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Palet 3 Internet-Draft Consulintel 4 Expires: July 20, 2006 January 16, 2006 6 IETF Meeting Venue Selection Criteria 7 draft-palet-ietf-meeting-venue-selection-criteria-04.txt 9 Status of this Memo 11 By submitting this Internet-Draft, each author represents that any 12 applicable patent or other IPR claims of which he or she is aware 13 have been or will be disclosed, and any of which he or she becomes 14 aware will be disclosed, in accordance with Section 6 of BCP 79. 16 Internet-Drafts are working documents of the Internet Engineering 17 Task Force (IETF), its areas, and its working groups. Note that 18 other groups may also distribute working documents as Internet- 19 Drafts. 21 Internet-Drafts are draft documents valid for a maximum of six months 22 and may be updated, replaced, or obsoleted by other documents at any 23 time. It is inappropriate to use Internet-Drafts as reference 24 material or to cite them other than as "work in progress." 26 The list of current Internet-Drafts can be accessed at 27 http://www.ietf.org/ietf/1id-abstracts.txt. 29 The list of Internet-Draft Shadow Directories can be accessed at 30 http://www.ietf.org/shadow.html. 32 This Internet-Draft will expire on July 20, 2006. 34 Copyright Notice 36 Copyright (C) The Internet Society (2006). 38 Abstract 40 This document provides the IAD with technical and logistic criteria 41 for selecting venues for IETF meetings. 43 Table of Contents 45 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . 3 46 2. Location and Hosting Criteria . . . . . . . . . . . . . . . . 3 47 2.1. Vacation Destinations . . . . . . . . . . . . . . . . . . 4 48 2.2. Hosting and Sponsorship . . . . . . . . . . . . . . . . . 4 49 2.3. Freedom of Participation . . . . . . . . . . . . . . . . . 5 50 2.4. Productivity and Working Environment . . . . . . . . . . . 5 51 2.5. Attendance Limitation and Visas . . . . . . . . . . . . . 5 52 2.6. Decision and Reporting . . . . . . . . . . . . . . . . . . 6 53 3. Logistic Criteria for Venue Selection . . . . . . . . . . . . 6 54 3.1. Meeting Rooms . . . . . . . . . . . . . . . . . . . . . . 7 55 3.2. Other Venue Considerations . . . . . . . . . . . . . . . . 9 56 3.3. Sleeping Rooms . . . . . . . . . . . . . . . . . . . . . . 10 57 3.4. Local Transportation . . . . . . . . . . . . . . . . . . . 10 58 3.5. Airport/Wide-Area Transportation . . . . . . . . . . . . . 11 59 3.6. Food Logistics . . . . . . . . . . . . . . . . . . . . . . 11 60 3.7. Technical and Regulatory Considerations . . . . . . . . . 12 61 3.8. Health Considerations . . . . . . . . . . . . . . . . . . 12 62 4. Logistic Risks and Contingencies . . . . . . . . . . . . . . . 12 63 5. Technical Requirements and Contingencies . . . . . . . . . . . 13 64 6. Timing and Planning . . . . . . . . . . . . . . . . . . . . . 13 65 7. Venue Acceptance/Rejection Report . . . . . . . . . . . . . . 14 66 8. Process and Openness . . . . . . . . . . . . . . . . . . . . . 14 67 9. Security Considerations . . . . . . . . . . . . . . . . . . . 15 68 10. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 15 69 11. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . . 15 70 12. References . . . . . . . . . . . . . . . . . . . . . . . . . . 15 71 12.1. Normative References . . . . . . . . . . . . . . . . . . . 15 72 12.2. Informative References . . . . . . . . . . . . . . . . . . 15 73 Author's Address . . . . . . . . . . . . . . . . . . . . . . . . . 17 74 Intellectual Property and Copyright Statements . . . . . . . . . . 18 76 1. Introduction 78 IETF meetings are an important part of the IETF process. As such, 79 their hosting and organization should be planned carefully. This 80 will ensure that attendees make the best use of their meeting time, 81 maximize they performance and that unexpected developments (such as 82 cancellations, inadequate working conditions, and unreliable 83 connectivity) do not occur. 85 This document describes logistic and technical criteria for venue 86 selection, logistic and technical contingency measures, and details 87 related to the planning and timing of meetings. 89 Generally, this document does not present a strict list of "MUST" 90 items. Instead, it lists what needs to be evaluated, various 91 alternative solutions, or combinations thereof, that may apply. In 92 the end, the IAD will make the final decision and will be accountable 93 for it, and therefore he is responsible for applying the criteria 94 defined in this document according to the hosting/sponsorship 95 availability. 97 Experience shows that things could go wrong when there is too strict 98 a dependence on specific people or equipment and when no alternatives 99 are provisioned for. Consequently, contingencies are a very 100 important consideration. 