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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 February 2, 2018 5 Expires: August 6, 2018 7 IETF Plenary Meeting Venue Selection Process 8 draft-ietf-mtgvenue-iaoc-venue-selection-process-12 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 August 6, 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 . . . . . . . . . . . . . . . . . . . . . . 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. Change Log . . . . . . . . . . . . . . . . . . . . . 16 84 Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 18 86 1. Introduction 88 The 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 block allocations are negotiated and where network 120 services managed by the IASA (e.g., the "IETF" SSID) are in 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 network services 127 managed by the IASA. 129 The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", 130 "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this 131 document are to be interpreted as described in [RFC2119]. 133 2. Venue Selection Objectives 135 2.1. Core Values 137 Some IETF values pervade the selection process. These often are 138 applicable to multiple requirements listed in this document. They 139 are not limited to the following, but at minimum include: 141 Why we meet? 142 We meet to pursue the IETF's mission [RFC3935], partly by 143 advancing the development of Internet-Drafts and RFCs. We also 144 seek to facilitate attendee participation in multiple topics and 145 to enable cross-pollination of ideas and technologies. 147 Inclusiveness: 148 We would like to facilitate the onsite or remote participation of 149 anyone who wants to be involved. 151 Every country has limits on who it will permit within its borders. 152 However the IETF seeks to: 154 1. Minimize situations in which onerous entry regulations 155 inhibit, discourage, or prevent participants from attending 156 meetings, or failing that to distribute meeting locations such 157 that onerous entry regulations are not always experienced by 158 the same attendees; and 160 2. Avoid meeting in countries with laws that effectively exclude 161 people on the basis of race, religion, gender, sexual 162 orientation, national origin, citizenship, or gender identity. 164 Where we meet? 165 We meet in different locations globally, in order to spread the 166 difficulty and cost of travel among active participants, balancing 167 travel time and expense across the regions in which IETF 168 participants are based. 170 Internet Access: 171 As an organization, we write specifications for the Internet, and 172 we use it heavily. Meeting attendees need unfiltered access to 173 the general Internet and their corporate networks. "Unfiltered 174 access" in this case means that all forms of communication are 175 allowed. This includes, but is not limited to, access to 176 corporate networks via encrypted VPNs from the meeting Facility 177 and Hotels, including overflow hotels. We also need open network 178 access available at high enough data rates, at the meeting 179 Facility, to support our work, including the support of remote 180 participation. Beyond this, we are the first users of our own 181 technology. Any filtering may cause a problem with that 182 technology development. In some cases, local laws may require 183 some filtering. We seek to avoid such locales without reducing 184 the pool of cities to an unacceptable level by stating a number of 185 criteria below, one mandatory and others important, to allow for 186 the case where local laws may require filtering in some 187 circumstances.[MeetingNet] 189 Focus: 190 We meet to have focused technical discussions. These are not 191 limited to scheduled breakout sessions, although of course those 192 are important. They also happen over meals or drinks -- including 193 a specific type of non-session that we call a "Bar BOF" [RFC6771] 194 - or in side meetings. Environments that are noisy or distracting 195 prevent that or reduce its effectiveness, and are therefore less 196 desirable as a meeting Facility. 198 Economics: 199 Meeting attendees participate as individuals. While many are 200 underwritten by employers or sponsors, many are self-funded. In 201 order to reduce participation costs and travel effort, we 202 therefore seek locations that provide convenient budget 203 alternatives for food and lodging, and which minimize travel 204 segments from major airports to the Venue. Within reason, budget 205 should not be a barrier to accommodation. 207 Least Astonishment and Openness: 208 Regular participants should not be surprised by meeting Venue 209 selections, particularly when it comes to locales. To avoid 210 surprise, the venue selection process, as with all other IETF 211 processes, should be as open as practicable. It should be 212 possible for the community to engage early to express its views on 213 prospective selections, so that the community, the IETF 214 Administrative Oversight Committee (IAOC), and Internet 215 Administrative Director (IAD) can exchange views as to 216 appropriateness long before a venue contract is considered. 