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Run idnits with the --verbose option for more detailed information about the items above. -------------------------------------------------------------------------------- 2 INTERNET DRAFT Mark Prior 3 Guidelines for IETF Meeting Sites connect.com.au pty ltd 4 Dave Crocker 5 Brandenburg Consulting 6 Bill Manning 7 ISI 8 E. Paul Love 9 Internet Consulting of Vermont 10 Simon Coppins 11 Sellnet Communications Pty Ltd 13 Guidelines for IETF Meeting Sites 15 Status of this Memo 17 This document is an Internet-Draft. Internet-Drafts are working 18 documents of the Internet Engineering Task Force (IETF), its 19 areas, and its working groups. Note that other groups may also 20 distribute working documents as Internet-Drafts. 22 Internet-Drafts are draft documents valid for a maximum of six 23 months and may be updated, replaced, or obsoleted by other 24 documents at any time. It is inappropriate to use Internet- 25 Drafts as reference material or to cite them other than as 26 ``work in progress.'' 28 To learn the current status of any Internet-Draft, please check 29 the ``1id-abstracts.txt'' listing contained in the Internet- 30 Drafts Shadow Directories on ds.internic.net (US East Coast), 31 ftp.nordu.net (Europe), ftp.isi.edu (US West Coast), or 32 munnari.oz.au (Pacific Rim). 34 This Internet Draft expires on 31 May 1998. 36 Please send comments to the authors. 38 Abstract 40 The IETF is an international group that conducts most of its 41 business using electronic mail however three times a year it 42 conducts an open meeting for one week. For the most part the actual 43 mechanics of the meeting are organised by the IETF secretariat but 44 there are some requirements placed on the organisation hosting the 45 meeting. 47 This document attempts to provide some guidelines for organisations 48 that wish to volunteer to act as host for one of these open 49 meetings. As the IETF growth pattern mirrors the Internet itself 50 this document expresses sizes as a percentage of the expected 51 attendance rather than use fixed numbers as we expect these numbers 52 to change for each meeting. At the last meeting, in Washington DC 53 there were just over 1900 attendees. 55 Travel 57 The IETF is an international organisation so it is expected that 58 meetings will be held in various parts of the globe and that it 59 will be necessary to travel to "remote" locations. It is 60 recommended that the host city have direct intercontinental 61 connections from two other continents. For example a city in 62 Europe should have direct connections from two of North America, 63 South America, Africa or Asia. It is also expected that these 64 connections be of sufficient capacity and frequency at the time of 65 the proposed meeting to accomodate the arrival and departure of 66 the predicted number of non-local attendees. Ideally this would 67 mean that the host city could be reached with at most 2 aircraft 68 transfers for most attendees. 70 Accommodation 72 The host city must have sufficient hotels within walking distance 73 (maximum 10 minutes) of the meeting site to accommodate everyone 74 that wishes to attend the meeting. At the present time this means 75 providing block booking for the peak night of approximately 60% of 76 the expected attendance (remembering that not everyone attends for 77 the whole week). It is desirable that the hotels be of, at least, 78 superior standard with at least one offering rates within the 79 current US government employee per diem limit and be members of an 80 international chain of hotels (to aid booking of rooms from 81 overseas). Information should also be provided on inexpensive hotels 82 that are within walking distance of the meeting site, to accomodate 83 attendees on a more strict budget. It is also desirable that the 84 hotels be located close by to other amenities, including a range of 85 restaurants with a variety of cuisines (including vegetarian 86 dishes). There should be a variety of means of reaching the hotel 87 from the airport in addition to rental cars, such as taxis, airport 88 shuttles and public transport. 90 Meetings Site 92 The IETF is made up of a large number of working groups the majority 93 of which will wish to meet during the week, possibly more than once. 94 It is therefore a requirement that the meetings site be capable of 95 supporting at least 7 simultaneous meetings with meeting rooms 96 varying in sizes. The specific requirements are as follows: 97 Sunday 98 1 "foyer area" for registration 99 1 x 10% 1000-1800 100 1 x 30% 1500-1700 101 1 x 80% 1700-2000 103 Monday - Friday 104 1 "foyer area" for registration 105 2 x 5% 0900-2200 106 2 x 10% 0900-2200 107 2 x 15% 0900-2200 108 2 x 20% 0900-2200 109 2 x 25% 0900-2200 110 1 x small meeting room (hollow square) 0700-0900 112 Thursday (additional) 113 1 x 80% 1500-1900 plenary hall 115 In addition an office is required (board room style) from Saturday 116 until Friday for IETF secretariat use. 118 Two of the larger rooms must be capable of supporting the broadcast 119 of proceeding to the Internet. It is preferred that the meeting site 120 be located within one of the hotels but if this is not possible it 121 must be located within 5 minutes walk of the hotels and it must have 122 access for people with disabilities. 