Internet DRAFT - draft-baker-mtgvenue-iaoc-venue-selection-process
draft-baker-mtgvenue-iaoc-venue-selection-process
IAOC F. Baker, Ed.
Internet-Draft Cisco Systems
Intended status: Best Current Practice May 23, 2016
Expires: November 24, 2016
IAOC Plenary Meeting Venue Selection Process
draft-baker-mtgvenue-iaoc-venue-selection-process-02
Abstract
This documents the IAOC's IETF Meeting Venue Selection Process from
the perspective of its goals 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
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This Internet-Draft will expire on November 24, 2016.
Copyright Notice
Copyright (c) 2016 IETF Trust and the persons identified as the
document authors. All rights reserved.
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Table of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 2
1.1. Requirements Language . . . . . . . . . . . . . . . . . . 3
2. Meeting Selection Participants and Responsibilities . . . . . 3
2.1. The IETF Community . . . . . . . . . . . . . . . . . . . 3
2.2. IESG and IETF Chair . . . . . . . . . . . . . . . . . . . 4
2.3. The Internet Society . . . . . . . . . . . . . . . . . . 4
2.4. IETF Administrative Oversight Committee . . . . . . . . . 4
2.5. IETF Administrative Support Activity . . . . . . . . . . 4
2.6. IETF Administrative Director . . . . . . . . . . . . . . 4
2.7. IAOC Meeting Committee . . . . . . . . . . . . . . . . . 5
3. Venue Selection Process . . . . . . . . . . . . . . . . . . . 5
3.1. Venue Selection Principles . . . . . . . . . . . . . . . 5
3.2. Venue Selection Objectives . . . . . . . . . . . . . . . 6
3.3. Venue Selection Criteria . . . . . . . . . . . . . . . . 8
3.3.1. Venue City Considerations . . . . . . . . . . . . . . 8
3.3.2. Basic Venue Criteria . . . . . . . . . . . . . . . . 9
3.3.3. Technical Services and Operations Criteria . . . . . 10
3.3.4. Lodging . . . . . . . . . . . . . . . . . . . . . . . 10
3.3.5. Food and Beverage . . . . . . . . . . . . . . . . . . 11
3.4. Non-criteria . . . . . . . . . . . . . . . . . . . . . . 11
3.5. Venue Selection Phases . . . . . . . . . . . . . . . . . 11
3.6. Experience Notes . . . . . . . . . . . . . . . . . . . . 13
4. Transparency . . . . . . . . . . . . . . . . . . . . . . . . 13
5. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 13
6. Security Considerations . . . . . . . . . . . . . . . . . . . 13
7. Privacy Considerations . . . . . . . . . . . . . . . . . . . 13
8. Contributors . . . . . . . . . . . . . . . . . . . . . . . . 14
9. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 14
10. References . . . . . . . . . . . . . . . . . . . . . . . . . 14
10.1. Normative References . . . . . . . . . . . . . . . . . . 14
10.2. Informative References . . . . . . . . . . . . . . . . . 15
Appendix A. Change Log . . . . . . . . . . . . . . . . . . . . . 15
Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 15
1. Introduction
This document describes the IETF Meeting Venue Selection Process from
the perspective of goals and thought processes. 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 involve
community input.
This document describes the objectives and principles behind the
venue selection process. It also discusses the actual selection
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process to one level of detail, and points to working documents used
in execution.
1.1. Requirements Language
Requirements called out in this document are identified as either
"mandatory" or "desired", and considerations are tagged as
"Important" or "Would be nice". For clarity, the terms are defined
here:
Mandatory: If this requirement cannot be met, a location under
consideration is unacceptable. We walk away.
Desired: We would very much like to meet this requirement, but have
frequently been unable to. The fact that we could not meet it is
considered in comparison to other sites.
Important: Can be a make-or-break consideration, but can also be
traded off against other considerations.
Would be nice: Not make-or-break, but warrants additional
consideration if found to be true.
2. Meeting Selection Participants and Responsibilities
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.
2.1. The IETF Community
While somewhat obvious to most, it is important to note that IETF
meetings serve all those who contribute to the development of IETF
RFCs. This includes those who attend meetings, from newcomer to
frequent attendee, to those who participate remotely, and to those
who don't attend but contribute to new RFCs. Potential new
contributors are also considered in the process.
IETF consensus with respect to the meeting venue selection process is
judged via standard IETF process and not by any other means, e.g.,
surveys. Surveys are used to gather information related to meeting
venues, but not to measure consensus.
