Internet Engineering Task Force J. Palet Internet-Draft Consulintel Expires: January 12, 2006 July 11, 2005 IETF Meeting Venue Selection Criteria draft-palet-ietf-meeting-venue-selection-criteria-00.txt Status of this Memo By submitting this Internet-Draft, each author represents that any applicable patent or other IPR claims of which he or she is aware have been or will be disclosed, and any of which he or she becomes aware will be disclosed, in accordance with Section 6 of BCP 79. Internet-Drafts are working documents of the Internet Engineering Task Force (IETF), its areas, and its working groups. Note that other groups may also distribute working documents as Internet- Drafts. 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." The list of current Internet-Drafts can be accessed at http://www.ietf.org/ietf/1id-abstracts.txt. The list of Internet-Draft Shadow Directories can be accessed at http://www.ietf.org/shadow.html. This Internet-Draft will expire on January 12, 2006. Copyright Notice Copyright (C) The Internet Society (2005). Abstract This document provides the technical and logistic criteria for the IAD towards the IETF meetings venue selection, which should be considered in order to conclude the relevant contractual negotiations. Palet Expires January 12, 2006 [Page 1] Internet-Draft IETF Meeting Venue Selection Criteria July 2005 Table of Contents 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 3 2. Logistic criteria for the venue selection . . . . . . . . . 3 3. Technical criteria for the venue selection . . . . . . . . . 6 4. Logistic contingencies . . . . . . . . . . . . . . . . . . . 7 5. Technical contingencies . . . . . . . . . . . . . . . . . . 7 6. Timing/planning . . . . . . . . . . . . . . . . . . . . . . 7 7. Venue Acceptance/Rejection Report . . . . . . . . . . . . . 7 8. Process and Openness . . . . . . . . . . . . . . . . . . . . 8 9. Other Issues . . . . . . . . . . . . . . . . . . . . . . . . 8 10. Conclusions . . . . . . . . . . . . . . . . . . . . . . . . 8 11. Security Considerations . . . . . . . . . . . . . . . . . . 8 12. Acknowledgements . . . . . . . . . . . . . . . . . . . . . . 8 13. References . . . . . . . . . . . . . . . . . . . . . . . . . 9 13.1 Normative References . . . . . . . . . . . . . . . . . . 9 13.2 Informative References . . . . . . . . . . . . . . . . . 9 Author's Address . . . . . . . . . . . . . . . . . . . . . . 9 Intellectual Property and Copyright Statements . . . . . . . 10 Palet Expires January 12, 2006 [Page 2] Internet-Draft IETF Meeting Venue Selection Criteria July 2005 1. Introduction The IETF meetings are an important part of the IETF process and their hosting and organizacion must be carefully planned in order to make sure that the attendees take advantage of their time at the meeting with a minimum set of guarantees for maximizing their performance, which also avoids unexpected situations and expenses (for example in case of a meeting cancellation, lack of adecuate working conditions, lack of reliable connectivity, etc.). This document describes elementos for both, logistic and technical criteria for the venue selection, logistic and technical contingency measures, as well as details related to the planning and timing. 2. Logistic criteria for the venue selection The average attendance to an IETF meeting is about 1.300 people, however it may span up to 2.300 people in some circunstances (for instance, meeting location). Considering this, the suggested venue meeting room capacity is calculated for about 1.600 people, including meeting space of about 60.000/5.500 square feets/meters. Palet Expires January 12, 2006 [Page 3] Internet-Draft IETF Meeting Venue Selection Criteria July 2005 The following table shows the needs for meeting rooms and their expected size including a few days before the meeting, considering the usual setup time. +-------+------+-----------+---+---+---+---+---+---+---+---+---+---+---+ | Room | Cap. | Sq. F/M | W | T | F | S | S | M | T | W | T | F | S | +-------+------+-----------+---+---+---+---+---+---+---+---+---+---+---+ | Term. | | 5.000/464 | X | X | X | X | X | X | X | X | X | X | X | | NOC | | 1.000/93 | X | X | X | X | X | X | X | X | X | X | X | | Stor. | | 700/65 | X | X | X | X | X | X | X | X | X | X | | | IETF | | 1.000/93 | | X | X | X | X | X | X | X | X | X | | | Staff | | 700/65 | | X | X | X | X | X | X | X | X | X | | | Host | | 700/65 | | X | X | X | X | X | X | X | X | X | | | Reg. | | 1.000/93 | | X | X | X | X | X | X | X | X | X | | | Rece. | 900 | 8.300/770 | | | | | X | | | | | | | | Meet. | 30t | 675/63 | | | | | X | | | | | | | | Meet. | 40t | 675/63 | | | | | X | X | X | X | X | X | | | Meet. | 100t | 1.200/111 | | | | | X | X | X | X | X | X | | | Meet. | 200t | 2.200/204 | | | | | X | X | X | X | X | X | | | Meet. | 200t | 2.200/204 | | | | | X | X | X | X | X | X | | | Meet. | 300t | 2.800/260 | | | | | X | X | X | X | X | X | | | Meet. | 300t | 2.800/260 | | | | | X | X | X | X | X | X | | | Meet. | 300t | 2.800/260 | | | | | X | X | X | X | X | X | | | Meet. | 500t | 4.200/390 | | | | | X | X | X | X | X | X | | | Meet. | 500t | 4.200/390 | | | | | X | X | X | X | X | X | | | Meet. | 40hs | 2.100/195 | | | | X | X | X | X | X | X | X | | | Meet. | 20hs | 675/73 | | | | X | X | X | X | X | X | X | | | Break | | 15.000 | | | | | X | X | X | X | X | X | | | Plen. | 1500 | 1.500/139 | | | | | | | | X | X | | | +-------+------+-----------+---+---+---+---+---+---+---+---+---+---+---+ Meeting Rooms Requirements Table 1 Note that some of the meeting rooms can be used for several functions, according to the meeting schedule, for example the plenary meeting room is used only when the rest of the sessions aren't ocurring, breaks and registration area in the follie, etc. All the meeting rooms should be provided with sufficient number of power sockets and cords for connecting the laptops of about 80% of the expected attendees. The rooms are holded in a 24 hours basis, and should be possible to use the at any time w/o restrictions, except for the required timing of the cleaning service. Palet Expires January 12, 2006 [Page 4] Internet-Draft IETF Meeting Venue Selection Criteria July 2005 Furthermore, the requirements for sleeping rooms will be a block of around 5.515 rooms/nights. The following table shows the needs for sleeping rooms including a few days before the meeting. +-----+-----+-----+-----+-------+-------+-----+-----+-----+-----+ | Thu | Fri | Sat | Sun | Mon | Tue | Wed | Thu | Fri | Sat | +-----+-----+-----+-----+-------+-------+-----+-----+-----+-----+ | 5 | 100 | 450 | 980 | 1.000 | 1.000 | 970 | 770 | 200 | 40 | +-----+-----+-----+-----+-------+-------+-----+-----+-----+-----+ Sleeping Rooms Requirements Table 2 The location of the hotel should be such that allows a quick movement of the attendees between the sleeping and the meeting rooms. Is strongly suggested that the meeting rooms are in fact located in the main hotel (which a minimum capacity of about 60% of the required sleeping rooms). If the meeting rooms are not located in the same place as the main block of sleeping rooms, the inexpensive public transport means should allow the movement of 100% of the attendees in less than 30 minutes, considering the meeting timming and usual public transport utilization by the locals. The ideal situation is that a number of alternative hotels are at walking distance (10-15 minutes) from the event venue. Moreover, the attendees should be able to get food for lunch and dinner, according to the meeting timing, in a maximum of 90-120 minutes. Regarding the city where the venue is located, is required a certain degree of security/safety, understanding that the attendees come from all over the world. Is expected that the nearby airport is located no more than 50 Kilometers from the main hotels, and again inexpensive public transportation is available. The airport should be of such capacity to accomodate 60% of the attendees arriving and departing on the same day, in addition to the usual number of passengers. The traveling cost to the venue location (average economic air fare) Palet Expires January 12, 2006 [Page 5] Internet-Draft IETF Meeting Venue Selection Criteria July 2005 should affordable, not exceed the 1.000 USD. If it's much more expensive, it may be acceptable only in the case the sleeping room cost is lower than the expected average (150 USD per night in the main hotels). The traveling to te venue location should be possible from most of the attendees (60%) with a maximum of 3 flight-hops, desirable 2. Finally, the country hosting the event should not limit the attendance for any participant, with reasonable visa regulations which don't take any unnecessary overhead neither from the organization of the atteendees itself. If the attendee need to invest more than 2 hours on the process, the country should be rejected as a candidate to host the IETF. 3. Technical criteria for the venue selection In order to accomodate the IETF meeting with technical guarantees of sucesfull working capabilities for the attendees, the following technical issues should be considered: This is only a list, need some work. TBD. o Telecomunicacions room availability o Existing infrastructure: fiber, UTP/distances o Feasibility/facility to setup new cables (fiber/UTP) o Electrical power capacity o Highly reliable Internet link and BW o Facilities for AV, room dimensions for screens (high/wide) o IPv4 unicast o DNS o DHCP o IPv4 multicast o IPv6 unicast o IDS, other security issues Palet Expires January 12, 2006 [Page 6] Internet-Draft IETF Meeting Venue Selection Criteria July 2005 o Managed devices across the entire network ? o Test the network under heavy load o Printers o NOC - primary and backup contacts for all the issues/topics o Provide stats and info on network status o WLAN expertise and debugging/monitoring o Document what can be wrong with the WLAN in advance to inform users - FAQ to users o Make the wired network production quality, WLAN experimental ? o Wires to all essential services (e.g. audiocast, chairs, presenter, jabber scribe) o White board for the NOC, in visible place 4. Logistic contingencies TBD. 5. Technical contingencies TBD. 6. Timing/planning TBD. Timing for network setup and testing. 