draft-ietf-shmoo-cancel-meeting-02.txt   draft-ietf-shmoo-cancel-meeting-03.txt 
shmoo M. Duke shmoo M. Duke
Internet-Draft F5 Networks, Inc. Internet-Draft F5 Networks, Inc.
Intended status: Best Current Practice 2 April 2021 Intended status: Best Current Practice 17 May 2021
Expires: 4 October 2021 Expires: 18 November 2021
Considerations for Cancellation of IETF Meetings Considerations for Cancellation of IETF Meetings
draft-ietf-shmoo-cancel-meeting-02 draft-ietf-shmoo-cancel-meeting-03
Abstract Abstract
The IETF firmly believes in the value of in-person meetings to The IETF holds three in-person meetings per year to discuss and
discuss and undestand issues. However, various emergencies can make understand issues. However, various emergencies can make a planned
a planned in-person meeting impossible. This document provides in-person meeting infeasible. This document provides criteria for
criteria for making this judgment. making this judgment.
Status of This Memo Status of This Memo
This Internet-Draft is submitted in full conformance with the This Internet-Draft is submitted in full conformance with the
provisions of BCP 78 and BCP 79. provisions of BCP 78 and BCP 79.
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 4 October 2021. This Internet-Draft will expire on 18 November 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
skipping to change at page 2, line 11 skipping to change at page 2, line 11
extracted from this document must include Simplified BSD License text extracted from this document must include Simplified BSD License text
as described in Section 4.e of the Trust Legal Provisions and are as described in Section 4.e of the Trust Legal Provisions and are
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 and IRTF Chair . . . . . . . . . . . . . . . . . . . 5
4. Remedies . . . . . . . . . . . . . . . . . . . . . . . . . . 5 4. Remedies . . . . . . . . . . . . . . . . . . . . . . . . . . 5
4.1. Relocation . . . . . . . . . . . . . . . . . . . . . . . 6 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 . . . . . . . . . . . . . . . . . . 8 Appendix A. Acknowledgments . . . . . . . . . . . . . . . . . . 8
Appendix B. Change Log . . . . . . . . . . . . . . . . . . . . . 8 Appendix B. Change Log . . . . . . . . . . . . . . . . . . . . . 8
B.1. Since draft-ietf-shmoo-cancel-meetings-01 . . . . . . . . 8 B.1. Since draft-ietf-shmoo-cancel-meetings-02 . . . . . . . . 8
B.2. Since draft-ietf-shmoo-cancel-meetings-00 . . . . . . . . 8 B.2. Since draft-ietf-shmoo-cancel-meetings-01 . . . . . . . . 8
B.3. Since draft-duke-shmoo-cancel-meetings-01 . . . . . . . . 8 B.3. Since draft-ietf-shmoo-cancel-meetings-00 . . . . . . . . 8
B.4. Since draft-duke-shmoo-cancel-meetings-00 . . . . . . . . 8 B.4. Since draft-duke-shmoo-cancel-meetings-01 . . . . . . . . 8
B.5. Since draft-duke-remote-meetings-00 . . . . . . . . . . . 8 B.5. Since draft-duke-shmoo-cancel-meetings-00 . . . . . . . . 8
Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 8 B.6. Since draft-duke-remote-meetings-00 . . . . . . . . . . . 8
Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 9
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
obvious. For example: obvious. For example:
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The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT",
"SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this
document are to be interpreted as described in RFC 2119 [RFC2119]. document are to be interpreted as described in RFC 2119 [RFC2119].
In this document, the term "venue" refers to both the facility that In this document, the term "venue" refers to both the facility that
houses the sessions and the official meeting hotel(s). houses the sessions and the official meeting hotel(s).
3. Decision Criteria and Roles 3. Decision Criteria and Roles
The LLC assesses whether or not an in-person meeting is logistically The IETF Administration LLC (LLC) assesses whether or not an in-
and financially viable in light of events, and assembles information person meeting is logistically and financially viable in light of
about various travel restrictions that might impact attendance. The events, and assembles information about various travel restrictions
IESG assesses if the projected attendance is sufficient for a viable that might impact attendance. The Internet Engineering Steering
in-person meeting. Group (IESG) and IRTF chair assess if the projected attendance is
sufficient for a viable in-person meeting.
3.1. IETF LLC 3.1. IETF LLC
The LLC is responsible for assessing the suitability of a venue for The LLC is responsible for assessing the suitability of a venue for
an IETF meeting and is responsible for any reassessment in response an IETF meeting and is responsible for any reassessment in response
to a major event that leaves the prior conclusion in doubt. Where to a major event that leaves the prior conclusion in doubt. Where
such an event occurs more that twelve weeks before the start of the such an event occurs more that twelve weeks before the start of the
scheduled meeting, it is deemed a non- emergency situation. Later scheduled meeting, it is deemed a non- emergency situation. Later
events, up to and including the week of the meeting itself, are events, up to and including the week of the meeting itself, are
deemed an emergency situation. deemed an emergency situation.