102 2. Location and Hosting Criteria 104 The number of participants in the IETF is growing. Although many of 105 these participants are from North America, experience shows that when 106 a meeting is organized elsewhere, fewer than half the participants 107 come from there. Consequently, to ensure open international access, 108 it has been suggested that the IETF meet outside North America at 109 least once every three times. 111 However, this recommendation is often too simple. The overall 112 selection criteria from this document will qualify the location. 114 When a location is being chosen, it is important to consider that the 115 monetary surplus coming from the meetings goes toward sustaining the 116 IETF. Each meeting's overall cost should be considered part of a 117 global operation. A lower meeting cost (food, facilities, network, 118 meeting fees, host capabilities, sponsorship) may not necessarily 119 mean a lower secretariat cost. At the same time, the overall average 120 participant cost must also be taken in consideration. Although a 121 cheap venue generates a high surplus for the IETF, the average cost 122 for attendees (flights, hotels, other costs) might become much more 123 expensive, which might generate a drop in the attendance. 125 2.1. Vacation Destinations 127 Vacation destinations may seem difficult for some people to justify 128 as a business expense, but for a few people this could also be true 129 for other situations. Often, frequent contributors to the IETF will 130 not need to justify their participation regardless of the location. 132 If a vacation spot is to be chosen as a meeting location, places with 133 a very heavy concentration of visitors should be avoided. Congested 134 airport traffic could make transit for IETF participants difficult. 135 It should be confirmed that the additional load caused by IETF 136 participants would not be an issue. 138 2.2. Hosting and Sponsorship 140 The choice of continent and country depends not only on the 141 logistical and technical criteria listed in this document, but also 142 on offers of hosting and sponsorship. The IETF desires to meet in 143 countries with significant actual or potential participation. 145 Hosting and sponsorship have a particular financial and 146 organizational impact. Experience shows that when the IETF goes to a 147 new country, an eager and committed local host organization is vital. 148 A local host willing to sponsor some facilities for the meeting 149 (without marketing noise) may be of great budgetary assistance, 150 regardless of the country. 152 Some of these matters may be subject to confidential negotiations, 153 which should be in the hands of IASA and, in particular, the IAD [1]. 155 Regarding the sponsorship itself, the meetings are not directly 156 rewarding as a marketing action, as is usually the case for other 157 events. This is because the IETF community mainly comprises 158 engineers, who are generally not the decision makers who may become 159 customers. However, sponsoring IETF offers an important reward from 160 the perspective of community contribution. This "lower-level" reward 161 is one more reason to make sure that not all sponsorship details are 162 openly disseminated, unless the host clearly authorizes this. Even 163 if the host does, open dissemination can be counterproductive for 164 future meetings. 166 However it may be interesting to have, after each meeting, a summary 167 evaluation of all the issues and costs, overall figures, which will 168 help to improve the criteria and the performance of the following 169 meetings. 171 2.3. Freedom of Participation 173 Meetings should not be held in countries where some attendees could 174 be disallowed entry or where freedom of speech is not guaranteed for 175 all participants. 177 IETF is an open organization, and anyone from any region should 178 always be able to participate, so the meeting place cannot be a 179 barrier. 181 The country hosting the IETF meeting should not restrict the 182 participant's freedom of expression; for example, by blocking web 183 sites or redirecting dns that may be required during the meeting for 184 usual participant's business, censoring of personal communications, 185 blocking of VPN/SSH and other similar practices. 187 Freedom of speech during the meeting must be guaranteed. 189 Abridged participation by local participants should be seriously 190 considered as well. For example, local participants could be under 191 pressure to support national technical policies on threat of 192 imprisonment or other punitive actions. 