's Address 810 Eliot Lear (editor) 811 Cisco Systems 812 Richtistrasse 7 813 Wallisellen CH-8304 814 Switzerland 816 Phone: +41 44 878 9200 817 Email: lear@cisco.com