mtgvenue R. Pelletier Internet-Draft Internet Society Intended status: Best Current Practice L. Nugent Expires: October 20, 2017 Association Management Solutions D. Crocker, Ed. Brandenburg InternetWorking L. Berger LabN Consulting, L.L.C. O. Jacobsen The Internet Protocol Journal J. Martin INOC F. Baker, Ed. E. Lear, Ed. Cisco Systems GmbH April 18, 2017 IETF Plenary Meeting Venue Selection Process draft-ietf-mtgvenue-iaoc-venue-selection-process-06 Abstract The IAOC has responsibility for arranging IETF plenary meeting Venue selection and operation. This document details the IETF's Meeting Venue Selection Process from the perspective of its goals, criteria and thought processes. It points to additional process documents on the IAOC Web Site that go into further detail and are subject to change with experience. Status of This Memo This Internet-Draft is submitted in full conformance with the provisions of BCP 78 and BCP 79. Internet-Drafts are working documents of the Internet Engineering Task Force (IETF). Note that other groups may also distribute working documents as Internet-Drafts. The list of current Internet- Drafts is at http://datatracker.ietf.org/drafts/current/. Internet-Drafts are draft documents valid for a maximum of six months and may be updated, replaced, or obsoleted by other documents at any time. It is inappropriate to use Internet-Drafts as reference material or to cite them other than as "work in progress." This Internet-Draft will expire on October 20, 2017. Pelletier, et al. Expires October 20, 2017 [Page 1] Internet-Draft Venue Selection April 2017 Copyright Notice Copyright (c) 2017 IETF Trust and the persons identified as the document authors. All rights reserved. This document is subject to BCP 78 and the IETF Trust's Legal Provisions Relating to IETF Documents (http://trustee.ietf.org/license-info) in effect on the date of publication of this document. Please review these documents carefully, as they describe your rights and restrictions with respect to this document. Code Components extracted from this document must include Simplified BSD License text as described in Section 4.e of the Trust Legal Provisions and are provided without warranty as described in the Simplified BSD License. Table of Contents 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 3 1.1. Background . . . . . . . . . . . . . . . . . . . . . . . 3 1.2. Requirements Language . . . . . . . . . . . . . . . . . . 3 2. Venue Selection Objectives . . . . . . . . . . . . . . . . . 4 2.1. Core Values . . . . . . . . . . . . . . . . . . . . . . . 4 2.2. Venue Selection Non-Objectives . . . . . . . . . . . . . 6 3. Venue Selection Criteria . . . . . . . . . . . . . . . . . . 6 3.1. Venue City Criteria . . . . . . . . . . . . . . . . . . . 7 3.2. Basic Venue Criteria . . . . . . . . . . . . . . . . . . 8 3.3. Technical Services and Operations Criteria . . . . . . . 9 3.4. Lodging Criteria . . . . . . . . . . . . . . . . . . . . 10 3.5. Food and Beverage Criteria . . . . . . . . . . . . . . . 11 4. Venue Selection Roles . . . . . . . . . . . . . . . . . . . . 12 4.1. IETF Participants . . . . . . . . . . . . . . . . . . . . 12 4.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 13 4.3. The Internet Society . . . . . . . . . . . . . . . . . . 13 4.4. IETF Administrative Oversight Committee . . . . . . . . . 13 4.5. IETF Administrative Support Activity . . . . . . . . . . 13 4.6. IETF Administrative Director . . . . . . . . . . . . . . 14 4.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 14 5. Venue Selection Steps . . . . . . . . . . . . . . . . . . . . 14 5.1. Identification . . . . . . . . . . . . . . . . . . . . . 14 5.2. Consultation . . . . . . . . . . . . . . . . . . . . . . 15 5.3. Qualification . . . . . . . . . . . . . . . . . . . . . . 15 5.4. Negotiation . . . . . . . . . . . . . . . . . . . . . . . 16 5.5. Late Changes . . . . . . . . . . . . . . . . . . . . . . 16 6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 16 7. Security Considerations . . . . . . . . . . . . . . . . . . . 16 8. Privacy Considerations . . . . . . . . . . . . . . . . . . . 17 9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 17 10. References . . . . . . . . . . . . . . . . . . . . . . . . . 17 Pelletier, et al. Expires October 20, 2017 [Page 2] Internet-Draft Venue Selection April 2017 10.1. Normative References . . . . . . . . . . . . . . . . . . 17 10.2. Informative References . . . . . . . . . . . . . . . . . 17 Appendix A. Site Qualification Visit Checklist . . . . . . . . . 18 Appendix B. Contingency Planning Flow Chart . . . . . . . . . . 24 Appendix C. Change Log . . . . . . . . . . . . . . . . . . . . . 25 Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 27 1. Introduction The IAOC has responsibility for arranging IETF plenary meeting venue selection and operation. The purpose of this document is to guide the IAOC in their selection of regions, cities, and facilities, and hotels. The IAOC applies this guidance at different points in the process in an attempt to faithfully meet the requirements of the IETF community. We specify a set of general criteria for venue selection and several requirements for transparency and community consultation. 1.1. Background Following IETF 94 and at IETF 95 there was a discussion on the IETF list of the selection process and criteria for IETF meetings. In response to that discussion, the IAOC and the IAOC Meetings Committee took it upon themselves to more publicly document its process and refine it, based on input from IETF Participants. 