Re: Venue Data for Upcoming Meetings was Re: Hotel situation

[Ray Pelletier <[e-mail]>]

All;

I’m updating the Venue Data to show the last two years regarding
guest room rates, rooms contracted for on Peak nights and 
number of rooms total in the Hotel.

> On Jan 5, 2016, at 4:45 PM, Ray Pelletier <[e-mail]> wrote:
> 
> All;
> 
> Below is data for our upcoming meetings regarding guest room rates,
> rooms contracted for on Peak nights and number of rooms total in the
> Hotel.
> 
> Our target has been to get 600 rooms on peak nights in the so-called
> headquarters hotel, and total, with Overflow hotels, to contract 780
> rooms on peak night.  We do not attempt to contract rooms for 1,200
> attendees.
> 
> There are often tradeoffs required in selecting the venue.  We might
> be able to get 600 rooms in a hotel but the hotel is remote, not
> surrounded by other hotels, restaurants, etc.  It’s not uncommon for
> us to check availability for 10 or more venues for a particular
> meeting in a particular region to identify ones that are available
> and meet the criteria.  See the Venue Selection Criteria below.  
> And, no, “pick locations to maximize meeting fee income” is not
> among the criteria.  
> 
> For Buenos Aires we have contracted with 10 hotels, of which the
> last 4 will come online in the next 24 hours or so.  Hotels are
> smaller in Buenos Aires.  
> 
> Currently we are working on the overflow hotels in Seoul, trying to
> get as many rooms at reasonable prices as close to the venue as
> possible.  We expect to contract with 3 additional hotels there.  
> 
> Ray
> IAD

> 
> 
> 
> 			Price w/o Tax  Peak  Total

London			
  Hilton Metropole	$283 	600	1059
			
Toronto			
Fairmont			$163 	600	1365
			
Honolulu			
  Hilton	$185/$219/$245	600	2860
  Doubletree		$185 	50	317
			
Dallas			
  Fairmont		$169 	500	545
  Magnolia		$135 	100	329
			
Prague			
  Hilton			$138 	600	791
  InterContinental	$130 	200	372
			
Yokohama			
  InterContinental	$153 	300	594
  Tokyu		$91 - $295	220	480
  Navios		$80 - $96		60	137
  Sakuragicho		$93 		100	553
  New Otani	$139 - $217	150	240

> Buenos Aires				1230  2923
> Hilton			$209 	300    417
> Sheraton ConvCtr	$179 	140    742
> Holiday Inn		$150 	30      116
> NH City Hotel		$143        190    369
> NH Florida		$120 	85      162
> NH Lancaster		$132 	40	  115
> NH 9th of July	$120 	85	  175
> Sheraton Liberator $179 	70	  200
> InterCon			$200 	150	  309
> Plaza			$131 	140	  318
> 
> Berlin					730
> InterCon			$140 	480	  558
> Pullman			$129 	250	  383
> 
> Seoul
> Conrad		$197/$214	400	  434
> Overflow	TBD
> Overflow	TBD
> Overflow	TBD
> 
> Chicago					800
> Swissotel		$169 	450	  660
> Fairmont			$169 	350	  687
> 
> Prague
> Hilton			$149 	600	  791
> 
> +++++++++++++++
> Venue Selection Objectives & Criteria:
> 
> 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.
> 
> 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 safety/health concerns for the participants at this
> venue?
> 
> 13.  Are there health concerns for the participants at this venue?
> 
> 
> 
> 
> 
> 
>> On Jan 5, 2016, at 11:52 AM, Jared Mauch <[e-mail]> wrote:
>> 
>> I know for NANOG the Bay Area is a big attendance draw but costs are also much higher compared to other venues. 
>> 
>> Jared Mauch
>> 
>>> On Jan 5, 2016, at 11:19 AM, Ole Jacobsen <[e-mail]> wrote:
>>> 
>>> Speaking as the chair of said committee, no "maximizing meeting fee 
>>> income" is not and (at least in my opinion) should not be the primary 
>>> reason for selecting a venue. There *is* obviously some predictable 
>>> correlation between location and attendance number, for example if we 
>>> have a meeting in San Jose or San Francisco we would expect a larger 
>>> than average number of "locals" to attend because there are many of 
>>> them in that area. But it's not clear that such a peak in numbers 
>>> would benefit the IETF in the long run, in other words, it isn't clear 
>>> that such extra attendees would become regular contributors.
>> 
>