218 2.2. Venue Selection Non-Objectives 220 IETF meeting Venues are not selected or declined with the explicit 221 purposes of: 223 Politics: 224 Endorsing or condemning particular countries, political paradigms, 225 laws, regulations, or policies. 227 Maximal attendance: 228 While the IETF strives to be as inclusive as possible both online 229 and in person, maximal meeting attendance in and of itself is not 230 a goal. It would defeat a key goal of meeting if active 231 contributors with differing points of view did not have the 232 opportunity to resolve their disagreements, no matter how full the 233 rooms. 235 Tourism: 236 Variety in site-seeing experiences. 238 3. Meeting Criteria 240 This section contains the criteria for IETF meetings. It is broken 241 down into three subsections: mandatory criteria, important criteria, 242 and other considerations, each as explained below. 244 3.1. Mandatory Criteria 246 If criteria in this subsection cannot be met, a particular location 247 is unacceptable for selection, and the IASA MUST NOT enter into a 248 contract. Should the IASA learn that a location no longer can meet a 249 mandatory requirement after having entered into a contract, it will 250 inform the community and address the matter on a case by case basis. 252 o The Facility MUST provide sufficient space in an appropriate 253 layout to accommodate the expected number of people to attend that 254 meeting. 256 o The Facility and IETF Hotels MUST provide wheelchair access to 257 accommodate the number of people who are anticipated to require 258 it. 260 o It MUST be possible to provision Internet Access to the Facility 261 and IETF Hotels that allows local attendees to utilize the 262 Internet for all their IETF, business, and day to day needs; as 263 well as sufficient bandwidth and access for remote attendees. 264 This includes, but is not limited to, native and unmodified IPv4 265 and IPv6 connectivity, global reachability, and no additional 266 limitation that would materially impact their Internet use. To 267 ensure availability, it MUST be possible to provision redundant 268 paths to the Internet. 270 3.2. Important Criteria 272 The criteria in this subsection are not mandatory, but are still 273 highly significant. It may be necessary to trade one or more of 274 these criteria off against others. A Venue that meets more of these 275 criteria is on the whole preferable than another that meets fewer of 276 these criteria. Requirements classed as Important can also be 277 balanced across Venue selections for multiple meetings. When a 278 particular requirement in this section cannot be met, the IASA MUST 279 notify the community at the time of the venue announcement. 280 Furthermore, it may be appropriate for the IASA to assist those who, 281 as a result, have been inconvenienced in some way. 283 3.2.1. Venue City Criteria 285 o Travel to the Venue is acceptable based on cost, time, and burden 286 for participants traveling from multiple regions. It is 287 anticipated that the burden borne will be generally shared over 288 the course of multiple years. 290 o The Venue is assessed as favorable for obtaining a host and 291 sponsors. That is, the Meeting is in a location that it is 292 possible and probable to find a host and sponsors. 294 o Travel barriers to entry, including visa requirements, are likely 295 to be such that an overwhelming majority of participants who wish 296 to do so can attend. The term "travel barriers" is to be read 297 broadly by the IASA in the context of whether a successful meeting 298 can be had. 300 o Economic, safety, and health risks associated with this Venue are 301 acceptable. 303 3.2.2. Basic Venue Criteria 305 The following requirements relate to the Venue and Facilities. 307 The IETF operates internationally and adjusts to local requirements. 308 Facilities selected for IETF Meetings SHALL have provided written 309 assurance that they are in compliance with local health, safety and 310 accessibility laws and regulations, and will remain in compliance 311 throughout our stay. 313 In addition: 315 o There are sufficient places (e.g., a mix of hallways, bars, 316 meeting rooms, and restaurants) for people to hold ad hoc 317 conversations and group discussions in the combination of spaces 318 offered by the facilities, hotels and bars/restaurants in the 319 surrounding area, within walking distance (5-10'). 321 o The cost of guest rooms, meeting space, meeting food and beverage 322 is affordable, within the norms of business travel. 324 o The Facility is accessible or reasonable accommodations can be 325 made to allow access by people with disabilities. 