The IAOC has adopted the following Meeting Room Policy regarding the use of the room, the approval process, and charges for the rooms and services based upon the category of the group requesting the room.
Adopted by the IAOC on 13 May 2010
An IETF meeting requires nearly 4,000 square meters in meeting space for working group sessions, the NOC, terminal room, offices, storage and other specific uses. Occasionally not all of the space available is needed for every part of the meeting, or the IETF controls additional space. When there is available space, and space is available in non-meeting hours, the IETF desires to make it available in a manner that considers the work of the IETF, fairness, and its expenses.
Organizations may also request meeting rooms from the venue. IETF contracts frequently require the venue to obtain the approval of the IETF before the request is granted. The IETF shall grant approval in those cases in accordance with this policy.
A. Working Groups, BOFs, and Community Work Groups
B. Corporate Meetings, Industry Forums, Workshops, and Government
C. Reciprocal Arrangements
Meeting space requests should be made as soon as they are known.
To request space for Group B and C category meetings, as well as for a Community Work Group (from Category A) meeting, please complete the form found online here.
For Working Group or BOF sessions, requests shall be sent to firstname.lastname@example.org and must include organization name, date and time space required, number of people using the room, room layout requirement/desire, audio visual/phone/WebEx/food and beverage services (if any), and POC information.