1.2. Requirements Language Requirements called out in this document are identified by the degree of requirement. The labels that are used are: Mandatory: If this requirement cannot be met, a particular location is unacceptable for selection, and no contract is to be entered into. Should the IAOC learn that a location no longer can meet a mandatory requirement after having entered into a contract, it will inform the community and address the matter on a case by case basis. Important: Does not qualify as Mandatory, but is still highly significant. It can be traded against other Important items, such that a Venue that meets more of these criteria is on the whole more preferable than another that meets less of these criteria. Requirements classed as Important can also be balanced across Venue selections for multiple meetings. Desired: Pelletier, et al. Expires October 20, 2017 [Page 3] Internet-Draft Venue Selection April 2017 We would very much like to meet this requirement, but the failure to meet it will not disqualify a Venue. While this document uses these terms and these meanings, it remains the responsibility of the IAOC to apply their best judgment. The IAOC accepts input and feedback both during the consultation process and later (for instance when there are changes in the situation at a chosen location). Any appeals remain subject to the provisions of BCP101 [RFC4071]. As always, the community is encouraged to provide direct feedback to the NOMCOM, IESG, and IAB regarding the discharge of the IAOC's performance. The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this document are to be interpreted as described in [RFC2119]. 2. Venue Selection Objectives 2.1. Core Values Some IETF values pervade the selection process. These often are applicable to multiple requirements listed in this document. They are not limited to the following, but at minimum include: Why do we meet? We meet to pursue the IETF's mission [RFC3935], partly by advancing the development of Internet-Drafts and RFCs. We also seek to facilitate attendee participation in multiple topics and to enable cross-pollination of ideas and technologies. Inclusiveness: We would like to facilitate the onsite or remote participation of anyone who wants to be involved. Every country has limits on who it will permit within its borders. However the IETF seeks to: 1. Minimize situations in which onerous entry regulations prevent participants from attending meetings, or failing that to distribute meeting locations such that onerous entry regulations are not always experienced by the same attendees 2. Avoid meeting in countries with laws that effectively exclude people on the basis of race, religion, gender, sexual orientation, national origin, or gender identity Where do we meet? Pelletier, et al. Expires October 20, 2017 [Page 4] Internet-Draft Venue Selection April 2017 We meet in different locations globally, in order to spread the difficulty and cost of travel among active participants, balancing travel time and expense across the regions in which IETF participants are based. Internet Access: As an organization, we write specifications for the Internet, and we use it heavily. Meeting attendees need unfiltered access to the general Internet and our corporate networks. "Unfiltered access" in this case means that all forms of communication are allowed. This includes, but is not limited to, access to corporate networks via encrypted VPNs from the meeting Facility and Hotels, including overflow hotels. We also need open network access available at high enough data rates, at the meeting Facility, to support our work, including the support of remote participation. Beyond this, we are the first users of our own technology. Any filtering may cause a problem with that technologiy's development.[MeetingNet] Focus: We meet to have focused technical discussions. These are not limited to scheduled breakout sessions, although of course those are important. They also happen over meals or drinks -- including a specific type of non-session that we call a "Bar BOF" -- or in side meetings. Environments that are noisy or distracting prevent that or reduce its effectiveness, and are therefore less desirable as a meeting Facility. Economics: Meeting attendees participate as individuals. While many are underwritten by employers or sponsors, many are self-funded. In order to reduce participation costs and travel effort, we therefore seek locations that provide convenient budget alternatives for food and lodging, and which minimize travel segments from major airports to the Venue. Within reason, budget should not be a barrier to accommodation. Least Astonishment and Openness: Regular participants should not be surprised by meeting Venue selections, particularly when it comes to locales. To avoid surprise, the venue selection process, as with all other IETF processes, should be as open as practicable. It should be possible for the community to engage early to express its views on prospective selections, so that the community, IAOC, and IAD can exchange views as to appropriateness long before a venue contract is considered. Pelletier, et al. Expires October 20, 2017 [Page 5] Internet-Draft Venue Selection April 2017 2.2. Venue Selection Non-Objectives IETF meeting Venues are not selected or declined with the explicit purposes of: Politics: Endorsing or condemning particular countries, political paradigms, laws, regulations, or policies. Maximal attendance: While the IETF strives to be as inclusive as possible both online and in person, maximal meeting attendance in and of itself is not a goal. It would defeat a key goal of meeting if active contributors with differing points of view did not have the opportunity to resolve their disagreements, no matter how full the rooms. Tourism: Variety in site-seeing experiences. 3. Venue Selection Criteria A number of criteria are considered during the site selection process. The following list is not in any particular order, but includes the major considerations. The selection of a Venue always requires trade-offs. There are no perfect venues. For example, a site might not have a single hotel that can accommodate a significant number of the attendees of a typical IETF. That doesn't disqualify it, but it might reduce its desirability in the presence of an alternative that does provide that single hotel. Some evaluation criteria are subjective. For this reason, the IAOC and Meetings Committee will specifically review, and affirm to their satisfaction, that all "Mandatory" labeled criteria are satisfied by a particular Venue, as part of the process defined below in Section 5. Three terms describe the places for which the IETF contracts services: Venue: This is an umbrella term for the city, meeting resources and guest room resources. Facility: Pelletier, et al. Expires October 20, 2017 [Page 6] Internet-Draft Venue Selection April 2017 The building that houses meeting rooms and associated resources. It may also house an IETF Hotel or the Headquarters Hotel. IETF Hotels: One or more hotels, in close proximity to the Facility, where the IETF guest room allocations are negotiated and IETF SSIDs are in use. Headquarters Hotel: The hotel designated as primary for the IETF meeting. It include IETF SSIDs for networking, might be adjoining -- or even contain -- the meeting Facility -- and typically has the bulk of the hotel room allocations. 