327 3.2.3. Technical Meeting Needs 329 The following criteria relate to technical meeting needs. 331 o The Facility's support technologies and services -- network, 332 audio-video, etc. -- are sufficient for the anticipated activities 333 at the meeting, or the Facility is willing to add such 334 infrastructure or these support technologies and services might be 335 provided by a third party, all at no -- or at an acceptable -- 336 cost to the IETF. 338 o The IETF Hotel(s) directly provide, or else permit and facilitate, 339 the delivery of a high performance, robust, unfiltered and 340 unmodified Internet service for the public areas and guest rooms; 341 this service is typically included in the cost of the room. 343 3.2.4. Hotel Needs 345 The following criteria relate to IETF Hotels. 347 o The IETF Hotel(s) are within close proximity to each other and the 348 Facility. 350 o The guest rooms at the IETF Hotel(s) are sufficient in number to 351 house 1/3 or more of projected meeting attendees. 353 o Overflow Hotels can be placed under contract, within convenient 354 travel time of the Facility and at a variety of guest room rates. 356 o The Facility environs include budget hotels within convenient 357 travel time, cost, and effort. 359 o The IETF Hotel(s) are accessible by people with disabilities. 360 While we mandate wheelchair accessibility, other forms are 361 important, and should be provided to the extent possible, based on 362 anticipated needs of the community. 364 o At least one IETF Hotel or the Facility has a space for use as a 365 lounge, conducive to planned and ad hoc meetings and chatting, as 366 well as working online. There are tables with seating, convenient 367 for small meetings with laptops. These can be at an open bar or 368 casual restaurant. Preferably the lounge area is centrally 369 located, permitting easy access to participants. 371 3.2.5. Food and Beverage 373 It is said that an army travels on its stomach. So too does the 374 IETF. The following criteria relate to food and beverage. 376 o The Facility environs, which includes both onsite, as well as 377 areas within a reasonable walking distance or conveniently 378 accessible by a short taxi ride or by local public transportation, 379 have convenient and inexpensive choices for meals that can 380 accommodate a wide range of dietary requirements. 382 o A range of attendee's health-related and religion-related dietary 383 requirements can be satisfied with robust and flexible onsite 384 service or through access to an adequate grocery. 386 o The Facility environs include grocery shopping that will 387 accommodate a wide range of dietary requirements, within a 388 reasonable walking distance, or conveniently accessible by a short 389 taxi, bus, or subway ride, from the Facility and IETF Hotels. 391 3.3. Other Consideraitons 393 The following considerations are desirable, but not as important as 394 the preceding requirements, and thus should not be traded off for 395 them. 397 o We have something of a preference for an IETF meeting to be under 398 "One Roof". That is, qualified meeting space and guest rooms are 399 available in the same facility. 401 o It is desirable for overflow hotels provide reasonable, reliable, 402 unfiltered Internet service for the public areas and guest rooms; 403 this service is included in the cost of the room. 405 o It is desirable to enter into a multi-event contract with the 406 Facility and IETF Hotels or associated hotel chains in case such a 407 contract will either reduce administrative costs, reduce direct 408 attendee costs, or both. 410 o Particularly when we are considering a city for the first time, it 411 is desirable to have someone participate in the site visit who is 412 familiar with both the locale and the IETF. Such a person can 413 provide guidance regarding safety, location of local services, and 414 understanding best ways to get to and from the Venue, and local 415 customs, as well as identify how our requirements are met. 417 4. Venue Selection Roles 419 The formal structure of IETF administrative support functions is 420 documented in BCP 101 [RFC4071], [RFC4371], [RFC7691]. The reader is 421 expected to be familiar with the entities and roles defined by that 422 document, in particular for the IASA, ISOC, IAOC and IAD. This 423 section describes the roles involved in meeting venue selection 424 (e.g., not who does what at the meetings). It is anticipated that 425 those roles will evolve. The IASA MUST keep the community informed 426 in this regard, but MAY do so without updating this memo. 428 4.1. IETF Participants 430 While perhaps obvious, it is important to note that IETF meetings 431 serve all those who contribute to the work of the IETF. This 432 includes those who attend meetings in person, from newcomer to 433 frequent attendee, to those who participate remotely, as well as 434 those who do not attend but who also contribute their ideas. 