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2.2. IESG and IETF Chair
The Internet Engineering Steering Group (IESG) is a group comprised
of the IETF Area Directors and the IETF Chair. The IESG is
responsible for the management, along with the IAB, 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 is a member
of the IESG who, among other things, relays policies to the IAOC.
The IETF Chair is also a member of the IAOC.
2.3. The Internet Society
The Internet Society (ISOC) executes all venue contracts on behalf of
the IETF at the request of the IAOC; solicits meeting sponsorships;
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. The meetings budget is managed by the IAD.
2.4. 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.
2.5. 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.
2.6. 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.
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2.7. IAOC Meeting Committee
The IAOC Meeting Committee is generally referred to as the Meetings
Committee.
The fundamental purpose of the 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 located here: https://iaoc.ietf.org/
committees.html#meetings.
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.
3. Venue Selection Process
The process of selecting a venue is described below and is based on
https://iaoc.ietf.org/venue-selection.html.
3.1. Venue Selection Principles
The IETF, and therefore the IAOC and its Meetings Committee, have
some core values that pervade the selection process. These are not
limited to the following, but at minimum include them.
Who are we?
We are computer scientists, engineers, network operators,
academics, and other interested parties sharing the goal of making
the Internet work better. At this time, the vast majority of
attendees come from North America, Western and Central Europe, and
Eastern Asia. We also have participants from other regions.
Why do we meet?
We meet to advance Internet standards development, to advance
Internet Drafts and RFCs. We meet to facilitate attendee
participation in multiple topics and to enable cross-pollination
of ideas and technology.
Where do we meet?
We meet in different locations globally in order to spread the
pain and cost of travel among active participants, balancing
travel time and expense across the regions from where IETF
participants are based. We also aim to enhance inclusiveness and
new contributions.
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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. This principle of
inclusiveness militates against the selection of venues within
countries that impose visa regulations and/or laws that
effectively exclude people on the basis of race, religion, gender,
sexual orientation, or national origin, and to a lesser extent,
reduces the likelihood of selecting countries that use such
attributes to make entry difficult.
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, which are usually
reached using encrypted VPNs from the meeting venue and hotels,
including overflow hotels. We also need open network access
available at high enough data rates to support our work, including
the support of remote participation.
Focus:
We meet to have focused technical discussions. These are not
limited to 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 venue.
Economics:
Meeting attendees participate as individuals. While many have
their participation underwritten by employers or sponsors, there
are many who do not. Locations that do not provide convenient
budget alternatives for food and lodging, or which are multiple
travel segments from major airports, are therefore exclusionary,
and violate our value of "Inclusiveness". Within reason, budget
should not be a barrier to accommodation.
Political considerations:
The IETF does not make political statements. We do not decide who
is or is not a country, and we do not choose or not choose venues
based on political criteria.
3.2. Venue Selection Objectives
Venues for meetings are selected to advance the objectives of the
IETF, which are discussed in https://www.ietf.org/about/mission.html.
The IAOC's supporting objectives include:
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o Advancing standards development
o Facilitating participation by active contributors
o Sharing the travel pain; balancing travel time and expense across
the regions from where IETF participants are based.
o Encouraging new contributors
o Generating funds to support IETF operations in support of
standards development, including the Secretariat, IASA, and the
RFC Editor.
There is an explicit intent to rotate meeting locations equally among
North America, Europe/Africa, and Asia/ Australia regions in
accordance with IETF policy. However, a consistent balance is
sometimes difficult to achieve. The IAOC has an objective of setting
the Regions 4 years in advance following the 1-1-1* model per year: 1
meeting in Europe, 1 in North America, and 1 in Asia/Pacific, with a
possibility ("*") of a meeting outside those regions. This policy,
which known as the 1-1-1* model, is set by the IESG,
https://iaoc.ietf.org/minutes/2010-11-10-iaoc-minutes.txt. The
reason for the multi-year timeframe is fundamentally maximization of
opportunities; the smaller the time available to qualify and contract
a conference venue, the more stress imposed on the qualification
process, and the greater the risk of not finding a suitable venue or
paying more for it.
There is no formal policy regarding the time of year for a meeting in
a specific region or whether a meeting in a non-targeted region
replaces a visit to one of the regions during that year.
The IETF chair drives selection of "*" locations, i.e., venues
outside the usual 1-1-1 regions, and requires community input. These
selections usually arise from evidence of growing interest and
participation in the new region. Expressions of interest from
possible hosts also factor into the meeting site selection process,
both for the 1-1-1 regions and other regions.
Increased participation in the IETF from those other regions,
electronically or in person, could result in basic changes to the
overall pattern, and we encourage those who would like for that to
occur to encourage participation from those regions.