3.1. Venue City Criteria These concern basic aspects of a candidate city: Pelletier, et al. Expires October 20, 2017 [Page 7] Internet-Draft Venue Selection April 2017 +------------------------------------------------------+------------+ | Criteria | Required | +------------------------------------------------------+------------+ | Consultation with the IETF Community has not | "Mandatory | | produced concerns sufficient to disqualify the | " | | Venue. | | +------------------------------------------------------+------------+ | Travel to the Venue is acceptable based on cost, | "Important | | time, and burden for participants traveling from | " | | multiple regions. It is anticipated that the burden | | | borne will be generally shared over the course of | | | multiple years. | | +------------------------------------------------------+------------+ | The Venue is assessed as favorable for obtaining a | "Important | | host and sponsors. That is, the Meeting is in a | " | | location and at a price that it is possible and | | | probable to find a host and sponsors. | | +------------------------------------------------------+------------+ | It is possible to enter into a multi-event contract | "Desired" | | with the Facility and IETF Hotels to optimize | | | meeting and attendee benefits, i.e., reduce | | | administrative costs and reduce direct attendee | | | costs, will be considered a positive factor. Such a | | | contract can be considered after at least one IETF | | | meeting has been held at the Facility. | | +------------------------------------------------------+------------+ | Travel barriers to entry, including visa | "Important | | requirements, are unlikely to impede attendance by | " | | an overwhelming majority of participants. | | +------------------------------------------------------+------------+ | Economic, safety, and health risks associated with | "Important | | this Venue are acceptable. | " | +------------------------------------------------------+------------+ | Available travel issue assessments -- such as -- have been pointed out the IETF community. | | | [[Editor's Note: The implication here is that a note | | | has been sent to the IETF that includes travel | | | assessments before a contract has been entered into. | | | How is this intended to be operationalized? /d]] | | +------------------------------------------------------+------------+ 3.2. Basic Venue Criteria The IETF operates internationally and adjusts to local requirements. Facilities selected for IETF Meetings conform with local health, safety and accessibility laws and regulations. A useful discussion of related considerations in evaluating this criterion is at: Pelletier, et al. Expires October 20, 2017 [Page 8] Internet-Draft Venue Selection April 2017 *** Editor's Note *** In the spirit of the 'international' focus, we need a comprehensive document that is similar to the one cited, but without a national focus. The current reference is US- specific. /d In addition: +-----------------------------------------------------+-------------+ | Criteria | Required | +-----------------------------------------------------+-------------+ | The Facility is assessed to be able to provide | "Mandatory" | | sufficient space in an appropriate layout to | | | accommodate the expected number of people to attend | | | that meeting. | | +-----------------------------------------------------+-------------+ | There are sufficient places (e.g., a mix of | "Important" | | hallways, bars, meeting rooms, and restaurants) for | | | people to hold ad hoc conversations and group | | | discussions. | | +-----------------------------------------------------+-------------+ | The cost of guest rooms, meeting space, meeting | "Important" | | food and beverage is affordable, within the norms | | | of business travel. | | +-----------------------------------------------------+-------------+ | The economics of the Venue are in line with | "Removed" | | expectations agreed between ISOC and the IAOC. | | +-----------------------------------------------------+-------------+ | The Facility permits holding an IETF meeting under | "Desired" | | "One Roof". That is, qualified meeting space and | | | guest rooms are available in the same facility. | | +-----------------------------------------------------+-------------+ | The Facility permits easy wheelchair access. | "Mandatory" | +-----------------------------------------------------+-------------+ | The Facility is accessible by people with | "Important" | | disabilities. | | +-----------------------------------------------------+-------------+ 3.3. Technical Services and Operations Criteria Pelletier, et al. Expires October 20, 2017 [Page 9] Internet-Draft Venue Selection April 2017 +-----------------------------------------------------+-------------+ | Criteria | Required | +-----------------------------------------------------+-------------+ | The Facility's support technologies and services -- | "Important" | | network, audio-video, etc. -- are sufficient for | | | the anticipated activities at the meeting, or the | | | Facility is willing to add such infrastructure or | | | these support technologies and services might be | | | provided by a third party, all at no -- or at an | | | acceptable -- cost to the IETF. | | +-----------------------------------------------------+-------------+ | The Facility directly provides, or permits and | "Important" | | facilitates, the delivery of a