435 Potential new contributors are also considered in the process. 437 Participants have a responsibility to express their views about 438 venues early and often, by responding to surveys or other 439 solicitations from IASA functions, and by initiating fresh input as 440 the Participant becomes aware of changes in venues that have been 441 reviewed. This permits those responsible for venue selection to be 442 made aware of concerns relating to particular locations well in 443 advance of having entered into contract discussions. 445 4.2. IESG and IETF Chair 447 The Internet Engineering Steering Group (IESG) comprises the IETF 448 Area Directors and the IETF Chair. Along with the IAB, the IESG is 449 responsible for the management of the IETF, and is the standards 450 approval board for the IETF, as described in BCP9 [RFC2026]. This 451 means that the IESG sets high level policies related to, among other 452 things, meeting venues. The IETF Chair, among other things, relays 453 these IESG-determined policies to the IAOC. The IETF Chair is also a 454 member of the IAOC. 456 4.3. The Internet Society 458 With respect to IETF meetings, the Internet Society (ISOC) or the 459 IETF Secretariat on ISOC's behalf: 461 o Executes all Venue contracts on behalf of the IETF at the request 462 of the IASA 464 o Solicits meeting sponsorships 465 o Collects all meeting-related revenues, including registration 466 fees, sponsorships, hotel commissions, and other miscellaneous 467 revenues 469 ISOC sees to the provisioning and oversight of accounting services, 470 such as invoicing and monthly financial statements. 472 4.4. IETF Administrative Oversight Committee 474 The IETF Administrative Oversight Committee (IAOC) has the 475 responsibility to oversee and select IETF meeting venues. It 476 instructs the IAD and IETF Secretariat to work with the Internet 477 Society to write the relevant contracts. It gives final approval to 478 the IETF meetings calendar. In cooperation with the IAD, the IAOC 479 takes necessary actions to ensure that the IASA is aware of 480 participant concerns about particular venues as early in the process 481 as is feasible. 483 4.5. IETF Administrative Support Activity 485 The IETF Administrative Support Activity (IASA) performs the meeting 486 selection process under the oversight of the IAOC. The IETF 487 Secretariat is under contract to support the meeting selection 488 process. This includes identifying, qualifying and reporting on 489 potential meeting sites, as well as supporting meeting Venue contract 490 negotiation. The IETF Secretariat is part of the IASA under the 491 management of the IAD. The IAD takes appropriate actions to solicit 492 community input regarding both retrospective and prospective feedback 493 from participants. 495 4.6. IETF Administrative Director 497 The IETF Administrative Director (IAD) coordinates and supports the 498 activities of the IETF Secretariat, the IAOC Meetings Committee and 499 the IASA to ensure the timely execution of the meeting process. This 500 includes participating in the IAOC Meetings Committee and ensuring 501 its efforts are documented, overseeing Secretariat contract 502 negotiations with the Venue, and coordinating contract execution with 503 ISOC. The IAD manages the meetings budget. 505 4.7. IAOC Meetings Committee 507 The fundamental purpose of the Meetings Committee is to participate 508 in the Venue selection process, and to formulate recommendations to 509 the IAOC regarding meeting sites. It also recommends extraordinary 510 meeting-related expenses, and recommends the IETF meetings calendar 511 to the IAOC. The charter of the committee is at: 512 . 514 Membership in the Meetings Committee is at the discretion of the 515 IAOC; it includes an IAOC appointed chair, the IETF Administrative 516 Director (IAD), IAOC members, representatives from the Secretariat, 517 and interested members of the community. 519 5. Venue Selection Steps 521 The following sequence is used by the IAOC to select venues. Unless 522 otherwise stated below, the IAOC may evolve these steps over time 523 without updating this document. 525 5.1. Identification 527 Four years out,the IASA identifies cities that might be candidates 528 for meetings, making use of the Secretariat as they deem appropriate. 529 For example: 531 a. The IASA selects regions, cities, and dates for meetings. 533 b. A list of target cities per region is provided to the 534 Secretariat, with host preferences, if known. 536 c. Potential venues in preferred cities are identified and receive 537 preliminary investigation, including reviews of official advisory 538 sources, consultation with specialty travel services, frequent 539 travelers and local contacts to identify possible barriers to 540 holding a successful meeting in the target cities. 