draft-ietf-shmoo-cancel-meeting-01.txt   draft-ietf-shmoo-cancel-meeting-02.txt 
shmoo M. Duke shmoo M. Duke
Internet-Draft F5 Networks, Inc. Internet-Draft F5 Networks, Inc.
Intended status: Best Current Practice 29 March 2021 Intended status: Best Current Practice 2 April 2021
Expires: 30 September 2021 Expires: 4 October 2021
Considerations for Cancellation of IETF Meetings Considerations for Cancellation of IETF Meetings
draft-ietf-shmoo-cancel-meeting-01 draft-ietf-shmoo-cancel-meeting-02
Abstract Abstract
The IETF firmly believes in the value of in-person meetings to The IETF firmly believes in the value of in-person meetings to
discuss and undestand issues. However, various emergencies can make discuss and undestand issues. However, various emergencies can make
a planned in-person meeting impossible. This document provides a planned in-person meeting impossible. This document provides
criteria for making this judgment. criteria for making this judgment.
Status of This Memo Status of This Memo
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Internet-Drafts are working documents of the Internet Engineering Internet-Drafts are working documents of the Internet Engineering
Task Force (IETF). Note that other groups may also distribute Task Force (IETF). Note that other groups may also distribute
working documents as Internet-Drafts. The list of current Internet- working documents as Internet-Drafts. The list of current Internet-
Drafts is at https://datatracker.ietf.org/drafts/current/. Drafts is at https://datatracker.ietf.org/drafts/current/.
Internet-Drafts are draft documents valid for a maximum of six months Internet-Drafts are draft documents valid for a maximum of six months
and may be updated, replaced, or obsoleted by other documents at any and may be updated, replaced, or obsoleted by other documents at any
time. It is inappropriate to use Internet-Drafts as reference time. It is inappropriate to use Internet-Drafts as reference
material or to cite them other than as "work in progress." material or to cite them other than as "work in progress."
This Internet-Draft will expire on 30 September 2021. This Internet-Draft will expire on 4 October 2021.
Copyright Notice Copyright Notice
Copyright (c) 2021 IETF Trust and the persons identified as the Copyright (c) 2021 IETF Trust and the persons identified as the
document authors. All rights reserved. document authors. All rights reserved.
This document is subject to BCP 78 and the IETF Trust's Legal This document is subject to BCP 78 and the IETF Trust's Legal
Provisions Relating to IETF Documents (https://trustee.ietf.org/ Provisions Relating to IETF Documents (https://trustee.ietf.org/
license-info) in effect on the date of publication of this document. license-info) in effect on the date of publication of this document.
Please review these documents carefully, as they describe your rights Please review these documents carefully, as they describe your rights
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provided without warranty as described in the Simplified BSD License. provided without warranty as described in the Simplified BSD License.
Table of Contents Table of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 2 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 2
2. Conventions . . . . . . . . . . . . . . . . . . . . . . . . . 3 2. Conventions . . . . . . . . . . . . . . . . . . . . . . . . . 3
3. Decision Criteria and Roles . . . . . . . . . . . . . . . . . 3 3. Decision Criteria and Roles . . . . . . . . . . . . . . . . . 3
3.1. IETF LLC . . . . . . . . . . . . . . . . . . . . . . . . 3 3.1. IETF LLC . . . . . . . . . . . . . . . . . . . . . . . . 3
3.2. IESG . . . . . . . . . . . . . . . . . . . . . . . . . . 5 3.2. IESG . . . . . . . . . . . . . . . . . . . . . . . . . . 5
4. Remedies . . . . . . . . . . . . . . . . . . . . . . . . . . 5 4. Remedies . . . . . . . . . . . . . . . . . . . . . . . . . . 5
4.1. Relocation . . . . . . . . . . . . . . . . . . . . . . . 5 4.1. Relocation . . . . . . . . . . . . . . . . . . . . . . . 6
4.2. Virtualization . . . . . . . . . . . . . . . . . . . . . 6 4.2. Virtualization . . . . . . . . . . . . . . . . . . . . . 6
4.3. Postponement . . . . . . . . . . . . . . . . . . . . . . 6 4.3. Postponement . . . . . . . . . . . . . . . . . . . . . . 6
4.4. Cancellation . . . . . . . . . . . . . . . . . . . . . . 6 4.4. Cancellation . . . . . . . . . . . . . . . . . . . . . . 6
5. Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 5. Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
6. Security Considerations . . . . . . . . . . . . . . . . . . . 7 6. Security Considerations . . . . . . . . . . . . . . . . . . . 7
7. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 7 7. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 7
8. Informative References . . . . . . . . . . . . . . . . . . . 7 8. Informative References . . . . . . . . . . . . . . . . . . . 7
Appendix A. Acknowledgments . . . . . . . . . . . . . . . . . . 7 Appendix A. Acknowledgments . . . . . . . . . . . . . . . . . . 8
Appendix B. Change Log . . . . . . . . . . . . . . . . . . . . . 7 Appendix B. Change Log . . . . . . . . . . . . . . . . . . . . . 8
B.1. Since draft-ietf-shmoo-cancel-meetings-00 . . . . . . . . 7 B.1. Since draft-ietf-shmoo-cancel-meetings-01 . . . . . . . . 8
B.2. Since draft-duke-shmoo-cancel-meetings-01 . . . . . . . . 8 B.2. Since draft-ietf-shmoo-cancel-meetings-00 . . . . . . . . 8
B.3. Since draft-duke-shmoo-cancel-meetings-00 . . . . . . . . 8 B.3. Since draft-duke-shmoo-cancel-meetings-01 . . . . . . . . 8
B.4. Since draft-duke-remote-meetings-00 . . . . . . . . . . . 8 B.4. Since draft-duke-shmoo-cancel-meetings-00 . . . . . . . . 8
B.5. Since draft-duke-remote-meetings-00 . . . . . . . . . . . 8
Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 8 Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 8
1. Introduction 1. Introduction
One highlight of the IETF calendar is in-person general meetings, One highlight of the IETF calendar is in-person general meetings,
which happen three times a year at various locations around the which happen three times a year at various locations around the
world. world.