194 Local participants should be able to attend a meeting without any 195 special government approval. Otherwise, the venue does not support 196 increased local participation, which is one of the IETF's goals. 198 2.4. Productivity and Working Environment 200 The productivity of working groups in IETF meetings is very 201 important. This means that the "ideal" venue should try to 202 facilitate good participation from frequent WG contributors and lots 203 of local participation (first-time attendees often want to 204 participate again in the future and may become our next generation of 205 contributors). 207 It is also important to rotate locations so that the participation of 208 new people will increase. 210 The working environment should enable participants to do their 211 business without too much outside interference. 213 2.5. Attendance Limitation and Visas 215 The country hosting the event should not limit the attendance for any 216 participant. Places in the world where a significant number of 217 contributors can't go (or get to without doing a lot of work) should 218 be rejected as candidates to host the IETF. 220 The average time that is required to issue a visitor visa suitable 221 for a short-term visit for IETF business needs to be confirmed. If 222 this time is not predictable in advance and measurable in a small 223 number of months, that itself is a barrier to participation. 225 The IAD must make special considerations if the visa requirements are 226 so stringent that it is extremely difficult or even impossible for 227 some participants to attend. 229 The host country should not have unreasonable visa regulations. That 230 is, either visas should not be required for most participants, or, if 231 they are required, they should be obtainable at low cost and 232 shouldn't take any unnecessary overhead from the organization or the 233 attendees. 235 Citizens of certain countries may have difficulty in obtaining visas 236 for political reasons. The IASA should take all possible steps to 237 ensure that official governmental support is available for such 238 people. 240 Furthermore, explicit requirements and procedures should be worked 241 out in advance, coordinated with the host country government, and 242 posted in the IETF meeting web page. 244 If a particular country refuses to cooperate with the IETF in setting 245 up procedures for a meeting in their country, this should be posted 246 on the IETF meetings web page so that this problem can be considered 247 when future venues are selected. 249 2.6. Decision and Reporting 251 The IASA, acting through the IAD and the Secretariat, has the power 252 of the final decision about meeting venues and hosts. The IASA 253 should consult with the IETF Chair, the IESG, the IAB and the 254 volunteer team as necessary. 256 Despite the need for confidentiality, the IETF should be somehow 257 informed about generals aspects of the evaluation criteria as to why 258 a venue/location is or is not adequate. Therefore, some form of open 259 report should be produced after each venue is evaluated. 261 3. Logistic Criteria for Venue Selection 263 The average attendance at an IETF meeting is about 1,300 people. 264 However, this may reach up to 2,300 people in some circumstances (for 265 instance, depending on the meeting location). 267 Therefore, the suggested venue meeting room capacity is calculated 268 for about 1,600 people: a meeting space of about 60,000 square feet 269 or 5,500 square meters. 271 3.1. Meeting Rooms 273 The following table shows the approximate needs for meeting rooms and 274 their expected size, including the usual setup time a few days before 275 the meeting. This represents only a basic guideline for minimum 276 requirements. 278 +------+------+------+---+---+---+---+---+---+---+---+---+---+---+ 279 | Room | Cap | M. | W | T | F | S | S | M | T | W | T | F | S | 280 +------+------+------+---+---+---+---+---+---+---+---+---+---+---+ 281 | Term | | 464 | X | X | X | X | X | X | X | X | X | X | X | 282 | NOC | | 93 | X | X | X | X | X | X | X | X | X | X | X | 283 | Stor | | 65 | X | X | X | X | X | X | X | X | X | X | | 284 | IETF | | 93 | | X | X | X | X | X | X | X | X | X | | 285 | Staf | | 65 | | X | X | X | X | X | X | X | X | X | | 286 | Host | | 65 | | X | X | X | X | X | X | X | X | X | | 287 | Reg. | | 93 | | X | X | X | X | X | X | X | X | X | | 288 | Rec. | 900 | 770 | | | | | X | | | | | | | 289 | Meet | 30t | 63 | | | | | X | | | | | | | 290 | Meet | 40t | 63 | | | | | X | X | X | X | X | X | | 291 | Meet | 100t | 111 | | | | | X | X | X | X | X | X | | 292 | Meet | 200t | 204 | | | | | X | X | X | X | X | X | | 293 | Meet | 200t | 204 | | | | | X | X | X | X | X | X | | 294 | Meet | 300t | 260 | | | | | X | X | X | X | X | X | | 295 | Meet | 300t | 260 | | | | | X | X | X | X | X | X | | 296 | Meet | 300t | 260 | | | | | X | X | X | X | X | X | | 297 | Meet | 500t | 390 | | | | | X | X | X | X | X | X | | 298 | Meet | 500t | 390 | | | | | X | X | X | X | X | X | | 299 | Meet | 40hs | 195 | | | | X | X | X | X | X | X | X | | 300 | Meet | 20hs | 73 | | | | X | X | X | X | X | X | X | | 301 | Brk | | 1391 | | | | | X | X | X | X | X | X | | 302 | Plen | 1500 | 139 | | | | | | | | X | X | | | 303 +------+------+------+---+---+---+---+---+---+---+---+---+---+---+ 305 Meeting room requirements 307 Table 1 309 Legend: 311 o Room Name/Usage (Terminal Room, NOC Room, Storage Room, IETF 312 Office, Staff Lounge, Host Lounge, Registration Area, Reception, 313 Meeting Room, AM/PM Breaks, Plenary). 315 o Room Capacity Requirement (People for Reception, Theater for 316 Meeting Rooms, Hollow Square for last two meeting rooms). Plenary 317 is 1500 Theater. 319 o Room Size in Square Meters. 321 o Wednesday, Tuesday, Friday, Saturday (meeting setup). Sunday, 322 Monday, Tuesday, Wednesday, Thursday, Friday (meeting). Saturday 323 (end of meeting). 325 Obviously, these figures could change from meeting to meeting and are 326 only a guideline. Indeed, over time the space in the meeting rooms 327 is becoming too small, and this should be considered in the future. 328 Adequate planning will take in consideration change in participant's 329 interests in different work areas, which may create logistic troubles 330 when configuring each specific meeting agenda. Additional space 331 allows a more convenient working environment for participants. 333 Note that some meeting rooms can be used for several functions, 334 according to the meeting schedule. For example, the plenary meeting 335 room could be used only when the other sessions aren't underway, and 336 breaks could be taken in the registration area in the foyer. 338 For some of the meeting rooms, such as the storage and NOC, multiple 339 keys should be available so that they can be adequately distributed 340 to the relevant staff. 342 All meeting rooms should have a sufficient number of power sockets 343 and cords for connecting the laptops of about 80% of the expected 344 attendees. 346 When conference facilities are used instead of meeting rooms in 347 hotels, it may be necessary to increase the security when there are 348 too many entrances. Some additional technical issues may also arise 349 according to previous experience, such as access to wiring closets or 350 AV facilities. 352 Rooms are generally held on a 24-hour basis, and it is highly 353 recommended that they may be used at any time without restrictions, 354 except for the time required for cleaning service. In certain 355 places, this could be a cost issue and may not be convenient. This 356 may be the case when using conference facilities. 358 However, from the IETF perspective, the rooms generally do not need 359 to be available on a 24-hour basis (with the exception of the 360 terminal room), but removing and reinstalling cabling, access points 361 or other equipment, should not be required by the venue. 363 Regarding the rooms availability and considering the variability of 364 them, if we define "access" as the ability to enter set up a room 365 (e.g., to plug in equipment) but not necessarily to occupy it, it 366 should be possible to get access to the meeting room at least 12 367 hours prior to holding a meeting in that room. 369 3.2. Other Venue Considerations 371 There should be reasonable seating space in open areas outside the 372 meeting rooms, but not far removed from them, for impromptu hallway 373 discussions and such. Power outlets should also be available in 374 those areas. Apart to the terminal room, it may be convenient, if 375 possible, to have some "quiet" rooms, where people can go to read and 376 think in peace. 378 The venue should also provide adequate space for participants to take 379 refreshments during breaks, in a comfortable way. 381 The technical team should review the security of the location; for 382 example, placement of cameras in critical locations should be 383 considered. 385 Access to a loading dock and a pallet jack will facilitate the 386 receipt of network gear and other materials used in the meeting. 388 The NOC should set up a router on-site before the meeting, in order 389 to test everything in advance. It is extremely important that the 390 location of this equipment be accessible for the NOC. 392 The venue's wiring plan (power and data) should be fully available up 393 front as part of the evaluation and during the meeting, with 394 immediate access to control rooms (for example, to make sure that if 395 a circuit trips, it may be flipped back on almost immediately). 