mtgvenue R. Pelletier
Internet-Draft Internet Society
Intended status: Best Current Practice L. Nugent
Expires: September 13, 2017 Association Management Solutions
D. Crocker, Ed.
Brandenburg InternetWorking
L. Berger
LabN Consulting, L.L.C.
O. Jacobsen
The Internet Protocol Journal
J. Martin
F. Baker, Ed.
E. Lear, Ed.
Cisco Systems GmbH
March 12, 2017

IETF Plenary Meeting Venue Selection Process


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

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 September 13, 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 ( 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

The IAOC has responsibility for arranging IETF plenary meeting venue selection and operation. This document describes the IETF Meeting Venue Selection Process from the perspective of goals, criteria and thought processes. It describes the objectives and principles behind the Venue selection process. It also discusses the actual selection process to one level of detail, and points to working documents used in execution.

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:


If this requirement cannot be met, a location under consideration is unacceptable. We walk away.

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.

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].

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.

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?

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]

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.

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.

2.2. Venue Selection Non-Objectives

IETF meeting Venues are not selected or declined with the explicit purposes of:


Endorsing or condemning particular countries, political paradigms, laws, regulations, or policies.
Maximal attendance:

Because the IETF garners a significant portion of its revenue from IETF meeting fees, there is considerable incentive for decision- makers to prefer a Venue that will attract more attendees. It is important to resist this temptation: a larger meeting in which key contributors could not make it is not a better meeting; neither is one with a lot of "tourists".

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:


This is an umbrella term for the city, meeting resources and guest room resources.

These contain meeting rooms and associated resources, and possibly also contain hotel rooms.
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:

Criteria Required
Consultation with the IETF Community has not produced concerns sufficient to disqualify the Venue. Mandatory
Travel to the Venue is 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 multiple years. Mandatory
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. Mandatory
It is possible 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, will be considered a positive factor. Such a contract can be considered after at least one IETF meeting has been held at the Venue. Desired
Travel barriers to entry, e.g., visa requirements that can limit participation, are acceptable. Mandatory
Economic, safety, and health risks associated with this Venue are acceptable. Mandatory
Available travel issue assessments -- such as <> -- have been pointed out the IETF community. [[Editor's Note: This mostly concerns assessing the problems getting visa's and making the assessment 3 years in advance. What can we do that is meaningful? Also, are there better citations to include? /d]] Mandatory

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: <>

In addition:

Criteria Required
The Facility is adequate in size and layout to accommodate the meeting and foster participant interaction. Mandatory
The cost of guest rooms, meeting space, meeting food and beverage is affordable, within the norms of business travel. Mandatory
The economics of the Venue allow the meeting to be net cash positive. Mandatory
The Facility permits holding an IETF meeting under "One Roof". That is, qualified meeting space and guest rooms are available in the same facility. Desired
The Facility permits easy wheelchair access. Mandatory
The Facility is accessible by people with disabilities. Important

3.3. Technical Services and Operations Criteria

Criteria Required
The Facility's support technologies and services -- 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. Mandatory
The Facility directly provides, or permits and facilitates, the delivery of a high performance, robust, unfiltered and unmodified IETF Network. Mandatory
The IETF Hotel(s) directly provide, or else 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
The overflow hotels provide reasonable, reliable, unfiltered Internet service for the public areas and guest rooms; this service is included in the cost of the room. Desired

3.4. Lodging Criteria

Criteria Required
The IETF Hotel(s) are within close proximity to each other and the Facility. Mandatory
The guest rooms at the IETF Hotel(s) are sufficient in number to house 1/3 or more of projected meeting attendees. Mandatory
Overflow Hotels can be placed under contract, within convenient travel time of the Facility and at a variety of guest room rates. Mandatory
The Venue environs include budget hotels within convenient travel time, cost, and effort. Mandatory
The IETF Hotel(s) permit easy wheelchair access. Mandatory
The IETF Hotel(s) are accessible by people with disabilities. Important
The IETF Headquarters Hotel has a space for use as 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. Important

3.5. Food and Beverage Criteria

Criteria Required
The Venue environs, which includes both onsite, as 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. Mandatory
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, from the Facility and IETF Hotels. Important
A range of attendee's health-related and religion-related dietary requirements can be satisfied with robust and flexible onsite service or through access to an adequate grocery. Mandatory

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 made aware of concerns relating to particular locations well in advance of having entered into contract discussions.

