rfc9712v1.txt		rfc9712.txt
	Internet Engineering Task Force (IETF) J. Daley, Ed.		Internet Engineering Task Force (IETF) J. Daley, Ed.
	Request for Comments: 9712 S. Turner		Request for Comments: 9712 S. Turner
	Updates: 8718, 8719 IETF Administration LLC		BCP: 226 IETF Administration LLC
	Category: Best Current Practice December 2024		Updates: 8718, 8719 January 2025
			Category: Best Current Practice
	ISSN: 2070-1721		ISSN: 2070-1721
	IETF Meeting Venue Requirements Review		IETF Meeting Venue Requirements Review
	Abstract		Abstract
	Following a review of the IETF meeting venue requirements, this		Following a review of the IETF meeting venue requirements, this
	document proposes updates to "IETF Plenary Meeting Venue Selection		document updates RFC 8718 ("IETF Plenary Meeting Venue Selection
	Process" (RFC 8718), clarifies how the IETF Administration Support		Process"), clarifies how the IETF Administration Support Activity
	Activity (IASA) should interpret some elements of RFC 8718, and		(IASA) should interpret some elements of RFC 8718, and specifies a
	proposes a replacement exploratory meeting process, thereby updating		replacement exploratory meeting process, thereby updating RFC 8719
	"High-Level Guidance for the Meeting Policy of the IETF" (RFC 8719).		("High-Level Guidance for the Meeting Policy of the IETF").
	Status of This Memo		Status of This Memo
	This memo documents an Internet Best Current Practice.		This memo documents an Internet Best Current Practice.
	This document is a product of the Internet Engineering Task Force		This document is a product of the Internet Engineering Task Force
	(IETF). It represents the consensus of the IETF community. It has		(IETF). It represents the consensus of the IETF community. It has
	received public review and has been approved for publication by the		received public review and has been approved for publication by the
	Internet Engineering Steering Group (IESG). Further information on		Internet Engineering Steering Group (IESG). Further information on
	BCPs is available in Section 2 of RFC 7841.		BCPs is available in Section 2 of RFC 7841.
	Information about the current status of this document, any errata,		Information about the current status of this document, any errata,
	and how to provide feedback on it may be obtained at		and how to provide feedback on it may be obtained at
	https://www.rfc-editor.org/info/rfc9712.		https://www.rfc-editor.org/info/rfc9712.
	Copyright Notice		Copyright Notice
	Copyright (c) 2024 IETF Trust and the persons identified as the		Copyright (c) 2025 IETF Trust and the persons identified as the
	document authors. All rights reserved.		document authors. All rights reserved.
	This document is subject to BCP 78 and the IETF Trust's Legal		This document is subject to BCP 78 and the IETF Trust's Legal
	Provisions Relating to IETF Documents		Provisions Relating to IETF Documents
	(https://trustee.ietf.org/license-info) in effect on the date of		(https://trustee.ietf.org/license-info) in effect on the date of
	publication of this document. Please review these documents		publication of this document. Please review these documents
	carefully, as they describe your rights and restrictions with respect		carefully, as they describe your rights and restrictions with respect
	to this document. Code Components extracted from this document must		to this document. Code Components extracted from this document must
	include Revised BSD License text as described in Section 4.e of the		include Revised BSD License text as described in Section 4.e of the
	Trust Legal Provisions and are provided without warranty as described		Trust Legal Provisions and are provided without warranty as described
	skipping to change at line 99 ¶		skipping to change at line 100 ¶
	current model for IETF meetings.		current model for IETF meetings.
	The IASA has reviewed the venue selection in light of these		The IASA has reviewed the venue selection in light of these
	developments, primarily informed by the staff who work on venue		developments, primarily informed by the staff who work on venue
	selection, and has identified a number of issues to be addressed by a		selection, and has identified a number of issues to be addressed by a
	combination of updates to those RFCs and clarifications of		combination of updates to those RFCs and clarifications of
	interpretation.		interpretation.
	2. Summary of Changes to RFCs 8718 and 8719		2. Summary of Changes to RFCs 8718 and 8719
	1. Updates the Meeting (Rotation) Policy specified in [RFC8719] with		This document makes the following changes to [RFC8718] and [RFC8719]:
			1. Updates the meeting (rotation) policy specified in [RFC8719] with
	a new process for the selection of exploratory meetings.		a new process for the selection of exploratory meetings.
	2. Clarifies the interpretation of "close proximity" as used in		2. Clarifies the interpretation of "close proximity" as used in
	[RFC8718].		[RFC8718].
	3. Updates the room block requirement specified in [RFC8718] from		3. Updates the room block requirement specified in [RFC8718] from
	"one-third or more of projected meeting attendees" to a more		"one-third or more of projected meeting attendees" to a more
	flexible "sufficient rooms to meet the expected demand".		flexible "sufficient rooms to meet the expected demand".
	4. Clarifies that the IASA should interpret any reference to		4. Clarifies that the IASA should interpret any reference to
	skipping to change at line 121 ¶		skipping to change at line 124 ¶
	that the IASA can choose to provide at its own discretion.		that the IASA can choose to provide at its own discretion.
	5. Updates the ad hoc space specified in various parts of [RFC8718]		5. Updates the ad hoc space specified in various parts of [RFC8718]
	to better match the community requirements, as expressed in post-		to better match the community requirements, as expressed in post-
	meeting surveys.		meeting surveys.
	3. The Meeting (Rotation) Policy and Exploratory Meetings		3. The Meeting (Rotation) Policy and Exploratory Meetings
	3.1. Current Policy		3.1. Current Policy
	The current meeting rotation policy is set as the "1-1-1-*" policy in		The current meeting (rotation) policy is set as the "1-1-1-*" policy
	[RFC8719]:		in [RFC8719]:
	| [...] the meeting policy (let's call this the "1-1-1" policy) is		| [...] the meeting policy (let's call this the "1-1-1" policy) is
	| that meetings should rotate between North America, Europe, and		| that meetings should rotate between North America, Europe, and
	| Asia.		| Asia.
	and		and
	| [...] the 1-1-1-* meeting policy is a slightly modified version of		| [...] the 1-1-1-* meeting policy is a slightly modified version of
	| the aforementioned 1-1-1 meeting policy that allows for additional		| the aforementioned 1-1-1 meeting policy that allows for additional
	| flexibility in the form of an exploratory meeting (denoted with an		| flexibility in the form of an exploratory meeting (denoted with an
	skipping to change at line 198 ¶		skipping to change at line 201 ¶
	| * We have something of a preference for an IETF meeting to be		| * We have something of a preference for an IETF meeting to be
	| under "One Roof"; that is, qualified meeting space and guest		| under "One Roof"; that is, qualified meeting space and guest
	| rooms are available in the same facility.		| rooms are available in the same facility.
	4.1.2. Discussion		4.1.2. Discussion
	What happens in practice is that the IASA books a venue that conforms		What happens in practice is that the IASA books a venue that conforms
	to one of two separate configurations:		to one of two separate configurations:
	1. A "one-roof" venue of a hotel with the meeting space in the hotel		1. A "One-Roof" venue of a hotel with the meeting space in the hotel
	or directly attached.		or directly attached.
	The advantages of this configuration are:		The advantages of this configuration are:
	* With a large enough room block, the meeting space is generally		* With a large enough room block, the meeting space is generally
	free.		free.
	* For those IETF participants (and staff) that normally stay in		* For those IETF participants (and staff) that normally stay in
	the IETF hotel, there is a strong sense of community.		the IETF hotel, there is a strong sense of community.
	* It is usually easier and more flexible to work with a single		* It is usually easier and more flexible to work with a single
	point of contact instead of several (e.g., convention centers		point of contact instead of several (e.g., convention centers
	have separate contacts for Audio/Visual services, Food/		have separate contacts for Audio/Visual services, Food/
	Beverage services, and meeting space).		Beverage services, and meeting space).
	* It can be much cheaper for the IASA than working with a		* It can be much cheaper for the IASA than working with a
	separate convention center.		separate convention center.
	* Group discussions can move more naturally from the facility to		* Group discussions can move more naturally from the Facility to
	the hotel.		the hotel.
	* It is easier to negotiate network changes to the hotel as part		* It is easier to negotiate network changes to the hotel as part
	of an overall network package.		of an overall network package.
	* Someone can walk from their room to the meeting space in a few		* Someone can walk from their room to the meeting space in a few
	minutes, staying indoors the whole time.		minutes, staying indoors the whole time.
	The disadvantages are:		The disadvantages are:
	* There are a limited number of hotels (and therefore cities)		* There are a limited number of hotels (and therefore cities)
	with large enough meeting space and sufficient rooms to		with large enough meeting space and sufficient rooms.
	accommodate us.
	* The room rates at conference hotels are often on the high		* The room rates at conference hotels are often on the high
	side, which can be more expensive for IETF participants.		side, which can be more expensive for IETF participants.
	2. A meeting space not co-located with a hotel (normally a		2. A meeting space not co-located with a hotel (normally a
	convention center) but where there are hotels within a short		convention center) but where there are hotels within a short
	walk.		walk.
