[86all] Background on the Selection of the Caribe Royale Venue for IETF 86

Ray Pelletier <rpelletier@isoc.org> Wed, 20 February 2013 19:36 UTC

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From: Ray Pelletier <rpelletier@isoc.org>
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Subject: [86all] Background on the Selection of the Caribe Royale Venue for IETF 86
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In 2007, and perhaps earlier, the IEEE inquired as to the desirability of holding back-to-back meetings with the IETF.  Our practice had been to avoid a clash with IEEE with a least a week separating the meetings.

In December 2008 the idea was presented to the IAOC that the IETF and IEEE hold back-to-back meetings in at the Caribe Royale in Orlando, Florida in March 2013, a venue that IEEE was very familiar with as it had held successful meetings there in the past.

The purpose was save travel, time and costs for those who attend both, as well as the potential to save the IEEE and IETF costs with the hotel and network provider through increased bargaining power.  

We are saving money on the network service contract for Orlando.  The site visit, shipping and engineer transportation costs will be shared with IEEE 802, as well as one less day of engineering time and lodging expenses.  

The IAOC approved planning for the meeting on 18 December 2008, and on 7 May 2009, the IAOC approved the venue.  As this was a successful venue for the IEEE no site visit was conducted prior to contracting.  A site visit was conducted in January in preparation for the meeting.

To place this decision in context on a timeline, the Maastricht contract was executed in April 2009.  It's fair to say site selection criteria and evaluations have evolved significantly since then.