Venue Selection Objectives and Criteria was Re: Hotel situation

[Ray Pelletier <[e-mail]>]

All;
> 
> The basic rule is supposed to be that we go where the workers /already/
> are (or, at least where they already are emerging from.)  The
> alternative is to inconvenience 1200-1500 existing participants on the
> very high-risk gamble that the IETF will pick up a few new ones.

Let’s put this in the context the IAOC has been using for years now.

Every location is different.  It’s near impossible to get the perfect venue.

We also diligently try to meet the 1-1-1* objectives:

In 2010 after discussion with the community the IAOC set the Regions
3 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, or for a Host to
volunteer for a particular region inside the 3 year planning period,
or beyond it.

The following are the objectives desired in the selection of an IETF meeting venue:

   1. Advancing standards development
   2. Facilitating participation by active contributors
   3. Encouraging new contributors
   4. Sharing the travel pain; balancing travel time and expense across the regions from 
	where IETF participants are based.

The is the list of the criteria that is evaluated when selecting a venue. 
This is not in any priority order.

	1.  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.
	
	2.  The Meeting Space must be adequate in size and layout to
	accommodate meeting and participant networking where possible.
	
	3.  The Technology must be capable of supporting meeting network
	requirements.
	
	4.  The Guest Rooms at the headquarters hotel must be sufficient
	in number, have an adequate network, or the Hotel will accept
	the IETF network, and within close proximity to venue.
	
	5.  The Venue Surroundings must be surrounded by other hotels,
	restaurants and bars, and within walking distance; not isolated
	
	6.  The Cost of guest rooms, meeting space, food and beverage
	must be affordable.
	
	7.  The meeting should be Hostable and Sponsorable, that is, the
	Meeting is in a location and at a price that it is possible and
	probable to find a host and sponsors.  Host costs typically
	include the cost of the meeting space, network operation and
	circuits. [Note: ~$400,000 USD]
	
	8.  Overflow Hotels are hotels under contract typically within
	walking distance of the venue and have a variety of guest room
	rates.  They do not include the IETF network, but typically have
	free Internet.
	
	9.  Travel is a consideration, ease of access and number of
	hops.  Travel to the venue should be reasonably 	acceptable
	based on cost, time, and burden for participants traveling from
	multiple regions.   Also, are there other travel barriers to
	entry, e.g., visas?
	
	10.  Can the venue and hotels be put under contract?
	
	11.  Risk - Review risks associated with this venue over
	selected dates.
	
	12.  Are there health and safety concerns for the participants at this
	venue?
	
Ray
IAD


> 
> 
> d/
> 
> -- 
> Dave Crocker
> Brandenburg InternetWorking
> bbiw.net
>