542 d. Investigated cities and findings are provided by the Secretariat 543 to the Meetings Committee for further review. Meetings Committee 544 makes a recommendation to the IASA of investigated/target cities 545 to consider further as well as issues identified and the results 546 of research conducted. 548 5.2. Consultation 550 The IASA MUST consult the community about potential new venues prior 551 to booking. The timing and means by which it does so may vary over 552 time, but MUST include references to any notable travel risks. The 553 consultation may overlap with the previous step (identification). 555 For example: 557 a. The IAOC asks the community whether there are any barriers to 558 holding a successful meeting in any of the target cities in the 559 set. 561 b. Community responses are reviewed and concerns investigated by the 562 Meetings Committee. The results together with recommendations 563 for whether each city should be considered as potential meeting 564 location is provided to the IAOC. 566 c. The IAOC identifies which cities are to be considered as a 567 potential meeting location. 569 d. On a public web page, the IAOC lists all candidate cities, when 570 community input was solicited, and if a city is to be considered 571 as a potential meeting location. 573 e. The Meetings Committee pursues potential meeting locations based 574 on the posted list of cities that have been identified as a 575 potential meeting locations. 577 5.3. Qualification 579 Visit: 581 a. Secretariat assesses "vetted" target cities to determine 582 availability and conformance to criteria. 584 b. Meetings Committee approves potential cities for site 585 qualification visit. 587 c. Site qualification visits are arranged by Secretariat and 588 preliminary negotiations are undertaken with selected potential 589 sites. 591 d. Site qualification visit is conducted using the checklist along 592 the lines of ; the site visit team 594 prepares a site report and discusses it with the Meetings 595 Committee. 597 5.4. Negotiation 599 2.75 - 3 years out, initiate contract negotiations: 601 a. The Meetings Committee reviews the Venue options based on Venue 602 selection criteria and recommends a Venue to the IAOC. The 603 Meetings Committee will not recommend an option unless it meets 604 all Mandatory criteria. 606 b. IAOC selects a Venue for contracting as well as a back-up 607 contracting Venue, if available. 609 c. Secretariat negotiates with selected Venue. IAD reviews contract 610 and requests IAOC and ISOC approval of contract and authority for 611 Secretariat to execute contract on ISOC's behalf. 613 d. Contracts are executed. 615 e. The venue is announced. At this time, the announcement MUST 616 include any notable economic, health, or safety risks or 617 references thereto. 619 5.5. Late Changes 621 If at any time after a contract is signed the IASA learns 622 circumstances have changed such that it is not certain that Important 623 or Mandatory criteria can be met by a Venue, the IASA MUST reconsider 624 the selection. A description of how reconsideration currently takes 625 place is found in . The IASA will gauge the cost 628 of making a change against the ability of the IETF to conclude a 629 successful meeting, and make a final determination based on their 630 best judgment. When there is enough time to do so, the IASA is 631 expected to consult the community about changes. 633 6. IANA Considerations 635 This memo asks the IANA for no new parameters. 637 [The RFC-Editor may remove this section prior to publicaiton.] 639 7. Security Considerations 641 This note proposes no protocols, and therefore no new protocol 642 insecurities. 644 8. Privacy Considerations 646 This note reveals no personally identifying information apart from 647 its authorship. 649 [The RFC-Editor may remove this section prior to publication.] 651 9. Contributors 653 The following people provided substantial text contributions to this 654 memo: 656 Fred Baker 657 Email: fred.ietf@gmail.com 659 Fred originated this work. 661 Ray Pelletier 662 Email: Rpelletier13@gmail.com 664 Laura Nugent 665 Association Management Solutions 666 Email: lnugent@amsl.com 668 Lou Berger 669 LabN Consulting, L.L.C. 670 Email: lberger@labn.net 672 Ole Jacobsen 673 The Internet Protocol Journal 674 EMail: olejacobsen@me.com 676 Jim Martin 677 INOC 678 Email: jim@inoc.com 680 10. Acknowledgements 682 Additional contributions came from Jari Arkko, Scott Bradner, Alissa 683 Cooper, Dave Crocker, Jordi Palet Martinez, Andrew Sullivan, and 684 other participants in the mtgvenue working group. Those listed in 685 this section or as contributors may or may not agree with the content 686 of this memo. 688 11. References 690 11.1. Normative References 692 [RFC2026] Bradner, S., "The Internet Standards Process -- Revision 693 3", BCP 9, RFC 2026, DOI 10.17487/RFC2026, October 1996, 694 . 