124 Terminal Room 126 One component of the meeting that must be provided by the local 127 host is the "terminal room". This room must be located at the 128 meeting site and is in addition to the meetings rooms. It should 129 be designed to provide attendees with easy access from the host 130 location to the Internet. The terminal room is expected to be 131 available from noon Sunday through noon Friday. To accommodate 132 those attendees who arrive on Saturday (due to air fare savings, 133 jet lag recover, etc) it would be desirable to have it operational 134 from Saturday afternoon or evening if possible. The room itself 135 will need to be available for computer/network setup on the Friday 136 preceeding the meeting and should be at least 250 square metres 137 (approx 2500 square feet). An additional room is also required for 138 storage. 140 X window displays (or Windows based PCs) (5%) and Ethernet drops 141 (7.5%) should be provided, with a small number of localtalk runs. In 142 addition 3 high performance laser printers are required with one 143 dedicated to transparencies. A suitable server will be required to 144 support dynamic host configuration for those devices connecting to 145 the Ethernet drops (although some people may require fixed 146 configuration information in order to traverse their firewalls). 147 A number of PCs providing access to software for the preparation 148 and modification of documents and presentations would also be 149 highly desirable. Supply, installation and support of all terminal 150 room equipment and the associated Internet link are at the expense 151 of the local host. 153 It would be very desirable to provide a "small" number of dialin 154 lines to the terminal room so that attendees at hotels remote from 155 the meeting site can readily access the facilities in the terminal 156 room. 158 MBONE 160 Recent IETF meetings have been broadcast over the Internet, 161 normally two simultaneous sessions. To broadcast a meeting you 162 need a connection to the MBONE (Multicast Backbone) over at least 163 an E1/T1 link. As the MBONE is still experimental you will require 164 a MBONE router to connect to the MBONE, this may be a multicast 165 capable workstation (using the MROUTER software) or a router that 166 supports IP Multicast (and DVMRP tunnels). 168 To broadcast a session you will need a multicast capable 169 workstation with a frame grabber as well as video & audio mixing 170 equipment suitable for interworking with the sites audio/video 171 facility. This facility should be configured so that remote 172 participants can contribute to the discussion as well as just 173 watch proceedings. 175 It is also desirable that sessions be recorded and then 176 rebroadcast during the night to allow people in other time zones 177 the opportunity to watch the session, even if they cannot 178 participate. 180 Social Event 182 Although optional, traditionally the host site has also been 183 responsible for arranging a social event for at least 10-20% of the 184 participants, that is held on one evening early in the week 185 (determined in coordination with the IETF secretariat). 187 The actual scope and content of the event is up to the local host, 188 the IETF secretariat can provide advice on the appropriateness of 189 the event but cannot be directly involved. 191 Authors 193 Mark Prior 194 connect.com.au pty ltd 195 C/- AAPT 196 Level 1, 45 Pirie Street 197 Adelaide, SA 5000 198 AUSTRALIA 200 Phone: +61 8 8203 2088 201 Fax: +61 8 8203 2099 202 Email: mrp@connect.com.au 204 Dave Crocker 205 Brandenburg Consulting 206 675 Spruce Dr. 207 Sunnyvale, CA 94086 208 USA 210 Phone: +1 408 246 8253 211 Fax: +1 408 249 6205 212 Email: dcrocker@brandenburg.com 214 Bill Manning 215 ISI 216 4676 Admiralty Way #1001 217 Marina del Rey, CA 90292 218 USA 220 Phone: +1 310 822 1511 221 Email: bmanning@isi.edu 223 E. Paul Love 224 Internet Consulting of Vermont 225 Brattleboro, VT 05301 226 USA 228 Phone: +1 802 254 9087 229 Fax: +1 802 254 5783 230 Email: epl@sover.net 232 Simon Coppins 233 SellNet Communications Pty Ltd 234 155 Fullarton Road 235 Rose Park, SA 5067 236 AUSTRALIA 238 Phone: +61 8 8431 0044 239 Fax: +61 8 8431 0074 240 Email: coppins@sell.net