high performance, | | | robust, unfiltered and unmodified IETF Network. | | +-----------------------------------------------------+-------------+ | The IETF Hotel(s) directly provide, or else permit | "Important" | | and facilitate, the delivery of a high performance, | | | robust, unfiltered and unmodified Internet service | | | for the public areas and guest rooms; this service | | | is typically included in the cost of the room. | | +-----------------------------------------------------+-------------+ | The overflow hotels provide reasonable, reliable, | "Desired" | | unfiltered Internet service for the public areas | | | and guest rooms; this service is included in the | | | cost of the room. | | +-----------------------------------------------------+-------------+ 3.4. Lodging Criteria Pelletier, et al. Expires October 20, 2017 [Page 10] Internet-Draft Venue Selection April 2017 +-----------------------------------------------------+-------------+ | Criteria | Required | +-----------------------------------------------------+-------------+ | The IETF Hotel(s) are within close proximity to | "Important" | | each other and the Facility. | | +-----------------------------------------------------+-------------+ | The guest rooms at the IETF Hotel(s) are sufficient | "Important" | | in number to house 1/3 or more of projected meeting | | | attendees. | | +-----------------------------------------------------+-------------+ | Overflow Hotels can be placed under contract, | "Important" | | within convenient travel time of the Facility and | | | at a variety of guest room rates. | | +-----------------------------------------------------+-------------+ | The Venue environs include budget hotels within | "Important" | | convenient travel time, cost, and effort. | | +-----------------------------------------------------+-------------+ | The IETF Hotel(s) permit easy wheelchair access. | "Mandatory" | +-----------------------------------------------------+-------------+ | The IETF Hotel(s) are accessible by people with | "Important" | | disabilities. | | +-----------------------------------------------------+-------------+ | The IETF Headquarters Hotel has a space for use as | "Important" | | a lounge, conducive to planned and accidental | | | meetings and chatting, as well as working online. | | | There are tables with seating, convenient for small | | | meetings with laptops. The can be at an open bar or | | | casual restaurant. Preferably the lounge area is on | | | the path between the meeting rooms and the hotel | | | entrance, and is available all day and night. | | +-----------------------------------------------------+-------------+ 3.5. Food and Beverage Criteria Pelletier, et al. Expires October 20, 2017 [Page 11] Internet-Draft Venue Selection April 2017 +-----------------------------------------------------+-------------+ | Criteria | Required | +-----------------------------------------------------+-------------+ | The Venue environs, which includes both onsite, as | "Important" | | well as areas within a reasonable walking distance | | | or conveniently accessible by a short taxi, bus, or | | | subway ride, have convenient and inexpensive | | | choices for meals that can accommodate a wide range | | | of dietary requirements. | | +-----------------------------------------------------+-------------+ | The Venue environs include grocery shopping that | "Important" | | will accommodate a wide range of dietary | | | requirements, within a reasonable walking distance, | | | or conveniently accessible by a short taxi, bus, or | | | subway ride, from the Facility and IETF Hotels. | | +-----------------------------------------------------+-------------+ | A range of attendee's health-related and religion- | "Important" | | related dietary requirements can be satisfied with | | | robust and flexible onsite service or through | | | access to an adequate grocery. | | +-----------------------------------------------------+-------------+ 4. Venue Selection Roles The formal structure of IETF administrative support functions is documented in BCP 101 [RFC4071], [RFC4371], [RFC7691]. The reader is expected to be familiar with the entities and roles defined by that document, in particular for the IASA, ISOC, IAOC and IAD. This section covers the meeting selection related roles of these and other parties that participate in the process. Note that roles beyond meeting selection, e.g., actually running and reporting on meetings, are outside the scope of this document. 4.1. IETF Participants While perhaps obvious, it is important to note that IETF meetings serve all those who contribute to the work of the IETF. This includes those who attend meetings in person, from newcomer to frequent attendee, to those who participate remotely, as well as those who do not attend but contribute to new RFCs. Potential new contributors are also considered in the process. Participants have a responsibility to express their views about venues early and often, by responding to surveys or other solicitations from the IAD or IAOC, and by initiating fresh input as the Participant becomes aware of changes in venues that have been reviews. This permits those responsible for venue selection to be Pelletier, et al. Expires October 20, 2017 [Page 12] Internet-Draft Venue Selection April 2017 made aware of concerns relating to particular locations well in advance of having entered into contract discussions. 4.2. IESG and IETF Chair The Internet Engineering Steering Group (IESG) comprises the IETF Area Directors and the IETF Chair. Along with the IAB, the IESG is responsible for the management of the IETF, and is the standards approval board for the IETF, as described in BCP9 [RFC2026]. This means that the IESG sets high level policies related to, among other things, meeting venues. The IETF Chair, among other things, relays these IESG-determined policies to the IAOC. The IETF Chair is also a member of the IAOC. 4.3. The Internet Society With respect to IETF meetings, the Internet Society (ISOC): o Executes all Venue contracts on behalf of the IETF at the request of the IAOC o Solicits meeting sponsorships o Collects all meeting-related revenues, including registration fees, sponsorships, hotel commissions, and other miscellaneous revenues ISOC also provides accounting services, such as invoicing and monthly financial statements. 