696 [RFC2119] Bradner, S., "Key words for use in RFCs to Indicate 697 Requirement Levels", BCP 14, RFC 2119, 698 DOI 10.17487/RFC2119, March 1997, 699 . 701 [RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the 702 IETF Administrative Support Activity (IASA)", BCP 101, 703 RFC 4071, DOI 10.17487/RFC4071, April 2005, 704 . 706 [RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for 707 IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371, 708 January 2006, . 710 [RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF 711 Administrative Oversight Committee (IAOC) Members", 712 BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015, 713 . 715 11.2. Informative References 717 [MeetingNet] 718 O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli, 719 "IETF Meeting Network Requirements", WEB 720 https://iaoc.ietf.org/ietf-network-requirements.html. 722 [RFC3935] Alvestrand, H., "A Mission Statement for the IETF", 723 BCP 95, RFC 3935, DOI 10.17487/RFC3935, October 2004, 724 . 726 [RFC6771] Eggert, L. and G. Camarillo, "Considerations for Having a 727 Successful "Bar BOF" Side Meeting", RFC 6771, 728 DOI 10.17487/RFC6771, October 2012, 729 . 731 Appendix A. Change Log 733 [RFC Editor: Please remove this section prior to publication.] 735 2016-01-12: Initial version 737 2016-01-21: Update to reflect https://iaoc.ietf.org/documents/ 738 VenueSelectionCriteriaJan2016.pdf and 739 https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf, 740 accessed from https://iaoc.ietf.org/private/privatemeetings.html. 742 2016-02-23: Reorganize and capture IAOC Meetings Committee 743 discussions. 745 2016-03-03: Final from Design Team. 747 2016-03-17: First update incorporating mtgvenue@ietf.org comments 749 2016-05-20 Updated in accordance with editing by Laura Nugent, Dave 750 Crocker, Lou Berger, Fred Baker, and others. 752 posting as working group draft August 2, 2016 753 Reorganized per Alissa Cooper outline Work in progress. In 754 addition, contributors were re-organized to be authors. 756 2016-10-28 Editor changeover. Further alignment with guidance by 757 Alissa Cooper, Andrew Sullivan and the mtgvenue working group. 758 Many various changes. 760 2016-11-16 Extensive editorial, format and polishing pass. A few 761 substance changes, including food section. 763 2016-11-30 Additions based on working group meeting and off-list 764 discussions; more editorial and format hacking. 766 2016-12-24 Various clarifying bits to provide some glue between the 767 high-level 'objectives' and the detailed criteria and roles, per 768 suggestions fronm Lear. Editorial changes, per 12/27 response to 769 Cooper. Refined uses of 'facility' and 'venue', per 12/4 response 770 to Carpenter; also added Carpenter 'lounge' text. Moved community 771 consultation to a separate criterion; removed 'acceptable to the 772 IETF Community from the 2 entries that had it. Removed Post- 773 Seroul Revisions and Text Carried Forward. 775 2016-12-24 Address comments made on list by Stephen Farrell 776 . Minor text change in Section 5. 777 Replaced links in sections 5.3 and 5.5. 779 2017-03-12 Add openness comment as requested by Stephen Farrell. 780 Add statement about 4071 as proposed by Brian and modified by 781 Jari. Elaborated on what "unfiltered" means, based on discussion 782 between Eliot and Stephen. Preface to Section 5 as discussed 783 between Lou and Stephen. Slight editorial tweak to that by Eliot. 784 IETF operates internationally, as proposed by Brian. 786 2017-04-18 Add new introductory text. Sharpen mandatory definition. 787 Split first criteria into two, and reword them to be more 788 actionable. Remove net cash positive requirement. Change many 789 critera from Mandatory to Important. Remove consensus text. 790 Modify chapeau. Add some normative MUSTs in Section 5, and 791 restructure Section 5.5. A bunch of other stuff as well. Use 792 diff. 794 2017-05-14 Happy Mother's Day. This version removes the tabular 795 format of requirements, moves mandatory requirements up front, 796 adds a desiderata section, adds a mandatory filtering requirement, 797 consolidates introductory text, moves procedural requirements into 798 Section 5, removes the definition of Headquarters Hotel, removes 799 the MUST in late changes, and adds a desire for a local 800 participant in site selection. 802 2017-09-12 These are last call edits. Big change is around Internet 803 requirements. Also, address Andrew Sullivan comments, as well as 804 SM comments. Brian Carpenter big scrub on IAOC to IASA. 806 2017-10-20 Final edits from WGLC based on Laura Nugent's review. 807 Most are editorial for clarity. Also, remove large table and link 808 to the live copy. 810 2018-01-10 Changes based on AD review. 812 2018-02-02 Changes based on genart review and IETF last call. 814 Author's Address 816 Eliot Lear (editor) 817 Cisco Systems 818 Richtistrasse 7 819 Wallisellen CH-8304 820 Switzerland 822 Phone: +41 44 878 9200 823 Email: lear@cisco.com