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3.3. Venue Selection Criteria
A number of criteria are considered during the site selection
process. The list following is not sorted in any particular order,
but includes the committee's major considerations.
The selection of a venue always requires trade-offs. There are no
perfect venues. For example, a site may 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 may reduce its desirability
in the presence of an alternative that does.
Each identified criterion is labeled with the terms defined above in
Section 1.1, i.e., "Mandatory", "Desired", "Important" or "Would be
nice". These terms guide the trade-off analysis portion of the
selection process. All "Mandatory" labeled criteria must be met for
a venue to be selected. The remaining terms may be viewed as
weighting factors.
There are times where the evaluation of the criteria will be
subjective. This is even the case for criteria labeled as
"Mandatory". For this reason, the Meetings Committee will
specifically review, and affirm to its satisfaction, that all
"Mandatory" labeled criteria are satisfied by a particular venue and
main IETF hotel as part of the process defined below in Section 3.5.
3.3.1. Venue City Considerations
o Travel to the venue is reasonably acceptable based on cost, time,
and burden for participants traveling from multiple regions. It
is anticipated that the burden borne will be generally shared over
the course of the year. [Important]
o Travel barriers to entry, e.g., visa requirements that can limit
participation, are researched, noted, and carefully considered.
[Important]
o Economic, safety, and health risks associated with this venue are
researched, reviewed and carefully considered, at the time the
selection is made, and thereafter as the time for the meeting
approaches. [Important]
o Review available travel information (such as
https://travel.state.gov/content/passports/en/country.html) for
issues that would be counter to our principles on inclusiveness
etc. [Important]
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o The venue is assessed as favorable for obtaining a 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.
[Important]
o Prior successful IETF experience with the Venue and Venue city
will be considered as a positive factor when when deciding among
multiple venues. [Would be nice]
o Consideration will be given to whether it makes sense to enter
into a multi-event contract with the venue to optimize meeting and
attendee benefits, i.e., reduce administrative costs and reduce
direct attendee costs. [Would be nice]
3.3.2. Basic Venue Criteria
o The Meeting Space is adequate in size and layout to accommodate
the meeting and foster participant interaction. [Mandatory]
o The venue and hotels can be put under contract. The subsequent
failure to put a selected venue under contract will result in a
re-evaluation of the venues and selection for the meeting.
[Mandatory]
o The cost of guest rooms, meeting space, meeting food and beverage
is affordable (within the norms of business travel). [Mandatory]
o The economics of the venue allow the meeting to be net cash
positive [Mandatory].
o An Optimal Facility for an IETF meeting is held under "One Roof",
that is, qualified meeting space and guest rooms are available in
the same facility. [Desired]
o An Optimal Facility for an IETF meeting is accessible by people
with disabilities.
* The selected facility conforms with local accessibility laws
and regulations [Mandatory]
* http://www.sigaccess.org/welcome-to-sigaccess/resources/
accessible-conference-guide/ provides a definition of related
considerations that shall be used in evaluating this criterion.
[Desired]
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3.3.3. Technical Services and Operations Criteria
o The Venue's support technologies and services -- network, audio-
video, etc., are sufficient for the anticipated activities at the
meeting, or the venue is willing to add such infrastructure at no
or at an acceptable cost to the IETF. [Mandatory]
o The meeting venue must permit and facilitate the delivery of a
high performance, robust, unfiltered and unmodified IETF Network.
[Mandatory]
o The IETF hotel(s), which are one or more hotels in close proximity
to the venue where the primary IETF room allocations are
negotiated and the IETF SSIDs are in use, must provide, or permit
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. [Mandatory]
o The overflow hotels should provide reasonable, reliable,
unfiltered Internet service for the public areas and guest rooms.
This service is typically included in the cost of the room.
[Desired]
3.3.4. Lodging
o The IETF hotel(s) are within close proximity to each other and the
venue. [Mandatory]
o The Guest Rooms at the IETF hotel(s) are sufficient in number to
house 1/3 or more of projected meeting attendees. [Mandatory]
o The Venue environs include budget hotels within convenient travel
time, cost, and effort. [Mandatory]
o Overflow Hotels that can be placed under contract. They typically
must be within convenient travel time of the venue and have a
variety of guest room rates. [Mandatory]
o The IETF hotel(s) are accessible by people with disabilities.
* The selected facility conforms with local accessibility laws
and regulations [Mandatory]
* http://www.sigaccess.org/welcome-to-sigaccess/resources/
accessible-conference-guide/ provides a definition of related
considerations that shall be used in evaluating this criterion.