4.4. IETF Administrative Oversight Committee The IETF Administrative Oversight Committee (IAOC) has the responsibility to oversee and select IETF meeting venues. It instructs the IAD to work with the Internet Society to write the relevant contracts. It approves the IETF meetings calendar. In cooperation with the IAD, the IAOC takes necessary actions to ensure that it is aware of participant concerns about particular venues as early in the process as is feasible. 4.5. IETF Administrative Support Activity The IETF Administrative Support Activity (IASA) supports the meeting selection process. This includes identifying, qualifying and reporting on potential meeting sites, as well as supporting meeting Venue contract negotiation. The IETF Secretariat is part of the IASA under the management of the IAD. The IAD takes appropriate actions Pelletier, et al. Expires October 20, 2017 [Page 13] Internet-Draft Venue Selection April 2017 to solicit community input regarding both retrospective and prospective feedback from participants. 4.6. IETF Administrative Director The IETF Administrative Director (IAD) coordinates and supports the activities of the IETF Secretariat, the IAOC Meetings Committee and the IAOC to ensure the timely execution of the meeting process. This includes participating in the IAOC Meeting Subcommittee and ensuring its efforts are documented, leading Venue contract negotiation, and coordinating contract execution with ISOC. The meetings budget is managed by the IAD. 4.7. IAOC Meeting Committee The fundamental purpose of the Meetings Committee is to participate in the Venue selection process, and to formulate recommendations to the IAOC regarding meeting sites. It also tracks the meetings sponsorship program, recommends extraordinary meeting-related expenses, and recommends the IETF meetings calendar to the IAOC. The charter of the committee is at: . Membership in the Meetings Committee is at the discretion of the IAOC; it includes an IAOC appointed chair, the IETF Administrative Director (IAD), IAOC members, representatives from the Secretariat, and interested members of the community. 5. Venue Selection Steps The following sequence is used by the IAOC to select venues. Unless otherwise stated below, the IAOC may evolve these steps over time without updating this document.[[ED- this chapeau text is not agreed. On-list discussion continues.]] 5.1. Identification Four years out, a process identifies cities that might be candidates for meetings. For example: a. The IAOC selects regions, cities, and dates for meetings. b. A list of target cities per region is provided to the Secretariat, with host preferences, if known. c. Potential venues in preferred cities are identified and receive preliminary investigation, including reviews of Official Advisory Sources, consultation with specialty travel services, frequent Pelletier, et al. Expires October 20, 2017 [Page 14] Internet-Draft Venue Selection April 2017 travelers and local contacts to identify possible barriers to holding a successful meeting in the target cities. d. Investigated cities and findings are provided by the Secretariat to the Meetings Committee for further review. Meetings Committee makes a recommendation to the IAOC of investigated/target cities to consider further as well as issues identified and the results of research conducted. 5.2. Consultation The IAOC MUST consult the community about potential new venues prior to them being booked. The timing and means by which it does so may vary over time. The consultation may overlap with the previous step (identification). For example: a. The IAOC asks the community whether there are any barriers to holding a successful meeting in any of the target cities in the set. b. Community responses are reviewed and concerns investigated by the Meetings Committee. The results together with recommendations for whether each city should be considered as potential meeting location is provided to the IAOC. c. The IAOC identifies which cities are to be considered as a potential meeting location. d. On a public web page, the IAOC lists all candidate cities, when community input was solicited, and if a city is to be considered as a potential meeting location. e. The Meetings Committee pursues potential meeting locations based on the posted list of cities that have been identified as a potential meeting locations. 5.3. Qualification Visit: a. Secretariat assesses "vetted" target cities to determine availability and conformance to criteria. b. Meetings Committee approves potential cities for site qualification visit. Pelletier, et al. Expires October 20, 2017 [Page 15] Internet-Draft Venue Selection April 2017 c. Site qualification visits are arranged by Secretariat and preliminary negotiations are undertaken with selected potential sites. d. Site qualification visit is conducted using the checklist along the lines of what is included in Appendix A; the site visit team prepares a site report and discusses it with the Meetings Committee. 5.4. Negotiation 2.75 - 3 years out, initiate contract negotiations: a. The Meetings Committee reviews the Venue options based on Venue selection criteria and recommends a Venue to the IAOC. Only options that meet all Mandatory labeled criteria might be recommended. b. IAOC selects a Venue for contracting as well as a back-up contracting Venue, if available. c. Secretariat negotiates with selected Venue. IAD reviews contract and requests IAOC and ISOC approval of contract and authority for Secretariat to execute contract on ISOC's behalf. d. Contracts are executed. 5.5. Late Changes If at any time after a contract is signed the IAOC learns where a Venue's circumstances have significantly changed, such that the Important or Mandatory criteria can no longer be met, the IAOC MUST reconsider the selection. A description of how reconsideration currently takes place is found in Appendix B. The IAOC will gauge the cost of making a change against the ability of the IETF to conclude a successful meeting, and make a final determination based on their best judgment. When there is enough time to do so, the IAOC MUST consult the community about changes. 