In non-emergency situations, if the LLC determines the scheduled In non-emergency situations, if the LLC determines the scheduled
meeting clearly cannot proceed (e.g. the venue has permanently meeting clearly cannot proceed (e.g., the venue has permanently
closed), then it MUST consult with the community on the reason(s) and closed), then it MUST consult with the community on the reason(s) and
its proposed remedy. In less clear cases, the LLC SHOULD conduct a its proposed remedy. In less clear cases, the LLC SHOULD conduct a
formal reassessment process that includes: formal reassessment process that includes:
* Consulting with the community on the process timetable * Consulting with the community on the process timetable.
* Consulting with the community on criteria to assess the impact of * Consulting with the community on criteria to assess the impact of
new developments new developments.
* Consulting with the community on the form of the assessment report * Consulting with the community on the form of the assessment
report.
* Publishing an assessment report and recommended remedy. * Publishing an assessment report and recommended remedy.
* Seeking approval of the IESG for the recommendation. * Seeking approval of the IESG for the recommendation.
In emergency situations, which lack the time for a consultation In emergency situations, which lack the time for a consultation
process, this document provides an IETF consensus on criteria the LLC process, this document provides an IETF consensus on criteria the LLC
MUST apply in its assessment. MUST apply in its assessment.
The LLC will collect information about the likely impact to in-person The LLC will collect information about the likely impact to in-person
attendance of national travel advisories, national and corporate attendance of national travel advisories, national and corporate
travel bans, quarantine requirements, etc. and report the results to travel bans, quarantine requirements, etc. and report the results to
the IESG. the IESG.
The criteria in Section 3.1 of [RFC8718] apply to venues that have The criteria in Section 3.1 of [RFC8718] apply to venues that are re-
changed status. Specifically: evaluated due to an emergency. Specifically:
* Local safety guidelines allow the venue and hotels to host a * Local safety guidelines allow the venue and hotels to host a
meeting with the expected number of participants and staff. meeting with the expected number of participants and staff.
* It MUST be possible to provision Internet Access to the Facility * It MUST be possible to provision Internet Access to the Facility
and IETF Hotels that allows those attending in person to utilize and IETF Hotels that allows those attending in person to utilize
the Internet for all their IETF, business, and day-to-day needs; the Internet for all their IETF, business, and day-to-day needs;
in addition, there must be sufficient bandwidth and access for in addition, there must be sufficient bandwidth and access for
remote attendees. Provisions include, but are not limited to, remote attendees. Provisions include, but are not limited to,
native and unmodified IPv4 and IPv6 connectivity, and global native and unmodified IPv4 and IPv6 connectivity, and global
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number of participants and staff. number of participants and staff.
* Local health and public safety infrastructure should expect to * Local health and public safety infrastructure should expect to
have adequate capacity to support an influx of visitors during the have adequate capacity to support an influx of visitors during the
meeting week. meeting week.
Finally, the LLC MUST assess the impact on its own operations, Finally, the LLC MUST assess the impact on its own operations,
including: including:
* The number of critical support staff and contractors who can be at * The number of critical support staff and contractors who can be at
the venue the venue.
* The financial impact of continuing the meeting, or implementing * The financial impact of continuing the meeting, or implementing
any of the possible remedies. any of the possible remedies.
The LLC SHOULD cancel the meeting if it judges the meeting to be The LLC SHOULD cancel the meeting if it judges the meeting to be
logistically impossible or inconsistent with its fiduciary logistically impossible or inconsistent with its fiduciary
responsibilities. responsibilities.
In the event of considerations this document does not foresee, the In the event of considerations this document does not foresee, the
LLC should protect the health and safety of attendees and staff, as LLC should protect the health and safety of attendees and staff, as
well as the fiscal health of the organization, with approval from the well as the fiscal health of the organization, with approval from the
IESG and a plan to seek a later update of this document. IESG and a plan to seek a later update of this document.
3.2. IESG 3.2. IESG and IRTF Chair
If the LLC assesses there are no fundamental logistical or financial If the LLC assesses there are no fundamental logistical or financial
obstacles to holding the meeting, the IESG assesses if projected obstacles to holding the meeting, the IESG and IRTF chair assess if
attendance is high enough to capture the benefit of an in-person projected attendance is high enough to capture the benefit of an in-
meeting. person meeting.
The IESG is discouraged from relying on a simple head count of The IESG is discouraged from relying on a simple head count of
expected event attendance. Even dramatically smaller events with expected event attendance. Even dramatically smaller events with
large remote participation may be successful. In addition to the large remote participation may be successful. In addition to the
LLC's estimate, the IESG might consider: LLC's estimate, the IESG might consider:
* Are many working groups largely unaffected by the restrictions, so * Are many working groups and research groups largely unaffected by
that they can operate effectively? the restrictions, so that they can operate effectively?
* Is there a critical mass of key personnel at most working group * Is there a critical mass of key personnel at most working group
meetings to leverage the advantages of in-person meetings, even if meetings to leverage the advantages of in-person meetings, even if
many participants are remote? many participants are remote?