[Desired]
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3.3.5. Food and Beverage
o The Venue environs, which includes onsite, and the areas within a
reasonable walking distance, or conveniently accessible by a short
taxi, bus, or subway ride, has convenient and inexpensive choices
for meals that can accommodate a wide range of dietary
requirements. [Mandatory]
o The Venue environs include grocery shopping that will accommodate
a wide range of dietary requirements, within a reasonable walking
distance, or conveniently accessible by a short taxi, bus, or
subway ride. [Desired]
3.4. Non-criteria
The following is specifically not among the selection criteria:
o Visiting new locations for the sake of variety in meeting
locations.
3.5. Venue Selection Phases
Commencing the process four years in advance of an event results in
the following schedule as a guideline:
Phase 1: Identification and Preliminary Investigation
Four years out, a process identifies cities for meetings and
initiates site selection.
A. The IAOC selects regions for meetings.
B. Meeting target cities per region are provided to the
Secretariat based upon Meetings Committee input and, if known,
host preferences.
C. Potential venues in preferred cities identified and
investigated, including reviews of Official Advisory Sources,
consultation with specialty travel services, frequent
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 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.
Phase 2: Community Consultation
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The IAOC asks the community whether there are any barriers to
holding a successful meeting in the target cities. Community
responses are reviewed and concerns investigated. IAOC provides a
list of vetted cities to the Meetings Committee to pursue as
potential meeting locations.
Phase 3: Vetted Venues Evaluated for Site 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.
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 from
https://iaoc.ietf.org/meetings-committee/venue-selection.html;
The site visit team prepares a site report and discusses it
with the Meetings Committee.
Phase 4: Qualified Venues Evaluated for Contract
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 may 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.
Phase 5: Evaluation and Contingency Planning
3 Months Prior to the Meeting, the meeting site is checked for
continued availability and conformance to expectations.
A. Secretariat reviews current status of the contracted meeting
location to confirm there is no change in the location status
and to identify possible new barriers to holding a successful
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meeting in the contracted city and provides findings to the
IAOC.
B. IAOC considers the information provided and evaluates the risk
- if significant risk is identified, the Contingency Planning
Flow Chart (https://iaoc.ietf.org/meetings-committee/venue-
selection.html) is followed, if current risk is not
significant, the situation is monitored through the meeting to
ensure there is no significant change.
3.6. Experience Notes
a. The foregoing process works with reasonable certainty in North
America and Europe.
b. Experience to date for Asia and Latin America is that contracts
take longer and often will not be executed more than two years in
advance of the meeting. While the IETF will have the first
option for the dates, for reasons not completely understood
contracts won't be executed.
4. Transparency
BCP 101 requires transparency in IASA process and contracts, and
thereby of the meetings committee. BCP 101 also states that the IAOC
approves what information is to remain confidential. Therefore any
information produced by the meetings committee or related to meetings
that individuals believe is confidential, e.g., venue contracts, must
be confirmed to be confidential by the IAOC.
5. IANA Considerations
This memo asks the IANA for no new parameters.
6. Security Considerations
This note proposes no protocols, and therefore no new protocol
insecurities.
7. Privacy Considerations
This note reveals no personally identifying information apart from
its authorship.
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8. Contributors
In addition to the editor, text was developed by
Ray Pelletier
Internet Society
Email: rpelletier@isoc.org
Laura Nugent
Association Management Solutions
+1 (510) 492-4008
Email: lnugent@amsl.com
Dave Crocker
Brandenburg InternetWorking
+1.408.246.8253
Email: dcrocker@bbiw.net
Lou Berger
LabN Consulting, L.L.C.
Email: lberger@labn.net
Ole Jacobsen
The Internet Protocol Journal
+1 415 550-9433
Email: olejacobsen@me.com
Jim Martin
INOC
+1 608 807-0454
Email: jim@inoc.com
9. Acknowledgements
Additional commentary came from Jari Arkko and Scott Bradner.
10. References
10.1. Normative References
[RFC2026] Bradner, S., "The Internet Standards Process -- Revision
3", BCP 9, RFC 2026, DOI 10.17487/RFC2026, October 1996,
<http://www.rfc-editor.org/info/rfc2026>.
[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,
<http://www.rfc-editor.org/info/rfc4071>.
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[RFC4371] Carpenter, B., Ed. and L. Lynch, Ed., "BCP 101 Update for
IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371,
January 2006, <http://www.rfc-editor.org/info/rfc4371>.
[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,
<http://www.rfc-editor.org/info/rfc7691>.
10.2. Informative References
[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.
Appendix A. 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.
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.
Author's Address
Fred Baker (editor)
Cisco Systems
Santa Barbara, California 93117
USA
Email: fred@cisco.com
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