397 The venue needs to be wheelchair accessible. The host should also be 398 aware of other possible attendees' handicaps. Some regular attendees 399 are blind, hypoglycemic, diabetic, or afflicted with any number of 400 other handicaps. Some attendees may have concerns about the 401 availability (and even the legality) of the drugs they need. There 402 are countries in which possession of some drugs (even with a 403 prescription) might get a person in serious trouble. Some 404 information from the host in this regard is very welcome. 406 Weather conditions should not be prohibitive, and the movement of 407 attendees in likely weather conditions to and from the airport, 408 venue, and suggested hotels should be considered. 410 Similarly, the venue's air conditioning or heating capacity should be 411 adequate according to the expected attendance and external weather 412 conditions, including humidity and altitude. The host should 413 consider the effect when 80% of the attendees use their laptops, each 414 of which will typically dissipate 150 to 200 watts of heat. 415 Obviously, this does not mean that the air conditioning or heating 416 system must be on all the time; on the contrary, thermostats should 417 work automatically in order to allow a comfortable working 418 environment. 420 3.3. Sleeping Rooms 422 The approximate requirements for sleeping rooms will be a block of 423 around 5.515 rooms/nights. This is only a generic guideline. 425 The following table shows the needs for sleeping rooms, including a 426 setup time a few days before the meeting. 428 +-----+-----+-----+-----+-------+-------+-----+-----+-----+-----+ 429 | Thu | Fri | Sat | Sun | Mon | Tue | Wed | Thu | Fri | Sat | 430 +-----+-----+-----+-----+-------+-------+-----+-----+-----+-----+ 431 | 5 | 100 | 450 | 980 | 1.000 | 1.000 | 970 | 770 | 200 | 40 | 432 +-----+-----+-----+-----+-------+-------+-----+-----+-----+-----+ 434 Sleeping room requirements 436 Table 2 438 3.4. Local Transportation 440 The location of the venue (and of the main hotels if the venue is not 441 a big hotel) should allow quick movement of the attendees between the 442 sleeping and meeting rooms. It is strongly suggested that the 443 meeting rooms be located in the main hotel (which would have a 444 minimum capacity of about 60% of the required sleeping rooms). 446 If the meeting rooms are not located in the same place as the main 447 block of sleeping rooms, inexpensive public transportation should 448 allow the movement of 100% of the attendees in less than 30 minutes' 449 time; meeting timing and usual public transport utilization by the 450 locals should be considered. This may be the case when the meeting 451 is being hosted in a convention center instead of at a big hotel 452 (which may not be available in some locations). This is becoming a 453 frequent practice for a number of meetings. 455 Ideally, a number of alternative hotels will be within walking 456 distance (10 to 15 minutes) of the event venue. 458 If the IETF has to recommend several "official" hotels, which is 459 often the case, especially when the main hotel is insufficient to 460 house most of the participants, some sort of free-of-charge network 461 connectivity should be provided at all the official hotels. 463 3.5. Airport/Wide-Area Transportation 465 The airport and other means of wide-area transportation need to have 466 adequate capacity and decent connections. 468 There should be easy and inexpensive transportation from the nearby 469 airports to the meeting site. Typically, an airport should be less 470 than 50 kilometers' distance from the site, and public transportation 471 and affordable taxi services should be available. 473 The airport should have a capacity adequate for the number of 474 attendees arriving and departing; for example, with sufficient number 475 of scheduled flights, and without bottlenecks due to local 476 immigration practices. 478 Traveling to the venue should be possible with a maximum of one 479 flight hop from a major hub. The airport must have several 480 international carriers. 482 Detailed instructions for transportation and of the approximate cost 483 to get to and from hotels should be made available. 485 3.6. Food Logistics 487 The attendees (1,600 to 2,000 people) should be able to get lunch and 488 dinner, according to the meeting timing, in a maximum of 60 to 90 489 minutes, including transit time back and forth. 491 In general, a variety of restaurants will be required within walking 492 distance, allowing reservation of small and medium tables. Special 493 requirements (such as vegetarian food, among other choices) must be 494 satisfied. 