IAOC Committee Call at 10:38 AM EST, Wednesday, 25 November, 2009 Participants: Lynn St. Amour [Present] Fred Baker [Not Present] Marshall Eubanks [Present] Bob Hinden [Present, Chair] Russ Housley [Not Present] Ole Jacobsen [Present] Olaf Kolkman [Present] Ray Pelletier [Present, IAD] Henk Uijterwaal [Present] Karen O’Donoghue [Scribe] ----------------------------------------------------------------------- IAOC Agenda 1. IETF 81 Venue Approval 2. IETF 82 Venue Approval 3. Retail Store 4. Annual Giving ----------------------------------------------------------------------- There was a roll call, and the IAOC Chair called the IAOC Committee meeting to order at 10:38 AM. 1. IETF 81 Venue Approval IETF 81 will be held 24 - 29 July, 2011. A host is in discussion. There are two contracts currently on the table - Quebec City Convention Centre and (Hotel) Quebec. Here are a few details on each: a. Quebec City Convention Centre Not 'One Roof' - Underground walkway Meeting Space qualified Tech infrastructure qualified Space Cost: Free F&B Cost: Reasonable Surroundings: Hotels & Old City edge b. (Hotel) Quebec Across the street from the Old City Indoor walkway access to the convention centre 1 of 6 nearby hotels ranging from $209 - $269/nite CAD A downside to Quebec is that travel to the location requires an additional hop; however 64% of those responding to a survey supported Quebec as the venue. RESOLUTION Whereas the Quebec City Convention Centre meeting space and technical infrastructure has been qualified, and Whereas the (Hotel) Quebec has been found suitable for the meeting primary hotel, and Whereas the Community selected Quebec City in an IETF 81 venue survey, and Resolved that the IAOC approves Quebec City as the site for IETF 81 and requests the Internet Society to enter into agreements to effect that selection. A motion to approve the resolution was made by Marshall. The motion was seconded by Henk. The motion was approved unanimously. Announcements won't be made until meeting space venue and primary hotel contracts are executed. 2. IETF 82 Venue Approval IETF 82 will be held 13 - 18 November, 2011. A host has been identified. There are two contracts currently on the table - (Asia) Convention Center and (Asia Hotel). Here are a few details on each: a. (Asia) Convention Center Not 'One Roof' - Hotel adjacent Meeting Space qualified Tech infrastructure qualified b. (Asia Hotel) Adjacent to the Convention Center 6 other hotels nearby Qualified by a site visit Network access will be provided by the IETF; an arrangement with a 3rd party provider is being worked out, however. a. Travel - international airport serviced by many airlines b. 3rd Agreement Similar to other Asia venue where the contract with the Convention Center is executed by the Host and ISOC needs an agreement with the Host regarding the assumption of expenses and responsibilities typically assumed by ISOC when it executes a contract directly. RESOLUTION Whereas the (Asia) Convention Center meeting space and technical infrastructure has been qualified, and Whereas the (Asia Hotel) has been found suitable for the meeting primary hotel, and Whereas there is still discussion ongoing regarding network access in the (Asia Hotel) and Whereas the Host and the Internet Society need to reach agreement regarding the assumption of certain costs and responsibilities by the Internet Society at the (Asia) Convention Center. Resolved that the IAOC approves (Asia venue) as the site for IETF 82 subject to resolution of the network access at the (Asia Hotel), and an agreement between the Internet Society and (Host) regarding expenses and responsibilities under the (Asia) Convention Center agreement. Resolved further that the IAOC requests the Internet Society to enter into such agreements to effect the selection for IETF 82. A motion to approve the resolution was made by Marshall. The motion was seconded by Ole. The motion was approved unanimously. Announcements won't be made until meeting space venue and primary hotel contracts are executed. Discussion ensued in which Marshall noted that the IAOC will get complaints because we have now scheduled three Asian meetings in three years. This is not the normal rotation and we should perhaps acknowledge this when we announce it. Ray will give the Committee an update when the hotel issues are resolved. 3. Retail Store Drew gave a presentation with slides. The retail store discussion started at the San Francisco IETF - how to get extra Juniper t-shirts without a lot of commitment of resources. It will be a minor revenue stream, but still a revenue stream none the less. Marshall suggested that perhaps the t-shirt designs would only be appropriate for t-shirts and the logo would be more appropriate for other items like mugs and such. We need to know what the quality of the product will be. Also, do they do embroidery for higher-quality merchandise (there may be limitations if there’s a particular type of fabric)? Bob noted that the IETF Trust needs to approve the use of the IETF logo. Ray pointed out that the IAOC would also need licenses from the artists. Marshall, Bob and Olaf strongly feel products with the IETF logo should be offered. A motion to approve the opening of an IETF retail store was made by Bob. The motion was seconded by Ole. The motion was approved by all. The motion passed. 4. Annual Giving This topic was moved to the 3 December, 2009 meeting agenda. The Chair adjourned the meeting.