4. Remedies 4. Remedies
In the event cannot be held at the scheduled time and place, the IETF If the event cannot be held at the scheduled time and place, the IETF
has several options. The remedies below should be consdered in light has several options. The remedies below should be consdered in light
of these principles, presented in no particular order: of these principles, presented in no particular order:
* Hold the scheduled sessions of the meeting in some format * Hold the scheduled sessions of the meeting in some format.
* Provide benefits of in-person interactions when possible * Provide benefits of in-person interactions when possible.
* Avoid exorbitant additional travel expenses due to last minute * Avoid exorbitant additional travel expenses due to last minute
flight changes, etc. flight changes, etc.
* The available time and resources allow the alternative to be * Ensure the available time and resources allow the alternative to
adequately prepared. be adequately prepared.
4.1. Relocation 4.1. Relocation
For attendees, the least disruptive response is to retain the meeting For attendees, the least disruptive response is to retain the meeting
week but move it to a more accessible venue. To the maximum extent week but move it to a more accessible venue. To the maximum extent
possible, this will be geographically close to the original venue. possible, this will be geographically close to the original venue.
In particular, the IETF should strive to meet the criteria in In particular, the IETF should strive to meet the criteria in
[RFC8718] and [RFC8719]. [RFC8718] and [RFC8719].
Relocation that requires new air travel arrangements for attendees Relocation that requires new air travel arrangements for attendees
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availability, is to make the meeting fully remote. This requires availability, is to make the meeting fully remote. This requires
different IETF processes and logistical operations that are outside different IETF processes and logistical operations that are outside
the scope of this document. the scope of this document.
4.3. Postponement 4.3. Postponement
Although it is more disruptive to the schedules of participants, the Although it is more disruptive to the schedules of participants, the
next best option is to delay the meeting until a specific date at next best option is to delay the meeting until a specific date at
which conditions are expected to improve. The new end date of the which conditions are expected to improve. The new end date of the
meeting must be at least 30 days before the beginning of the meeting must be at least 30 days before the beginning of the
following IETF meeting. following IETF meeting, and the meeting must begin no earlier than 1
month after the postponement announcement.
Due to scheduling constraints at the venue, this will usually not be Due to scheduling constraints at the venue, this will usually not be
feasible. However, it is more likely to allow attendees to recover feasible. However, it is more likely to allow attendees to recover
at least some of their travel expenses than other options. at least some of their travel expenses than other options.
4.4. Cancellation 4.4. Cancellation
As a last resort, IETF may cancel the meeting totally. This is a As a last resort, IETF may cancel the meeting totally. This is a
last resort in the event that worldwide conditions make it difficult last resort in the event that worldwide conditions make it difficult
for attendees to even attend remotely. Not holding a meeting at all for attendees to even attend remotely. Not holding a meeting at all
has wide implications for the rhythm of IETF personnel policies, such can have wide implications for the rhythm of IETF personnel policies,
as the nomination process and seating of new officers. such as the nomination process and seating of new officers.
Cancellation is likely the only practical alternative when Cancellation is likely the only practical alternative when
emergencies occur immeidiately before or during the meeting, so that emergencies occur immediately before or during the meeting, so that
there is no opportunity to make other arrangements. there is no opportunity to make other arrangements.
5. Refunds 5. Refunds
The IETF SHOULD NOT reimburse registered attendees for unrecoverable The IETF SHOULD NOT reimburse registered attendees for unrecoverable
travel expenses (airfare, hotel deposits, etc). travel expenses (airfare, hotel deposits, etc).
However, there are several cases where full or partial refund of However, there are several cases where full or partial refund of
registration fees is appropriate: registration fees is appropriate:
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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 * The LLC SHOULD offer refunds to attendees whose nation of
residence forbids, or has issued a safety advisory against, visits residence forbids, or has issued a safety advisory against, visits
to the host venue, even if the in-person meeting will continue. to the host venue, even if the in-person meeting will continue.
It SHOULD NOT refund cancellations due to organizational It SHOULD NOT refund cancellations due to employer policy or
restrictions or personal risk assessments. 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.
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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-01 B.1. Since draft-ietf-shmoo-cancel-meetings-02
* Added IRTF to IESG responsibilities
* WGLC Nits
B.2. Since draft-ietf-shmoo-cancel-meetings-01
* Added refund principles for hybrid meetings * Added refund principles for hybrid meetings
B.2. Since draft-ietf-shmoo-cancel-meetings-00 B.3. 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.3. Since draft-duke-shmoo-cancel-meetings-01 B.4. Since draft-duke-shmoo-cancel-meetings-01
* Change to WG draft * Change to WG draft
B.4. Since draft-duke-shmoo-cancel-meetings-00 B.5. Since draft-duke-shmoo-cancel-meetings-00
* Added mention of IRTF * Added mention of IRTF
* Discussed consensus on cancellation * Discussed consensus on cancellation
B.5. Since draft-duke-remote-meetings-00 B.6. 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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