The standards development work of the IETF is advanced through the generous contributions of the many companies, universities and research centers that volunteer to Host and Sponsor the IETF meetings.
There are three opportunities each year to be a Host and Sponsor of an IETF meeting in venues throughout the world. The IETF calendar with the regions targeted for the meetings can be found at: http://www3.ietf.org/meetings/0mtg-sites.txt. The Host may even suggest a particular city for the meeting, and if a qualified venue can be identified for the meeting dates, such suggestions are given considerable weight when the venue is selected.
The Host is responsible for the cost of the meeting venue (where applicable), the network infrastructure and the connectivity. The Host could undertake these responsibilities alone, with sponsors, or with Co-Hosts that it would identify. Such sponsors and Co-Hosts would be eligible for benefits for their contributions.
Companies considering hosting an IETF meeting have several ways of doing so. The traditional Host has taken responsibility for providing the wireless infrastructure for the meeting, the connectivity and paying for the meeting space. Usually this meant dedicating technical personnel to design, install and operate the network, as well as negotiating the contract with the connectivity provider. Occasionally the Host would outsource the IT to a third party.
Alternatively, the Host had their personnel work with available IETF Volunteers, who are experienced network engineers, and who assist with the design, installation and operation of the network. In this model, the Host retains overall responsibility for the connectivity (in addition to the other responsibilities outlined above).
More recently the IETF, through the Internet Society, contracts with a vendor or vendors to provide the network infrastructure and connectivity, and the Host makes a contribution to the Internet Society, a 501(c)3 organization. The Host is then no longer responsible for the delivery of the network or accountable for its performance. Many companies are now selecting this Host alternative. Similarly, the Host would make a contribution to the Internet Society when there are meeting venue costs.
In addition, the Host typically sponsors a social on the Tuesday evening of the IETF meeting. The social is at a venue of the Host's choosing. Past socials have included a private event at the Musee d'Orsay in Paris, a boat cruise in Old Montreal, and a night at the famous Eddie Dean's Ranch in Dallas, Texas. The Host also generally provides t-shirts and lanyards with the organization's logo.
The Host receives membership benefits from the Internet Society, public acknowledgment by the IETF at the Plenary and in its Proceedings, its organization's logo on the IETF meeting website, complimentary registrations for the meeting and one proceeding, and the opportunity to make a technical presentation to the IETF at the Plenary.
At each IETF meeting there is the opportunity to become the Welcome Reception Sponsor. There is a Welcome Reception for all attendees on the Sunday evening of the IETF Meeting week. All arrangements for the Welcome Reception are made by the Secretariat. The Welcome Reception Sponsor receives complimentary registrations for the meeting, its organization's logo on the meeting website and public acknowledgement during the Plenary. Such sponsors would be eligible for benefits for their contributions.
Becoming a Host or Sponsor of an IETF meeting is an important contribution to the IETF's efforts to produce standards that influence the way people design, use, and manage the Internet and make the Internet work better for everyone. We thank you for considering such an undertaking.
More information about the benefits, costs and responsibilities of hosting or sponsoring an IETF meeting can be obtained by contacting Drew Dvorshak at firstname.lastname@example.org.