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draft-prior-future-host-guidelines-01.txt
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INTERNET DRAFT Mark Prior
Guidelines for IETF Meeting Sites The University of Adelaide
<draft-prior-future-host-guidelines-01.txt> Dave Crocker
Brandenburg Consulting
Bill Manning
ISI
E. Paul Love
Internet Consulting of Vermont
Simon Coppins
The University of Adelaide
Guidelines for IETF Meeting Sites
Status of this Memo
This document is an Internet-Draft. Internet-Drafts are working
documents of the Internet Engineering Task Force (IETF), its
areas, and its working groups. Note that other groups may also
distribute working documents as Internet-Drafts.
Internet-Drafts are draft documents valid for a maximum of six
months and may be updated, replaced, or obsoleted by other
documents at any time. It is inappropriate to use Internet-
Drafts as reference material or to cite them other than as
``work in progress.''
To learn the current status of any Internet-Draft, please check
the ``1id-abstracts.txt'' listing contained in the Internet-
Drafts Shadow Directories on ds.internic.net (US East Coast),
nic.nordu.net (Europe), ftp.isi.edu (US West Coast), or
munnari.oz.au (Pacific Rim).
This Internet Draft expires on 31 March 1996.
Please send comments to the authors.
Abstract
The IETF is an international group that conducts most of its
business using electronic mail however three times a year it
conducts an open meeting for one week. For the most part the actual
mechanics of the meeting are organised by the IETF secretariat but
there are some requirements placed on the local host.
This document attempts to provide some guidelines for organisations
that wish to volunteer to act as host for one of these open
meetings.
Travel
The IETF is an international organisation so it is expected that
meetings will be held in various parts of the globe and that it
will be necessary to travel to "remote" locations. In order for this
not to become too onerous but to allow meetings to be held in many
different countries it is suggested that the site must be located
within an hour's travel of a major airport which must have direct
(non commuter) connections to the major international airports of
that country. Ideally this would mean that the host city could be
reached with at most 2 aircraft transfers for most attendees.
Accommodation
The host city must have sufficient hotels within walking distance
(maximum 10 minutes) of the meeting site to accommodate everyone
that wishes to attend the meeting. At the present time this means
providing block booking for approximately 350 rooms as not everyone
attends for the whole week. It is desirable that the hotels be of,
at least, superior standard with at least one offering rates within
the current US government employee per diem limit and be members of
an international chain of hotels (to aid booking of rooms from
overseas). Information should also be provided on inexpensive hotels
that are within walking distance of the meeting site, to accomodate
attendees on a more strict budget. It is also desirable that the
hotels be located close by to other amenities, including a range of
restaurants with a variety of cuisines (including vegetarian
dishes). There should be a variety of means of reaching the hotel
from the airport in addition to rental cars, such as taxis, airport
shuttles and public transport.
Meetings Site
The IETF is made up of a large number of working groups the majority
of which will wish to meet during the week, possibly more than once.
It is therefore a requirement that the meetings site be capable of
supporting at least 7 simultaneous meetings with meeting rooms
varying in size from approximately 30 to 180. Two of these room,
accommodating 100 to 150 people, must be capable of supporting the
broadcast of proceeding to the Internet. The site must also have a
plenary hall capable of accommodating approximately 800 people. It
is preferred that the meeting site be located within one of the
hotels but if this is not possible it must be located within 5
minutes walk of the hotels and it must have access for people with
disabilities.
Terminal Room
One component of the meeting that must be provided by the local
host is the "terminal room". This room must be located at the
meeting site and is in addition to the meetings rooms. It should
be designed to provide attendees with easy access from the host
location to the Internet. The terminal room is expected to be
available from noon Sunday through noon Friday. To accommodate those
attendees who arrive on Saturday (due to air fare savings, jet lag
recover, etc) it would be desirable to have it operational from
Saturday afternoon or evening if possible.
Past experience shows that the following configuration is
satisfactory
30 X terminals or PCs (with X windows software), with
supporting servers
2 or 3 Localtalk runs, with cabling for at least 25 Macs
3 Postscript Laser printers (one dedicated to transparencies)
25 UTP Ethernet ports for laptops
It would be very desirable to provide 16 dialin lines to the
terminal room so that attendees at hotels remote from the meeting
site can readily access the facilities in the terminal room.
MBONE
Recent IETF meetings have been broadcast over the Internet,
normally two simultaneous sessions. To broadcast a meeting you
need a connection to the MBONE (Multicast Backbone) over at least
an E1/T1 link. As the MBONE is still experimental you will require
a MBONE router to connect to the MBONE, this may be a
SPARCstation, or other multicast capable workstation as long as it
supports pruning, or a cisco router (supporting PIM).
To broadcast a session you will need a multicast capable
workstation with a frame grabber as well as video & audio mixing
equipment suitable for interworking with the sites audio/video
facility. This facility should be configured so that remote
participants can contribute to the discussion as well as just
watch proceedings.
It is also desirable that sessions be recorded and rebroadcast
during the night to allow people in other time zones and
opportunity to watch the session, even if they cannot participate.
Social Event
Although optional, traditionally the host site has also been
responsible for arranging a social event for at least 100
participants, that is held on one evening early in the week. The
actual scope and content of the event is up to the local host, the
Secretariat can provide advice on the appropriateness of the event
but cannot be directly involved.
Authors
Mark Prior
Information Technology Division
The University of Adelaide
Adelaide, SA 5005
AUSTRALIA
Phone: +61 8 303 5680
Fax: +61 8 303 4400
Email: mrp@itd.adelaide.edu.au
Dave Crocker
Brandenburg Consulting
675 Spruce Dr.
Sunnyvale, CA 94086
USA
Phone: +1 408 246 8253
Fax: +1 408 249 6205
Email: dcrocker@brandenburg.com
Bill Manning
ISI
4676 Admiralty Way #1001
Marina del Rey, CA 90292
USA
Phone: +1 310 822 1511
Email: bmanning@isi.edu
E. Paul Love
Internet Consulting of Vermont
Brattleboro, VT 05301
USA
Phone: +1 802 254 9087
Fax: +1 802 254 5783
Email: epl@sover.net
Simon Coppins
Department of Architecture
The University of Adelaide
Adelaide, SA 5005
AUSTRALIA
Phone: +61 8 303 5978
Fax: +61 8 303 4377
Email: coppins@arch.adelaide.edu.au