6. IANA Considerations This memo asks the IANA for no new parameters. 7. Security Considerations This note proposes no protocols, and therefore no new protocol insecurities. Pelletier, et al. Expires October 20, 2017 [Page 16] Internet-Draft Venue Selection April 2017 8. Privacy Considerations This note reveals no personally identifying information apart from its authorship. 9. Acknowledgements This document was originally assembled and edited by Fred Baker. Additional commentary came from Jari Arkko, Scott Bradner, Alissa Cooper, and other participants in the MtgVenue working group. 10. References 10.1. Normative References [MeetingNet] O'Donoghue, K., Martin, J., Elliott, C., and J. Jaeggli, "IETF Meeting Network Requirements", WEB https://iaoc.ietf.org/ietf-network-requirements.html. [RFC2026] Bradner, S., "The Internet Standards Process -- Revision 3", BCP 9, RFC 2026, DOI 10.17487/RFC2026, October 1996, . [RFC2119] Bradner, S., "Key words for use in RFCs to Indicate Requirement Levels", BCP 14, RFC 2119, DOI 10.17487/RFC2119, March 1997, . [RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the IETF Administrative Support Activity (IASA)", BCP 101, RFC 4071, DOI 10.17487/RFC4071, April 2005, . [RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371, January 2006, . [RFC7691] Bradner, S., Ed., "Updating the Term Dates of IETF Administrative Oversight Committee (IAOC) Members", BCP 101, RFC 7691, DOI 10.17487/RFC7691, November 2015, . 10.2. Informative References Pelletier, et al. Expires October 20, 2017 [Page 17] Internet-Draft Venue Selection April 2017 [I-D.barnes-healthy-food] Barnes, M., "Healthy Food and Special Dietary Requirements for IETF meetings", draft-barnes-healthy-food-07 (work in progress), July 2013. [RFC3935] Alvestrand, H., "A Mission Statement for the IETF", BCP 95, RFC 3935, October 2004. Appendix A. Site Qualification Visit Checklist This section is based on the PreQualification RFP, dated January 23, 2016, which is available at . The contents of the link may be changed as needed. Prequalification Specification +----------------+-------------------+----------+-------------------+ | Meeting Dates: | _________________ | Contact: | _________________ | +----------------+-------------------+----------+-------------------+ | City: | _______________ | Phone: | _______________ | +----------------+-------------------+----------+-------------------+ | Venue | _______________ | Email: | _______________ | | Considered: | | | | +----------------+-------------------+----------+-------------------+ Meeting Space Requirements: +------------+--------+-------+---------+---------+---------+-------+ | Purpose | Space | sf/sm | Room As | Daily | Days + | Total | | | Requir | | signed | Rate + | (set- | Price | | | ed / | | | (set-up | up) | | | | Set | | | rate) | | | +------------+--------+-------+---------+---------+---------+-------+ | Registrati | 1200 / | 13,50 | Reg | | 6 + (1) | | | on / | custom | 0 / | areas | | | | | Breaks** | | 1254 | or | | | | | | | | foyers | | | | +------------+--------+-------+---------+---------+---------+-------+ | NOC | 25 / | 1200 | | | 8 + (5) | | | | conf | / 111 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Terminal | 75 / | 1350 | | | 7 + (1) | | | Room | class | / 125 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Storage | | 350 / | | | 6 + (4) | | | (if Reg < | | 33 | | | | | | 1000sf) | | | | | | | Pelletier, et al. Expires October 20, 2017 [Page 18] Internet-Draft Venue Selection April 2017 +------------+--------+-------+---------+---------+---------+-------+ | Plenary * | 900 / | 8500 | | | 2 | | | | theatr | / 790 | | | | | | | e | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Breakout 1 | 80 / t | 800 / | | | 6 | | | | heatre | 74 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Breakout 2 | 100 / | 1000 | | | 6 | | | | theatr | / 93 | | | | | | | e | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Breakout 3 | 100 / | 1000 | | | 6 | | | | theatr | / 93 | | | | | | | e | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Breakout 4 | 150 / | 1400 | | | 6 | | | | theatr | / 130 | | | | | | | e | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Breakout 5 | 150 / | 1400 | | | 7 | | | | theatr | / 130 | | | | | | | e | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Breakout 6 | 200 / | 1900 | | | 7 | | | | theatr | / 177 | | | | | | | e | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Breakout 7 | 250 / | 2400 | | | 6 | | | | theatr | / 223 | | | | | | | e | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Breakout 8 | 300 / | 2800 | | | 6 | | | | theatr | / 260 | | | | | | | e | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Office 1 R | 10 / | 1000 | | | 6 + (4) | | | egistratio | conf | / 93 | | | | | | n | | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Mtg Rm 1 | 8 / | 350 / | | | 6 | | | (IAB) | conf | 33 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Mtg Rm 2 | 20 / | 900 / | | | 6 | | | (ISOC1) | conf | 84 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Mtg Rm 3 | 20 / | 900 / | | | 6 | | | (ISOC2) | conf | 84 | | | | | Pelletier, et al. Expires October 20, 2017 [Page 19] Internet-Draft Venue Selection April 2017 +------------+--------+-------+---------+---------+---------+-------+ | Mtg Rm 4 | 15 / | 650 / | | | 6 | | | (IAOC / | conf | 60 | | | | | | IAD) | | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Mtg Rm 5 | 15 / | 650 / | | | 6 | | | (NC) | conf | 60 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Mtg Rm 6 | Nov 5 | 150 / | | | 6 | | | (NC IV) | / conf | 14 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Mtg Rm 7 | 40 / u | 1550 | | | 7 | | | (40U) | -shape | / 144 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Mtg Rm 8 | 20 / u | 950 / | | | 6 | | | (20U) | -shape | 88 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Mtg Rm 9 | 16 / | 800 / | | | 