draft-ietf-shmoo-cancel-meeting-04.txt   draft-ietf-shmoo-cancel-meeting-05.txt 
shmoo M. Duke shmoo M. Duke
Internet-Draft F5 Networks, Inc. Internet-Draft F5 Networks, Inc.
Intended status: Best Current Practice 10 June 2021 Intended status: Best Current Practice 24 June 2021
Expires: 12 December 2021 Expires: 26 December 2021
Considerations for Cancellation of IETF Meetings Considerations for Cancellation of IETF Meetings
draft-ietf-shmoo-cancel-meeting-04 draft-ietf-shmoo-cancel-meeting-05
Abstract Abstract
The IETF holds three in-person meetings per year to discuss and The IETF holds three in-person meetings per year to discuss and
understand issues. However, various emergencies can make a planned understand issues. However, various emergencies can make a planned
in-person meeting infeasible. This document provides criteria for in-person meeting infeasible. This document provides criteria for
making this judgment. making this judgment.
Discussion Venues Discussion Venues
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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 12 December 2021. This Internet-Draft will expire on 26 December 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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about various travel restrictions that might impact attendance. The about various travel restrictions that might impact attendance. The
Internet Engineering Steering Group (IESG) and Internet Research Task Internet Engineering Steering Group (IESG) and Internet Research Task
Force (IRTF) Chair assess if the projected attendance is sufficient Force (IRTF) Chair assess if the projected attendance is sufficient
for a viable in-person meeting. 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. If such to a major event that leaves the prior conclusion in doubt. If such
an event occurs more than twelve weeks before the start of the an event occurs more than fourteen 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 a meeting itself, are deemed events, up to and including the week of a meeting itself, are deemed
an emergency situation. 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:
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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.
Note that it is possible to both postpone and relocate a meeting, Note that it is possible to both postpone and relocate a meeting,
though this has the disadvantages of both. though this has the disadvantages of both.
4.4. Cancellation 4.4. Cancellation
As a last resort, the LLC and IESG may cancel a meeting entirely. The LLC and IESG may cancel a meeting entirely in the event that
This is a last resort in the event that worldwide conditions make it worldwide conditions make it difficult for attendees to even attend
difficult for attendees to even attend remotely. Not holding a remotely. Not holding a meeting at all can have wide implications,
meeting at all can have wide implications, such as the nomination such as the nomination process and seating of new officers.
process and seating of new officers.
Cancellation is likely the only practical alternative when Cancellation is likely the only practical alternative when
emergencies occur immediately before or during a meeting, so that emergencies occur immediately before or during a 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:
* Cancellation SHOULD result in a full refund to all participants. * Cancellation SHOULD result in a full refund to all participants.
It MAY be prorated if some portion of the sessions completed It MAY be prorated if some portion of the sessions completed
without incident. without incident.
* 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. Attendees can opt out of receiving a refund.
* When a meeting becomes remote, the LLC SHOULD attempt to recover * When a meeting becomes remote, the LLC MUST refund registered
whatever venue-related payments, past or future, it can and rebate attendees the difference between their paid registration fee and
this to registered attendees, up to a maximum of their total cost the equivalent fee for a remote meeting. The LLC SHOULD offer
of registration. refunds to registered attendees who do not wish to attend a remote
meeting.
* 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 employer policy or It SHOULD NOT refund cancellations due to employer policy 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.
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7. IANA Considerations 7. IANA Considerations
There are no IANA requirements. There are no IANA requirements.
8. Normative References 8. Normative References
[RFC2119] Bradner, S., "Key words for use in RFCs to Indicate [RFC2119] Bradner, S., "Key words for use in RFCs to Indicate
Requirement Levels", BCP 14, RFC 2119, Requirement Levels", BCP 14, RFC 2119,
DOI 10.17487/RFC2119, March 1997, DOI 10.17487/RFC2119, March 1997,
<https://www.rfc-editor.org/rfc/rfc2119>. <https://www.rfc-editor.org/info/rfc2119>.
[RFC8174] Leiba, B., "Ambiguity of Uppercase vs Lowercase in RFC [RFC8174] Leiba, B., "Ambiguity of Uppercase vs Lowercase in RFC
2119 Key Words", BCP 14, RFC 8174, DOI 10.17487/RFC8174, 2119 Key Words", BCP 14, RFC 8174, DOI 10.17487/RFC8174,
May 2017, <https://www.rfc-editor.org/rfc/rfc8174>. May 2017, <https://www.rfc-editor.org/info/rfc8174>.
[RFC8718] Lear, E., Ed., "IETF Plenary Meeting Venue Selection [RFC8718] Lear, E., Ed., "IETF Plenary Meeting Venue Selection
Process", BCP 226, RFC 8718, DOI 10.17487/RFC8718, Process", BCP 226, RFC 8718, DOI 10.17487/RFC8718,
February 2020, <https://www.rfc-editor.org/rfc/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/rfc/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-03 B.1. Since draft-ietf-shmoo-cancel-meetings-03
* Clarifications from AD review * Clarifications from AD review
B.2. Since draft-ietf-shmoo-cancel-meetings-02 B.2. Since draft-ietf-shmoo-cancel-meetings-02
 End of changes. 11 change blocks. 
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