24-hours access to meeting rooms for setup and testing. 7. Venue Acceptance/Rejection Report Despite the information provided by the proponent of a given venue, the IAD should, before taking a final decision about the acceptance or rejection of a given proposed venue, make an on-site survey. The on-site survey report will compare the selection criteria against the proposal information and the actual on-site findings, describing possible discrepancies or issues which may need further Palet Expires January 12, 2006 [Page 7] Internet-Draft IETF Meeting Venue Selection Criteria July 2005 considerations even if they aren't directly described as part of the criteria set outcoming from this docuemnt. 8. Process and Openness In order to demonstrate the complainance with the IETF meeting venue selection criteria, all the information related to the proposal of a site will be made publicly available in the IETF web site. This information will be made public regardless of the site being finally selected or not, and should include all the options, such as a given city and several venues in the same city, and so on. This will not only help the openness of the process but also as collective knowledge helping into a better organization and solution of issues for future meetings. In principle there should not be hidden details to the community regarding the proponent and site options and that should be the overall rule for the publication of the details. However, once a venue is selected, there may be contractual bindings which may not allow to disclose all the negotiation details, which obviously will be restricted to a minimum. The published information will describe what was offered by the proponent, as well as the report about the on-site survey which should be done by the IAD before the final acceptance/rejection of a given proposed venue. 9. Other Issues Further elaboration is required (TBD) ? 10. Conclusions TBD. 11. Security Considerations This document doesn't have any protocol-related security considerations. 12. Acknowledgements The author would like to acknowledge the inputs of TBD. 13. References Palet Expires January 12, 2006 [Page 8] Internet-Draft IETF Meeting Venue Selection Criteria July 2005 13.1 Normative References 13.2 Informative References [1] Deering, S. and R. Hinden, "Internet Protocol, Version 6 (IPv6) Specification", RFC 2460, December 1998. [2] Johnson, D., Perkins, C., and J. Arkko, "Mobility Support in IPv6", RFC 3775, June 2004. [3] Kent, S. and R. Atkinson, "Security Architecture for the Internet Protocol", RFC 2401, November 1998. [4] Kent, S. and R. Atkinson, "IP Authentication Header", RFC 2402, November 1998. [5] Kent, S. and R. Atkinson, "IP Encapsulating Security Payload (ESP)", RFC 2406, November 1998. Author's Address Jordi Palet Martinez Consulintel San Jose Artesano, 1 Alcobendas - Madrid E-28108 - Spain Phone: +34 91 151 81 99 Fax: +34 91 151 81 98 Email: jordi.palet@consulintel.es Palet Expires January 12, 2006 [Page 9] Internet-Draft IETF Meeting Venue Selection Criteria July 2005 Intellectual Property Statement The IETF takes no position regarding the validity or scope of any Intellectual Property Rights or other rights that might be claimed to pertain to the implementation or use of the technology described in this document or the extent to which any license under such rights might or might not be available; nor does it represent that it has made any independent effort to identify any such rights. Information on the procedures with respect to rights in RFC documents can be found in BCP 78 and BCP 79. Copies of IPR disclosures made to the IETF Secretariat and any assurances of licenses to be made available, or the result of an attempt made to obtain a general license or permission for the use of such proprietary rights by implementers or users of this specification can be obtained from the IETF on-line IPR repository at http://www.ietf.org/ipr. The IETF invites any interested party to bring to its attention any copyrights, patents or patent applications, or other proprietary rights that may cover technology that may be required to implement this standard. Please address the information to the IETF at ietf-ipr@ietf.org. Disclaimer of Validity This document and the information contained herein are provided on an "AS IS" basis and THE CONTRIBUTOR, THE ORGANIZATION HE/SHE REPRESENTS OR IS SPONSORED BY (IF ANY), THE INTERNET SOCIETY AND THE INTERNET ENGINEERING TASK FORCE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY THAT THE USE OF THE INFORMATION HEREIN WILL NOT INFRINGE ANY RIGHTS OR ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Copyright Statement Copyright (C) The Internet Society (2005). This document is subject to the rights, licenses and restrictions contained in BCP 78, and except as set forth therein, the authors retain all their rights. Acknowledgment Funding for the RFC Editor function is currently provided by the Internet Society. Palet Expires January 12, 2006 [Page 10]