496 As a general consideration, meals must be available when the IETF 497 needs them. If what this section specifies is not completely 498 possible, a combination of off-site restaurants and on-site delivery 499 of good-quality sandwiches (including vegetarian and alternative 500 choices) could be acceptable. 502 A list of places that can deliver food to the venue would be helpful. 504 Places for casual meetings, such as BAR BoFs, should also be 505 available. 507 3.7. Technical and Regulatory Considerations 509 It should be possible for the IETF participants to rent cell phones. 510 This is especially relevant for the secretariat/registration/NOC 511 staff. 513 It should be possible to know a country's specific technological 514 regulations up front, especially those that could affect the 515 provision of the network and equipment often used by the staff and 516 the attendees. For instance, some countries do not authorize 802.11a 517 frequencies. 519 3.8. Health Considerations 521 Any high risk to health for a high number of participants (such as 522 malaria, other infections or mandatory health checks at immigration) 523 should be considered a barrier. 525 It would be acceptable if the vaccination of the participants did not 526 adversely affect the attendance. In any case, appropriate 527 recommendations about vaccinations and mandatory health checks should 528 be provided ahead the meeting, far enough in advance for the 529 participants to take appropriate measures. 531 Obviously, these recommendations are only guidelines for the 532 attendees to check according to their own specific situations. 533 Often, health considerations will depend on a number of factors, such 534 as a traveler's nationality, where the traveler has been recently, 535 where the traveler intends to go within the destination country, the 536 length of the stay, and even the mode of transportation into the 537 destination country. 539 4. Logistic Risks and Contingencies 541 Physical safety and security threats at the location must be 542 evaluated. It should be understood that the attendees come from all 543 over the world. Any specific threats must be addressed in advance 544 (hiring guards, etc.). 546 Appropriate warnings (e.g., about local crime risks) must be given. 548 An emergency response plan and risk analysis must be in place 549 throughout the meeting, covering issues such as food intoxication, 550 medical problems, theft, and indications when something is stolen. 552 A red-colored paper should be included in each participant's 553 registration envelope, with details about the evacuation plan. It 554 should also include a clear statement regarding the situation in case 555 of cancellation (for instance, attendee costs versus committed costs 556 with the host/hotel, retention of meeting fees). 558 An evaluation of war and terrorism risks and countermeasures is also 559 required. The location should have no exceptional security 560 considerations on this regard. 562 Appropriate insurance should be investigated for IETF meetings. 564 Adequate contingency plans should be available for those risks. 566 5. Technical Requirements and Contingencies 568 IETF meetings have strict requirements concerning to the network that 569 need to be evaluated altogether which the criteria described in this 570 document. 572 Similarly, there are other important technical details which should 573 also be considered. 575 A venue can perfectly match all the criteria described in this 576 document and however be inadequate for deploying the required network 577 (wired, wireless) and to match other required technical details. 579 The failure to comply with the technical requirements and have 580 adequate network/technical contingency plans, is obviously a very 581 important handicap to accept a venue as a good candidate. 583 For simplicity and in order to make easy the understanding of non- 584 technical and technical/network aspects, the later ones are described 585 in a separate document "IETF Meeting Network and Other Technical 586 Requirements" [2]. 588 6. Timing and Planning 590 IETF meeting dates should be planned sufficiently in advance, looking 591 to the calendars of related meetings (in terms of people attending 592 them), in order to avoid having meetings clash. 594 The IETF is a meeting of a considerable size, which often makes it 595 difficult to find a reasonable venue in a short time. The general 596 recommendation is that any candidate venue should be explored and 597 surveyed with a leading time not less than 24 months' time ahead of 598 the expected meeting dates. Similarly, the final decision for the 599 selected venue should be made no later than 18 months in advance of 600 the meeting's starting date. 602 Note that network setup and testing often require around one week in 603 order to ensure an appropriate and quality deployment. 