



GENDISPATCH                                                    T. Hardie
Internet-Draft                                           7 November 2025
Updates: 8718 (if approved)                                             
Intended status: Best Current Practice                                  
Expires: 11 May 2026


                        IETF Venue Reassessment
                   draft-hardie-venue-reassessment-00

Abstract

   The current venue selection procedures do not describe how to request
   reconsideration of a venue's suitability in the event of major
   changes related to the safety of a venue or the ability of IETF
   participants to enter the relevant jurisdicition.  This draft sets
   out a strawman process for this procedure.

Status of This Memo

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   This Internet-Draft will expire on 11 May 2026.

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   provided without warranty as described in the Revised BSD License.



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Table of Contents

   1.  Introduction  . . . . . . . . . . . . . . . . . . . . . . . .   2
     1.1.  When reconsideration is warranted . . . . . . . . . . . .   2
     1.2.  Reconsideration requests  . . . . . . . . . . . . . . . .   3
     1.3.  Reassessment  . . . . . . . . . . . . . . . . . . . . . .   4
   2.  Acknowledgements  . . . . . . . . . . . . . . . . . . . . . .   4
   3.  IANA Considerations . . . . . . . . . . . . . . . . . . . . .   4
   4.  Security Considerations . . . . . . . . . . . . . . . . . . .   4
   5.  References  . . . . . . . . . . . . . . . . . . . . . . . . .   4
     5.1.  Normative References  . . . . . . . . . . . . . . . . . .   4
     5.2.  Informative References  . . . . . . . . . . . . . . . . .   4
   Author's Address  . . . . . . . . . . . . . . . . . . . . . . . .   4

1.  Introduction

   The IETF Administration Support Activity (IASA) is responsible for
   arranging the selection and operation of the IETF plenary meeting
   venue, according to the principles set out in [RFC8718].  The
   specific procedures for meeting planning in place at the time this
   document was written were found at [MeetingPlanning]

   The current meeting procedures set out in some detail how meeting
   venues are identified and evaluated.  They also contain specific
   information on how the evaluation of exploratory meetings differs
   from those in the standard rotation.  Under normal circumstances the
   decision to hold a meeting at a specific venue, once taken, continues
   to guide activity through the meeting at issue.

   There are, however, certain extraordinary circumstances which may
   require that a decision be reconsidered.  This document sets out a
   strawman process for that reconsideration.

1.1.  When reconsideration is warranted

   Reconsideration should be an extraordinary event, occurring only when
   there have been substantive changes in the circumstances relevant to
   the venue.  Changes in travel costs, exchange rates, and other
   commercial circumstances do not normally justify reconsideration.












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   Large-scale changes to the set of participants who may travel to the
   venue may be a justification for reconsideration.  While it is a non-
   goal within the venue selection process to insure maximal attendance,
   the projected attendance and the composition of the set of attendees
   are key elements used in assessing whether or not the venue will
   support an effective meeting.  Changes in the set of participants who
   may travel may invalidate previous projections or understandings of
   the inclusiveness supported by the venue, thus justifying a
   reconsideration.

   Our procedures require that the safety and health risks associated
   with a venue be acceptable.  If there are substantive changes to the
   safety or health risks associated with the venue for some or all of
   IETF participants, those changes may justify a reconsideration.

1.2.  Reconsideration requests

   A reconsideration may be triggered at any time by the IETF LLC, based
   on its own information.

   A reconsideration may be requested informally by any member or
   members of the community in any of the normal venues for feedback,
   including email to the IETF LLC board, attendance at its public
   meetings, or at the IETF plenary.  Reconsiderations requested by this
   method are handled at the discretion of the IETF LLC.

   A formal request for reconsideration may be presented to the chair of
   the board of the IETF LLC by any ten members of the IETF community
   who meet the criteria set out below.  Such requests must specify the
   venue and the change which justifies the request for reconsideration.
   Any evidence supplied supporting the request must include information
   on the source of the evidence and a clear statement of why it
   justifies the request for reconsideration.

   A person may be eligible to participate in this process because they
   have registered for and attended 3 out of the last 5 IETF meetings.
   A person may also be eligible because they served as a Working Group
   Chair or Secretary within 3 years prior to the request.

   NOTE: This follows the selection criteria for NomCom members, but it
   does not reuse it because those criteria exclude sitting members of
   IETF leadership bodies.  Since those roles do not bear on the
   individuals' assessment of a venue, they are not excluded here.








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1.3.  Reassessment

   When changes have justified a reconsideration, the form of the
   reassessment will depend on the specific changes which have been
   brought forward.  Generally, the IETF LLC will follow those steps in
   the current meeting assessment process which relate to the conditions
   which have changed, focusing on those steps which are necessary to
   confirm that the venue remains viable or to confirm the impact on the
   meeting of the changes that have been brought forward.

   If a formal request for reconsideration has occurred, then the
   reassessment must include a request for community feedback and an
   assessment by the IESG of the meeting viability.

2.  Acknowledgements

   Thanks to those on the IETF main mailing list for their comments on
   this broad topic.

3.  IANA Considerations

   This memo has no actions for actions for IANA.

4.  Security Considerations

   This specification does not update the security considerations
   associated with venue selection.

5.  References

5.1.  Normative References

   [RFC8718]  Lear, E., Ed., "IETF Plenary Meeting Venue Selection
              Process", BCP 226, RFC 8718, DOI 10.17487/RFC8718,
              February 2020, <https://www.rfc-editor.org/info/rfc8718>.

5.2.  Informative References

   [MeetingPlanning]
              IASA, "IETF Meeing Planning", 5 November 2025,
              <https://www.ietf.org/meeting/planning/>.

Author's Address

   Ted Hardie
   Email: ted.ietf@gmail.com





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