6 | | | (IESG) | conf | 74 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | I: Postel | 40 / | 400 / | | | 1 | | | Rec | rec | 37 | | | | | | (WedPM) | | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | I: AC (Fri | 70 / | 1700 | | | 1 | | | PM) | custom | / 158 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | I: BoT | 70 / | 1700 | Same as | | 2 | | | (Sat / | custom | / 158 | AC | | | | | Sun) | | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | I: Bot | 40 / b | 550 / | | | 2 | | | Lunch (Sat | anquet | 51 | | | | | | / Sun) | | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | I: Brfg | 150 / | 1400 | Same as | | 1 | | | Panel (Tue | theatr | / 130 | BO4 | | | | | lunch) | e | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | I: Rec / | 50 / | 700 / | | | 1 | | | Dinner | rec / | 65 | | | | | | (Fri) | ban | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | I: Fellows | 70 / | 900 / | | | 1 | | | Dinner | rec / | 84 | | | | | | | ban | | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Lounge | 50 / | 600 / | | | 5 | | Pelletier, et al. Expires October 20, 2017 [Page 20] Internet-Draft Venue Selection April 2017 | | lounge | 56 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Companion | 20 / | 200 / | | | 1 | | | Rec | rec | 19 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Newcomers | 300 / | 2500 | | | 1 | | | Rec | rec | / 232 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Welcome | 800 / | 6400 | | | 1 | | | Rec | rec | / 595 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Hackathon | 200 / | 3000 | | | 2 + (1) | | | | class | / 279 | | | | | +------------+--------+-------+---------+---------+---------+-------+ | Bits n | 700 / | 7000 | | | 2 | | | Bytes | rec | / 650 | | | | | +------------+--------+-------+---------+---------+---------+-------+ * Breakouts 6 +7+8 (or some combination thereof) to be used as the Plenary as Plenary and Breakouts do not run simultaneously ** Additional space required, not included in total meeting space Note: Prices quoted are those that will apply on the dates of the event and include all tax, services and fees Accomodation: +-------+------+------+----------+-------+-------+----------+-------+ | Day/D | Tota | Desi | Primary | Rate* | Desir | Overflow | Rate | | ate | l Ro | red | Hotel Av | Prima | ed | Hotel Av | * Ove | | | oms | Room | ailabili | ry | Rooms | ailabili | rflow | | | Requ | s at | ty | Hotel | at Ov | ty | Hotel | | | ired | Prim | | | erflo | | | | | | ary | | | w Hot | | | | | | Hote | | | els | | | | | | l | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Total | 5,25 | 4,24 | | | 1,005 | | | | room | 0 | 5 | | | (180 | | | | night | (780 | (600 | | | peak) | | | | s | peak | peak | | | | | | | | ) | ) | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Monda | 5 | 5 | | | 0 | | | | y | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Tuesd | 15 | 15 | | | 0 | | | Pelletier, et al. Expires October 20, 2017 [Page 21] Internet-Draft Venue Selection April 2017 | ay | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Wedne | 25 | 25 | | | 0 | | | | sday | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Thurs | 50 | 50 | | | 0 | | | | day | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Frida | 185 | 150 | | | 35 | | | | y | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Satur | 500 | 400 | | | 100 | | | | day | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Sunda | 770 | 600 | | | 170 | | | | y | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Monda | 780 | 600 | | | 180 | | | | y | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Tuesd | 780 | 600 | | | 180 | | | | ay | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Wedne | 750 | 600 | | | 150 | | | | sday | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Thurs | 700 | 600 | | | 100 | | | | day | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Frida | 370 | 300 | | | 70 | | | | y | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Satur | 220 | 200 | | | 20 | | | | day | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ | Sunda | 100 | 100 | | | 0 | | | | y | | | | | | | | +-------+------+------+----------+-------+-------+----------+-------+ o Guest-room Internet, breakfast, 10% commission, all tax, service and fees are incorporated into the lodging rate. o Guest-room rates quoted are those that will apply on the dates of the event. o Attendees will book individually. Pelletier, et al. Expires October 20, 2017 [Page 22] Internet-Draft Venue Selection April 2017 Food and Beverage: +----------------+-------------------------+------------------------+ | Purpose | When | Service | +----------------+-------------------------+------------------------+ | Meet and Greet | Sunday afternoon (250 - | Cold appetizers, beer | | | 350 people) | and wine | +----------------+-------------------------+------------------------+ | Welcome | Sunday evening (600 - | Appetizers and | | Reception | 800 people) | cocktails (no-host | | | | bar) | +----------------+-------------------------+------------------------+ | Companion | Sunday afternoon (20 - | Appetizers / non- | | Reception | 30 people) | alcoholic beverages | +----------------+-------------------------+------------------------+ | AM Breaks | Daily beginning Monday | Continental breakfast | | | (1,000+ people) | | +----------------+-------------------------+------------------------+ | PM Breaks | Daily beginning Monday | Light snack with | | | (1,000+ people) | beverages | +----------------+-------------------------+------------------------+ | Breakfast | Daily (15 to 60 people) | Continental or hot | | | | buffet | +----------------+-------------------------+------------------------+ | Lunch | Daily (15 to 70 people) | Box or buffet | +----------------+-------------------------+------------------------+ | Dinner | Friday and/or Sunday | Bar and hot buffet | | | evening (50 people) | | +----------------+-------------------------+------------------------+ | Bits n Bytes | Thursday evening (700+ | Appetizers and | | (reception) | people) | cocktails | +----------------+-------------------------+------------------------+ Pelletier, et al. Expires October 20, 2017 [Page 23] Internet-Draft Venue Selection April 2017 Technology: +----------------+--------------------------------+-----------------+ | Item | Question | Response | +----------------+--------------------------------+-----------------+ | Outside | Can we bring in our own | _______________ | | connection | external circuit? | | +----------------+--------------------------------+-----------------+ | Infrastructure | Can we use your cabling | _______________ | | | infrastructure to build a | | | | dedicated network, including | | | | installation of network | | | | equipment in data closets and | | | | phone rooms? | | +----------------+--------------------------------+-----------------+ | Access | Is it possible to have 24-hour | _______________ | | | access to data closets and | | | | phone rooms to support the | | | | network? | | +----------------+--------------------------------+-----------------+ | Wireless | Is it possible to deploy a | _______________ | | | wireless network? | | +----------------+--------------------------------+-----------------+ | Venue network | Would you be willing to | _______________ | | | disable your wireless network | | | | in the meeting and public | | | | spaces? | | +----------------+--------------------------------+-----------------+ | Infrastructure | Do all proposed meeting rooms | _______________ | | | have at least one available | | | | Category 5 twisted pair | | | | connection? | | +----------------+--------------------------------+-----------------+ Appendix B. Contingency Planning Flow Chart This section is based on the Contingency Planning Flow Chart which is available at . The contents of the link may changed as needed. Pelletier, et al. Expires October 20, 2017 [Page 24] Internet-Draft Venue Selection April 2017 ----- (Start) ----- | | v +----------------+ | Does the IAOC | +------------+ |believe there is| | Can an | +-------------+ |an unacceptable | Yes | effective | Yes | Secure | | risk in having |---->|F2F meeting |---->| alternate |----+ | the meeting in | |be organized| |meeting venue| | | the contracted | | elsewhere? | +-------------+ | | location? | +------------+ | +----------------+ /\ |No | |No / | | | Yes / | | v / | | +-----------------+ / | | | Does the | / +----------+ | |community believe|/ | Can an | | | there is an | |effective | | |unacceptable risk| | virtual | Yes | | in having the | |meeting be|--------+ | | meeting in the | |organized | | | | contracted | |elsewhere?| | | | location? | +----------+ | | +-----------------+ |No | | |No | | | | | | | v v v v ------- ------- ------- --------- (Proceed) (Cancel ) ( Hold ) ( Hold ) ( with ) ( the ) (virtual) (relocated) (meeting) (meeting) (meeting) ( meeting ) ------- ------- ------- --------- Appendix C. Change Log 2016-01-12: Initial version 2016-01-21: Update to reflect https://iaoc.ietf.org/documents/ VenueSelectionCriteriaJan2016.pdf and https://iaoc.ietf.org/documents/VenueSelectionProcess11Jan16.pdf, accessed from https://iaoc.ietf.org/private/privatemeetings.html. 2016-02-23: Reorganize and capture IAOC Meetings Committee discussions. Pelletier, et al. Expires October 20, 2017 [Page 25] Internet-Draft Venue Selection April 2017 2016-03-03: Final from Design Team. 2016-03-17: First update incorporating mtgvenue@ietf.org comments 2016-05-20 Updated in accordance with editing by Laura Nugent, Dave Crocker, Lou Berger, Fred Baker, and others. posting as working group draft August 2, 2016 Reorganized per Alissa Cooper outline Work in progress. In addition, contributors were re-organized to be authors. 2016-10-28 Editor changeover. Further alignment with guidance by Alissa Cooper, Andrew Sullivan and the mtgvenue working group. Many various changes. 2016-11-16 Extensive editorial, format and polishing pass. A few substance changes, including food section. 2016-11-30 Additions based on working group meeting and off-list discussions; more editorial and format hacking. 2016-12-24 Various clarifying bits to provide some glue between the high-level 'objectives' and the detailed criteria and roles, per suggestions fronm Lear. Editorial changes, per 12/27 response to Cooper. Refined uses of 'facility' and 'venue', per 12/4 response to Carpenter; also added Carpenter 'lounge' text. Moved community consultation to a separate criterion; removed 'acceptable to the IETF Community from the 2 entries that had it. Removed Post- Seroul Revisions and Text Carried Forward. 2016-12-24 Address comments made on list by Stephen Farrell . Minor text change in Section 5. Replaced links in sections 5.3 and 5.5 with Appendix A and Appendix B 2017-03-12 Add openness comment as requested by Stephen Farrell. Add statement about 4071 as proposed by Brian and modified by Jari. Elaborated on what "unfiltered" means, based on discussion between Eliot and Stephen. Preface to Section 5 as discussed between Lou and Stephen. Slight editorial tweak to that by Eliot. IETF operates internationally, as proposed by Brian. 2017-04-18 Add new introductory text. Sharpen mandatory definition. Split first criteria into two, and reword them to be more actionable. Remove net cash positive requirement. Change many critera from Mandatory to Important. Remove consensus text. Modify chapeau. Add some normative MUSTs in Section 5, and Pelletier, et al. Expires October 20, 2017 [Page 26] Internet-Draft Venue Selection April 2017 restructure Section 5.5. A bunch of other stuff as well. Use diff. Authors' Addresses Ray Pelletier Internet Society Email: rpelletier@isoc.org Laura Nugent Association Management Solutions Email: lnugent@amsl.com Dave Crocker (editor) Brandenburg InternetWorking Email: dcrocker@bbiw.net Lou Berger LabN Consulting, L.L.C. Email: lberger@labn.net Ole Jacobsen The Internet Protocol Journal Email: olejacobsen@me.com Jim Martin INOC Email: jim@inoc.com Fred Baker (editor) Email: FredBaker.IETF@gmail.com Pelletier, et al. Expires October 20, 2017 [Page 27] Internet-Draft Venue Selection April 2017 Eliot Lear (editor) Cisco Systems GmbH Email: lear@cisco.com Pelletier, et al. Expires October 20, 2017 [Page 28]