Hi Jari,
Just a couple of questions/clarifications here (rest in separate threads).
Regarding the meals, the point is to make sure that the people have a place
to have it, even if combined with on-site delivered food. I'm not sure if
the document should talk about the exact schedule, but for sure we need
something like:
"In order to provide the best conditions for the meals and according to
previous experience, the meeting schedule should be appropriately adjusted
to the local habits".
Regarding to insurance, the point here is that it seems never has been done
or at least documented any required insurance, not as individuals, but as
the meeting organization itself. This is extremely important to avoid any
kind of responsibilities from the IETF organization and could change from
country to country. So is important to have a explicit warning to be
considered by each host/IETF responsible people (IAD/chair/others).
I've never seen the evacuation plan in a conference, and probably is there,
but if we haven't seen it, it will be worth to avoid risks having it
conveniently delivered to all the participants (with the registration
package seems to be the most appropriate way).
Regarding the cancellation, the document doesn't say if it is being done
correctly or not, but is not documented and I think is an important point.
What happens if there is any kind of reason which forces to cancel a
meeting. Are the fees being reimbursed or not ? Are the attendees
compensated for the non-refundable flights, etc.
If you believe all this is not clear in the document, please let me know so
I can work out some additional text to make sure is properly understood.
Regards,
Jordi
De: Jari Arkko <jari(_dot_)arkko(_at_)piuha(_dot_)net>
Responder a: <ietf-bounces(_at_)ietf(_dot_)org>
Fecha: Fri, 14 Oct 2005 12:16:07 +0300
Para: JORDI PALET MARTINEZ <jordi(_dot_)palet(_at_)consulintel(_dot_)es>
CC: "ietf(_at_)ietf(_dot_)org" <ietf(_at_)ietf(_dot_)org>
Asunto: Re: IETF Meeting Venue Selection Criteria
Everyone seems to be pointing to the wrong version
of the document. Here's the correct URL:
http://www.ietf.org/internet-drafts/draft-palet-ietf-meeting-venue-selection-c
riteria-01.txt
The -01 version is a major improvement from the initial
ocument, I at least found it useful. Some comments below,
however:
Meals must be available when IETF needs
them. If this is not possible, a combination of this with the
delivering of good quality sandwiches (including vegetarian and
alternative choices) on-site could be acceptable.
I think we had a good experience in Paris from adjusting
our schedules to the local style. I would suggest softening
the above a bit.
Is expected that the nearby airport is located no more than 50
Kilometers from the main hotels, and again inexpensive public
transportation is available.
The airport should be of such capacity to accommodate 60% of the
attendees arriving and departing on the same day, in addition to the
usual number of passengers.
The traveling to the venue location should be possible with a maximum
of one flight hop from a major hub. The airport must have a
diversity of international carriers.
The beginning of the document is very clear that there's
a large number of criteria and that they should be considered
together, rather than blindly following them as rules. The
above items should probably be written in a slightly less
strict style, e.g., "It is expected that there's easy transportation
from the nearby airports to the meeting site. Typically
this implies an airport under 50 kilometer's distance and
the availability of public transportation and/or affordable
taxi services, depending on local situation."
Also, airport capacity is usually not the bottleneck from
what I can see, its mostly (a) sufficient number of scheduled
flights and (b) local immigration practises.
4. Technical criteria for the venue selection
It seems that some of this is related to the meeting site
itself and some to the set up the host, secretariat, and
volunteers arrange on the site. For instance, wiring vs.
dhcp. Might be useful to separate these.
Physical safety and security threats at the location must be
evaluated, understanding that the attendees come from all over the
world. Any specific threats must be addressed in advance (hiring
guards, etc.).
Appropriate warnings (e.g. about local crime risks) must be given.
An emergency response plan and risk analysis must be in place
throughout the meeting, covering issues such as food intoxication,
medical problems, indications when something is stolen, etc.
A red colored paper should be included in the participants
registration envelope with details about the evacuation plan. It
should also include a clear statement regarding the situation in case
of cancelation (for instance, attendee costs versus committed costs
with the host/hotel, retention of meeting fees, etc.).
An evaluation of was and terrorism risk and measures is also
required. The location should have no exceptional security
considerations on this regard.
Appropriate insurance should be investigated for IETF meetings.
This is an overkill. I think its useful to consider security
as a factor when deciding the meeting site (i.e., no Baghdad
IETF.) But I think we can rely on people finding out what
the local issues are mostly on their own just like other
travellers do, and I'm sure if there's a specific issue this
will be talked about in the IETF discussion list. An evacuation
chart might be useful, but in many cases this would essentially
be the meeting site map that we get anyway, as long as
it has some clearly marked "exit" symbols. As for the
insurance, the participants surely have insurance for
their own purposes. Not sure if we need more than that.
The secretariat needs to cover their employees, of course.
Cancellation: ietf registration and hotel registration are
handling this already adequately, I think.
9. Process and Openness
I'd like to see a "site report" for the selected site, but
I'm not sure we can really publish much about the
"failed" site decisions. We could say "X, Y, and Z were
also considered but had to be postponed or abandoned
due to lack of available space, sponsor agreement, and
local conditions".
--Jari
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