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

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 <rpelletier(_at_)isoc(_dot_)org> 
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 
<jared(_at_)puck(_dot_)nether(_dot_)net> 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 <olejacobsen(_at_)me(_dot_)com> 
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.