Various major events may affect the suitability of a scheduled in- Various major events may affect the suitability of a scheduled in-
person IETF meeting, though for some this may not be immediately person IETF meeting, though for some this may not be immediately
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* Upon postponement, the LLC SHOULD offer refunds to registered * Upon postponement, the LLC SHOULD offer refunds to registered
attendees who claim they cannot attend at the newly scheduled attendees who claim they cannot attend at the newly scheduled
time. time.
* When the meeting becomes remote, the LLC SHOULD attempt to recover * When the meeting becomes remote, the LLC SHOULD attempt to recover
whatever venue-related payments, past or future, it can and rebate whatever venue-related payments, past or future, it can and rebate
this to registered attendees, up to a maximum of their total cost this to registered attendees, up to a maximum of their total cost
of registration. of registration.
* The LLC SHOULD offer refunds to attendees whose nation of
residence forbids, or has issued a safety advisory against, visits
to the host venue, even if the in-person meeting will continue.
It SHOULD NOT refund cancellations due to organizational
restrictions or personal risk assessments.
These provisions intend to maintain trust between the IETF and its These provisions intend to maintain trust between the IETF and its
participants. However, under extraordinary threats to the solvency participants. However, under extraordinary threats to the solvency
of the organization, the LLC may suspend them. of the organization, the LLC may suspend them.
6. Security Considerations 6. Security Considerations
This document introduces no new concerns for the security of internet This document introduces no new concerns for the security of internet
protocols. protocols.
7. IANA Considerations 7. IANA Considerations
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February 2020, <https://www.rfc-editor.org/info/rfc8718>. February 2020, <https://www.rfc-editor.org/info/rfc8718>.
[RFC8719] Krishnan, S., "High-Level Guidance for the Meeting Policy [RFC8719] Krishnan, S., "High-Level Guidance for the Meeting Policy
of the IETF", BCP 226, RFC 8719, DOI 10.17487/RFC8719, of the IETF", BCP 226, RFC 8719, DOI 10.17487/RFC8719,
February 2020, <https://www.rfc-editor.org/info/rfc8719>. February 2020, <https://www.rfc-editor.org/info/rfc8719>.
Appendix A. Acknowledgments Appendix A. Acknowledgments
Appendix B. Change Log Appendix B. Change Log
B.1. Since draft-ietf-shmoo-cancel-meetings-00 B.1. Since draft-ietf-shmoo-cancel-meetings-01
* Added refund principles for hybrid meetings
B.2. Since draft-ietf-shmoo-cancel-meetings-00
* Jay Daley's nits * Jay Daley's nits
* Distinguish the emergency and non-emergency process * Distinguish the emergency and non-emergency process
* Eliminated USSTATE/UKFO references * Eliminated USSTATE/UKFO references
* Clarified roles of LLC and IESG * Clarified roles of LLC and IESG
B.2. Since draft-duke-shmoo-cancel-meetings-01 B.3. Since draft-duke-shmoo-cancel-meetings-01
* Change to WG draft * Change to WG draft
B.3. Since draft-duke-shmoo-cancel-meetings-00 B.4. Since draft-duke-shmoo-cancel-meetings-00
* Added mention of IRTF * Added mention of IRTF
* Discussed consensus on cancellation * Discussed consensus on cancellation
B.4. Since draft-duke-remote-meetings-00 B.5. Since draft-duke-remote-meetings-00
* Defined "venue" * Defined "venue"
* Added principles for selecting remedies and rewrote alternatives. * Added principles for selecting remedies and rewrote alternatives.
* Added local authority travel advisories * Added local authority travel advisories
* Added some criteria from IETF 109 * Added some criteria from IETF 109
Author's Address Author's Address
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