IETF consensus, with respect to this 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 or to be reported as consensus.

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):

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 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 is a guideline sequence states the current practice as it should be today for identifying and contracting a Venue. Such guidelines will likely need to evolve over time. The IAOC may change these guidelines when needed by publishing updated guidelines and following the normal IETF consensus process.

5.1. Identification

Four years out, a process identifies cities that might be candidates for meetings:

  1. The IAOC selects regions and dates for meetings.
  2. A list of target cities per region is provided to the Secretariat, with host preferences, if known.
  3. Potential venues in preferred cities are identified and receive preliminary investigation, 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.
  4. 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

Preliminary question:

  1. The IAOC asks the community whether there are any barriers to holding a successful meeting in any of the target cities in the set.
  2. Community responses are reviewed and concerns investigated by the Meetings Committee. The results together with recommendations for whether each city should be considered as a potential meeting location is provided to the IAOC.
  3. The IAOC identifies which cities are to be considered as a potential meeting location.
  4. 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.
  5. 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


  1. Secretariat assesses "vetted" target cities to determine availability and conformance to criteria.
  2. Meetings Committee approves potential cities for site qualification visit.
  3. Site qualification visits are arranged by Secretariat and preliminary negotiations are undertaken with selected potential sites.
  4. 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:

  1. 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.
  2. IAOC selects a Venue for contracting as well as a back-up contracting Venue, if available.
  3. 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.
  4. Contracts are executed.

5.5. Final Check

˜3 Months prior to the Meeting, the site is checked for continued availability and conformance to expectations.

  1. 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 meeting in the contracted city and provides findings to the IAOC.
  2. IAOC considers the information provided and evaluates the risk - if significant risk is identified, the Contingency Planning Flow Chart (see Appendix B) is followed, if current risk is not significant, the situation is monitored through the meeting to ensure there is no significant change.

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.

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, Eliot Lear, 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
[RFC2026] Bradner, S., "The Internet Standards Process -- Revision 3", BCP 9, RFC 2026, DOI 10.17487/RFC2026, October 1996.
[RFC4071] Austein, R. and B. Wijnen, "Structure of the IETF Administrative Support Activity (IASA)", BCP 101, RFC 4071, DOI 10.17487/RFC4071, April 2005.
[RFC4371] Carpenter, B. and L. Lynch, "BCP 101 Update for IPR Trust", BCP 101, RFC 4371, DOI 10.17487/RFC4371, January 2006.
[RFC7691] Bradner, S., "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

[I-D.barnes-healthy-food] Barnes, M., "Healthy Food and Special Dietary Requirements for IETF meetings", Internet-Draft draft-barnes-healthy-food-07, 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 Considered: _______________ Email: _______________

Meeting Space Requirements:

Purpose Space Required / Set sf/sm Room Assigned Daily Rate + (set-up rate) Days + (set-up) Total Price
Registration / Breaks** 1200 / custom 13,500 / 1254 Reg areas or foyers 6 + (1)
NOC 25 / conf 1200 / 111 8 + (5)
Terminal Room 75 / class 1350 / 125 7 + (1)
Storage (if Reg < 1000sf) 350 / 33 6 + (4)
Plenary * 900 / theatre 8500 / 790 2
Breakout 1 80 / theatre 800 / 74 6
Breakout 2 100 / theatre 1000 / 93 6
Breakout 3 100 / theatre 1000 / 93 6
Breakout 4 150 / theatre 1400 / 130 6
Breakout 5 150 / theatre 1400 / 130 7
Breakout 6 200 / theatre 1900 / 177 7
Breakout 7 250 / theatre 2400 / 223 6
Breakout 8 300 / theatre 2800 / 260 6
Office 1 Registration 10 / conf 1000 / 93 6 + (4)
Mtg Rm 1 (IAB) 8 / conf 350 / 33 6
Mtg Rm 2 (ISOC1) 20 / conf 900 / 84 6
Mtg Rm 3 (ISOC2) 20 / conf 900 / 84 6
Mtg Rm 4 (IAOC / IAD) 15 / conf 650 / 60 6
Mtg Rm 5 (NC) 15 / conf 650 / 60 6
Mtg Rm 6 (NC IV) Nov 5 / conf 150 / 14 6
Mtg Rm 7 (40U) 40 / u-shape 1550 / 144 7
Mtg Rm 8 (20U) 20 / u-shape 950 / 88 6
Mtg Rm 9 (IESG) 16 / conf 800 / 74 6
I: Postel Rec (WedPM) 40 / rec 400 / 37 1
I: AC (Fri PM) 70 / custom 1700 / 158 1
I: BoT (Sat / Sun) 70 / custom 1700 / 158 Same as AC 2
I: Bot Lunch (Sat / Sun) 40 / banquet 550 / 51 2
I: Brfg Panel (Tue lunch) 150 / theatre 1400 / 130 Same as BO4 1
I: Rec / Dinner (Fri) 50 / rec / ban 700 / 65 1
I: Fellows Dinner 70 / rec / ban 900 / 84 1
Lounge 50 / lounge 600 / 56 5
Companion Rec 20 / rec 200 / 19 1
Newcomers Rec 300 / rec 2500 / 232 1
Welcome Rec 800 / rec 6400 / 595 1
Hackathon 200 / class 3000 / 279 2 + (1)
Bits n Bytes 700 / rec 7000 / 650 2


Day/Date Total Rooms Required Desired Rooms at Primary Hotel Primary Hotel Availability Rate* Primary Hotel Desired Rooms at Overflow Hotels Overflow Hotel Availability Rate * Overflow Hotel
Total room nights 5,250 (780 peak) 4,245 (600 peak) 1,005 (180 peak)
Monday 5 5 0
Tuesday 15 15 0
Wednesday 25 25 0
Thursday 50 50 0
Friday 185 150 35
Saturday 500 400 100
Sunday 770 600 170
Monday 780 600 180
Tuesday 780 600 180
Wednesday 750 600 150
Thursday 700 600 100
Friday 370 300 70
Saturday 220 200 20
Sunday 100 100 0

Food and Beverage:

Purpose When Service
Meet and Greet Sunday afternoon (250 - 350 people) Cold appetizers, beer and wine
Welcome Reception Sunday evening (600 - 800 people) Appetizers and cocktails (no-host bar)
Companion Reception Sunday afternoon (20 - 30 people) Appetizers / non-alcoholic beverages
AM Breaks Daily beginning Monday (1,000+ people) Continental breakfast
PM Breaks Daily beginning Monday (1,000+ people) Light snack with 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 evening (50 people) Bar and hot buffet
Bits n Bytes (reception) Thursday evening (700+ people) Appetizers and cocktails


Item Question Response
Outside connection Can we bring in our own 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.

    | 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

Initial version
Update to reflect and, accessed from
Reorganize and capture IAOC Meetings Committee discussions.
Final from Design Team.
First update incorporating comments
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.
Editor changeover. Further alignment with guidance by Alissa Cooper, Andrew Sullivan and the mtgvenue working group. Many various changes.
Extensive editorial, format and polishing pass. A few substance changes, including food section.
Additions based on working group meeting and off-list discussions; more editorial and format hacking.
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.
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
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.

Authors' Addresses

Ray Pelletier Internet Society EMail:
Laura Nugent Association Management Solutions EMail:
Dave Crocker (editor) Brandenburg InternetWorking EMail:
Lou Berger LabN Consulting, L.L.C. EMail:
Ole Jacobsen The Internet Protocol Journal EMail:
Jim Martin INOC EMail:
Fred Baker (editor) EMail:
Eliot Lear (editor) Cisco Systems GmbH EMail: