Re: [101attendees] Registration for IETF 102, Montreal

Yes and no ... I guess that 1 year in advance (if the contract has been signed, which should be according to the way we look for venues) is a period of time that, if there is a reason to change the venue, we will not be able to do (most probably). Right?

I will agree with either (or both):
1) Not issuing the invitation letter VISA so early, just limit that to 1 year, even if the hotel and registration booking was open (just an example) 2 years in advance.
2) Making sure that the form for the invitation letter has a check-box disclaimer that needs to be "marked" as understood and accepted, by the requester, clearly indicating that the IETF doesn't hold any liability in case of a venue change, etc.

Regards,
Jordi

-----Mensaje original-----
De: 101attendees <101attendees-bounces@ietf.org> en nombre de Andrew Sullivan <ajs@anvilwalrusden.com>
Fecha: viernes, 20 de abril de 2018, 15:09
Para: <101attendees@ietf.org>
Asunto: Re: [101attendees] Registration for IETF 102, Montreal

    On Fri, Apr 20, 2018 at 01:49:24PM +0100, Jim Reid wrote:
    > 
    > Maybe not. IIRC IETF102 was originally planned to be in San Francisco and the venue/country got changed less than 1-2 years in advance. Other organisations have had to switch locations for their meetings with only a few month notice. Though I suppose there’s no harm done if people apply for visas that they later no longer need to use.
    > 

    Actually, there is harm: if we issue invitation letters to a meeting,
    and people get visas and then we don't hold that meeting (or they
    don't come), we have a certain liability for those visas (and our
    credibility in issuing future invitations goes down, increasing the
    chances that people will be denied visas).  Moreover, as things stand
    the way we issue letters of invitation is tricky, because of the link
    between the meeting organization and the invitations.  Normally, hosts
    have to be involved, which complicates matters.

    I suspect that it would be helpful to the community to post somewhere
    an explanation of why letters of invitation are harder than one might
    expect, so I will try to get that together.

    Best regards,

    A

    -- 
    Andrew Sullivan
    ajs@anvilwalrusden.com

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