	The advantages of this configuration are:		The advantages of this configuration are:
	skipping to change at line 259 ¶		skipping to change at line 261 ¶
	The disadvantages are:		The disadvantages are:
	* Convention centers are much more difficult to negotiate with		* Convention centers are much more difficult to negotiate with
	and are less flexible.		and are less flexible.
	* The IASA has to pay for the meeting space.		* The IASA has to pay for the meeting space.
	* For those IETF participants (and staff) that normally stay in		* For those IETF participants (and staff) that normally stay in
	the IETF hotel, the sense of community is diminished.		the IETF hotel, the sense of community is diminished.
	* The choice of a main hotel and negotiation of the network for		* The choice of a main hotel and negotiation for the network at
	that hotel are more complicated.		that hotel are more complicated.
	While a "one-roof" venue is preferred, there are a limited number of		To meet in cities that do not have suitable "One-Roof" venues, the
	hotels (and therefore cities) with large enough meeting space and		IASA needs to work with convention centers. If this approach is not
	sufficient rooms to accommodate us. To meet in cities that do not		taken, then many cities and potentially some countries will be
	have suitable "one-roof" venues, the IASA needs to work with		practically excluded as meeting venues.
	convention centers. If this approach is not taken, then many cities
	and potentially some countries will be practically excluded as
	meeting venues.
	It should also be noted that a "one-roof" venue shifts the costs of		It should also be noted that a "One-Roof" venue shifts the costs of
	the meeting onto participants whereas a convention center shifts the		the meeting onto participants whereas a convention center shifts the
	costs onto the IASA.		costs onto the IASA.
	Despite "one roof" being expressed as a preference in [RFC8718],		Despite "One Roof" being expressed as a preference in [RFC8718],
	there are some in the community who consider it as the only way to		there are some in the community who consider it as the only way to
	meet the requirement for "close proximity".		meet the requirement for "close proximity".
	4.1.3. Resolution: Clarification of Interpretation		4.1.3. Resolution: Clarification of Interpretation
	To address this concern, the IASA should interpret the "close		To address this concern, the IASA should interpret the "close
	proximity" requirement of [RFC8718] as follows:		proximity" requirement of [RFC8718] as follows:
	Where the meeting space is a convention center or another		Where the meeting space is a convention center or another
	facility without a directly attached hotel, the "close		facility without a directly attached hotel, the "close
	skipping to change at line 352 ¶		skipping to change at line 351 ¶
	| of the meeting.		| of the meeting.
	The concept is further expanded in Section 3.2.4 of [RFC8718]:		The concept is further expanded in Section 3.2.4 of [RFC8718]:
	| Overflow Hotels can be placed under contract, within convenient		| Overflow Hotels can be placed under contract, within convenient
	| travel time to and from the Facility and at a variety of guest		| travel time to and from the Facility and at a variety of guest
	| room rates		| room rates
	4.3.2. Discussion		4.3.2. Discussion
	The IASA has historically contracted with overflow hotels including		The IASA has historically contracted with Overflow Hotels including
	those at other price points from the IETF Hotels. They were very		those at other price points from the IETF Hotels. They were very
	underutilized by attendees, reflecting the general underutilization		underutilized by attendees, reflecting the general underutilization
	of IETF contracted room blocks and exposing the IASA to financial		of IETF contracted room blocks and exposing the IASA to financial
	risk with little benefit to participants. As a result, the use of		risk with little benefit to participants. As a result, the use of
	overflow hotels has reduced, and they are rarely contracted.		Overflow Hotels has reduced, and they are rarely contracted.
	However, due to the way they are incorporated into [RFC8718], there		However, due to the way they are incorporated into [RFC8718], there
	are still many who believe these are, or should be, a normal feature		are still many who believe these are, or should be, a normal feature
	of IETF meetings.		of IETF meetings.
	4.3.3. Resolution: Clarification of Interpretation		4.3.3. Resolution: Clarification of Interpretation
	To address this issue, the IASA should interpret any reference to		To address this issue, the IASA should interpret any reference to
	Overflow Hotels as an entirely optional feature that the IASA can		Overflow Hotels as an entirely optional feature that the IASA can
	choose to provide at its own discretion.		choose to provide at its own discretion.
	skipping to change at line 390 ¶		skipping to change at line 389 ¶
	| minutes).		| minutes).
	|		|
	| * At least one IETF Hotel or the Facility has a space for use as		| * At least one IETF Hotel or the Facility has a space for use as
	| a lounge, conducive to planned and ad hoc meetings and		| a lounge, conducive to planned and ad hoc meetings and
	| chatting, as well as a space for working online. There are		| chatting, as well as a space for working online. There are
	| tables with seating, convenient for small meetings with		| tables with seating, convenient for small meetings with
	| laptops. These can be at an open bar or casual restaurant.		| laptops. These can be at an open bar or casual restaurant.
	| Preferably the lounge area is centrally located, permitting		| Preferably the lounge area is centrally located, permitting
	| easy access to participants.		| easy access to participants.
	While not a formal requirement, a Terminal Room (described as a		While not a formal requirement, a terminal room (described as a
	dedicated room with extended opening hours beyond the normal hours of		dedicated room with extended opening hours beyond the normal hours of
	IETF meetings), Ethernet connectivity, a printer, and a staffed help		IETF meetings), Ethernet connectivity, a printer, and a staffed help
	desk have been long-standing features of IETF meetings.		desk have been long-standing features of IETF meetings.
	4.4.2. Discussion		4.4.2. Discussion
	Both the Lounge and the Terminal Room are used regularly but lightly,		Both the lounge and the terminal room are used regularly but lightly,
	i.e., far below capacity. The reason for this is explained in the		i.e., far below capacity. The reason for this is explained in the
	feedback to post-meeting surveys: Most participants want an		feedback to post-meeting surveys: Most participants want an
	immediately accessible ad hoc meeting space, which is best provided		immediately accessible ad hoc meeting space, which is best provided
	by plenty of hallway seating. The IASA has responded to this		by plenty of hallway seating. The IASA has responded to this
	feedback by adopting a new practice of hiring in-hallway seating		feedback by adopting a new practice of bringing in additional in-
	whenever that provided by the venue is insufficient.		hallway seating whenever that provided by the venue is insufficient.
	Dedicated rooms, such as the Lounge or Terminal Room, or external		Dedicated rooms, such as the lounge or terminal room, or external
	facilities "within walking distance (5-10 minutes)" are unsuitable		facilities "within walking distance (5-10 minutes)" are unsuitable
	for the majority of participant needs, though there remains a need		for the majority of participant needs, though there remains a need
	for quiet places to work between sessions.		for quiet places to work between sessions.
	4.4.3. Resolution: Update to RFC 8718		4.4.3. Resolution: Update to RFC 8718
	To address this issue, [RFC8718] is updated as follows:		To address this issue, [RFC8718] is updated as follows:
	1. Section 3.2.2 of [RFC8718] is updated so that the entry on ad hoc		1. Section 3.2.2 of [RFC8718] is updated so that the entry on ad hoc
	meeting space (first bullet) now reads:		meeting space (first bullet) now reads:
	skipping to change at line 449 ¶		skipping to change at line 448 ¶
	[RFC8718] Lear, E., Ed., "IETF Plenary Meeting Venue Selection		[RFC8718] Lear, E., Ed., "IETF Plenary Meeting Venue Selection
	Process", BCP 226, RFC 8718, DOI 10.17487/RFC8718,		Process", BCP 226, RFC 8718, DOI 10.17487/RFC8718,
	February 2020, <https://www.rfc-editor.org/info/rfc8718>.		February 2020, <https://www.rfc-editor.org/info/rfc8718>.
	[RFC8719] Krishnan, S., "High-Level Guidance for the Meeting Policy		[RFC8719] Krishnan, S., "High-Level Guidance for the Meeting Policy
	of the IETF", BCP 226, RFC 8719, DOI 10.17487/RFC8719,		of the IETF", BCP 226, RFC 8719, DOI 10.17487/RFC8719,
	February 2020, <https://www.rfc-editor.org/info/rfc8719>.		February 2020, <https://www.rfc-editor.org/info/rfc8719>.
	Contributors		Contributors
	Thanks to all of the contributors: Laura Nugent, Stephanie McCammon,		Thanks to the following people for their contributions to this
	Alexa Morris, Greg Wood, Lars Eggert, and Jason Livingood.		document: Laura Nugent, Stephanie McCammon, Alexa Morris, Greg Wood,
			Lars Eggert, and Jason Livingood.
	Authors' Addresses		Authors' Addresses
	Jay Daley (editor)		Jay Daley (editor)
	IETF Administration LLC		IETF Administration LLC
	1000 N. West Street, Suite 1200		1000 N. West Street, Suite 1200
	Wilimington, DE 19801		Wilmington, DE 19801
	United States of America		United States of America
	Email: jay@staff.ietf.org		Email: jay@staff.ietf.org
	Sean Turner		Sean Turner
	IETF Administration LLC		IETF Administration LLC
	1000 N. West Street, Suite 1200		1000 N. West Street, Suite 1200
	Wilimington, DE 19801		Wilmington, DE 19801
	United States of America		United States of America
	Email: sean@sn3rd.com		Email: sean@sn3rd.com
End of changes. 21 change blocks.
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