605 In order to provide the best conditions for meals, the meeting 606 schedule should be adjusted appropriately according to local habits. 608 7. Venue Acceptance/Rejection Report 610 Despite the information provided by the proponent of a given venue 611 (and before making a final decision about its acceptance or 612 rejection), the IAD should make an on-site survey for venues that 613 seem to pass the criteria defined in this document. 615 The on-site survey report will compare the selection criteria against 616 the proposal information and the actual on-site findings, describing 617 possible discrepancies or issues that may need further consideration 618 (even if this document doesn't include them as part of the criteria 619 set). 621 A "site report" for the selected site is important for future 622 planning. A report is also important for "failed" sites, possibly 623 describing them in an anonymous way such as "X, Y, and Z were also 624 considered but had to be postponed or abandoned due to lack of 625 available space, sponsor agreement, technical considerations, local 626 conditions, etc.". 628 8. Process and Openness 630 In order to demonstrate compliance with the IETF meeting venue 631 selection criteria, the main information related to a site proposal 632 will be made publicly available on the IETF web site, excluding some 633 or all of the negotiation's confidential issues that could be 634 subjected to the sponsor or host's decision. 636 A summary of the information has to be made public regardless of 637 whether the site is finally selected. If agreed to by the proponent, 638 this summary could be highly detailed, including all the options 639 being considered (such as a given city and several venues in the same 640 city). Alternatively, it can be made available without citing the 641 city, but instead making clear the reasons why it has not been 642 selected, in order to help future proponents foresee similar issues. 644 This will not only help the openness of the process but also as 645 collective knowledge help a better organization and solution of 646 issues for future meetings. 648 In principle, details should not be hidden from the community 649 regarding the proponent and site options, and this should be the 650 overall rule for the publication of the details. However, once a 651 venue is selected, there may be contractual bindings that may not 652 allow all the negotiation details to be disclosed. Obviously, this 653 withholding will be restricted to a minimum. 655 The published information will describe what the proponent offered 656 and report the on-site survey, which should be done by the IAD before 657 the final acceptance or rejection of a proposed venue. 659 9. Security Considerations 661 This document does not have any protocol-related security 662 considerations. 664 10. IANA Considerations 666 This document does not have any specific IANA considerations. 668 11. Acknowledgements 670 The author would like to acknowledge the inputs of Adrian Farrel, 671 Albert Vezza, Andrew McGregor, Avri Doria, Bill Sommerfeld, Brett 672 Thorson, Brian Carpenter, Daniel Senie, Dave Crocker, Ed Juskevicius, 673 Eliot Lear, Elwyn Davies, Eric Gray, Eric Rosen, Frank Ellermann, 674 Gene Gaines, Harald Tveit Alvestrand, Hui Deng, James M. Polo, Jari 675 Arkko, Jim Martin, Joe Abley, Joel Jaeggli, John Loughney, Julien 676 Maisonneuve, Karen Odonoghue, Ken Raeburn, Marcia Beaulieu, Marshall 677 Eubanks, Melinda Shore, Ole Jacobsen, Paul Aitken, Pekka Savola, 678 Phillip Hallam-Baker, Randy Presuhn, Ray Pelletier, Sam Hartman and 679 Scott W Brim. 681 12. References 683 12.1. Normative References 685 12.2. Informative References 687 [1] Austein, R. and B. Wijnen, "Structure of the IETF Administrative 688 Support Activity (IASA)", BCP 101, RFC 4071, April 2005. 690 [2] Palet, J., "IETF Meeting Network and Other Technical 691 Requirements", January 2006, 692 . 694 Author's Address 696 Jordi Palet Martinez 697 Consulintel 698 Molino de la Navata, 75 699 La Navata - Galapagar - Madrid 700 E-28420 - Spain 702 Phone: +34 91 151 81 99 703 Fax: +34 91 151 81 98 704 Email: jordi.palet@consulintel.es 706 Intellectual Property Statement 708 The IETF takes no position regarding the validity or scope of any 709 Intellectual Property Rights or other rights that might be claimed to 710 pertain to the implementation or use of the technology described in 711 this document or the extent to which any license under such rights 712 might or might not be available; nor does it represent that it has 713 made any independent effort to identify any such rights. 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