Internet DRAFT - draft-ietf-mtgvenue-meeting-policy
draft-ietf-mtgvenue-meeting-policy
Internet Engineering Task Force S. Krishnan
Internet-Draft Kaloom
Intended status: Best Current Practice July 2, 2018
Expires: January 3, 2019
High level guidance for the meeting policy of the IETF
draft-ietf-mtgvenue-meeting-policy-07
Abstract
This document describes a meeting location policy for the IETF and
the various stakeholders for realizing such a policy.
Status of This Memo
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This Internet-Draft will expire on January 3, 2019.
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Table of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 2
2. The 1-1-1-* meeting policy . . . . . . . . . . . . . . . . . 2
3. Implementation of the policy . . . . . . . . . . . . . . . . 3
4. Procedure for initiating proposals for exploratory meetings . 4
5. Re-evaluation and changes to this policy . . . . . . . . . . 4
6. Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . 4
7. References . . . . . . . . . . . . . . . . . . . . . . . . . 5
7.1. Normative References . . . . . . . . . . . . . . . . . . 5
7.2. Informative References . . . . . . . . . . . . . . . . . 5
Author's Address . . . . . . . . . . . . . . . . . . . . . . . . 5
1. Introduction
The work of the IETF is primarily conducted on the working group
mailing lists, while face-to-face WG meetings mainly provide a high
bandwidth mechanism for working out unresolved issues. The IETF
currently strives to have a 1-1-1 meeting policy [IETFMEET] where the
goal is to distribute the meetings equally between North America,
Europe, and Asia. These are the locations most of the IETF
participants have come from in the recent past. This meeting
rotation is mainly aimed at distributing the travel effort for the
existing IETF participants who physically attend meetings and for
distributing the timezone difficulty for those who participate
remotely. This policy has neither been defined precisely nor
documented in an IETF consensus document until now. This document is
meant to serve as a consensus-backed statement of this policy
published as a BCP.
2. The 1-1-1-* meeting policy
Given that the majority of the current participants come from North
America, Europe, and Asia [CONT-DIST], the IETF policy is that our
meetings should primarily be in those regions. i.e., the meeting
policy (let's call this the "1-1-1" policy) is that meetings should
rotate between North America, Europe, and Asia. Please note that the
boundaries between those regions has been purposefully left
undefined. It is important to note that such rotation and any
effects to distributing travel pain should be considered from a long-
term perspective. While a potential cycle in an IETF year may be a
meeting in North America in March, a meeting in Europe in July, and a
meeting in Asia on November, the 1-1-1 policy does not imply such a
cycle, as long as the distribution to these regions over multiple
years is roughly equal. There are many reasons why meetings might be
distributed differently in a given year. Meeting locations in
subsequent years should seek to re-balance the distribution if
possible.
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While this meeting rotation caters to the current set of IETF
participants, it is important to recognize that due to the dynamic
and evolving nature of participation, there may be significant
changes to the regions that provide a major share of participants in
the future. The 1-1-1-* meeting policy is a slightly modified
version of the aforementioned 1-1-1 meeting policy that allows for
additional flexibility in the form of an exploratory meeting denoted
as a "*". This exploratory meeting can be used to experiment with
exceptional meetings without extensively impacting the regular
meetings. e.g. these exploratory meetings can include meetings in
other geographical regions, virtual meetings and additional meetings
past the three regular meetings in a calendar year.
The timing and frequency of future exploratory meetings will be based
on IETF consensus as determined by the IETF chair. Once a meeting
proposal is initiated, the IESG will make a decision in consultation
with the Internet Administrative Support Activity (IASA) to ensure
that the proposal can be realistically implemented. The final
decision will be communicated back to the community to ensure that
there is adequate opportunity to comment.
NOTE: There have not been a large number of meetings that would
qualify as exploratory meetings under the current 1-1-1-* policy
(with IETF95 in Buenos Aires and IETF47 in Adelaide being the
exceptional instances). IETF27 (Amsterdam) and IETF54(Yokohama) were
earlier examples of exploratory meetings that pioneered Europe and
Asia as regular IETF destinations.
3. Implementation of the policy
IASA should understand the policy written in this document to be the
aspiration of the IETF community. Similarly, any exploratory meeting
decisions will also be communicated to the IASA to be implemented.
The actual selection of the venue would be performed by the IASA
following the process described in
[I-D.ietf-mtgvenue-iaoc-venue-selection-process].
As mentioned in [I-D.ietf-mtgvenue-iaoc-venue-selection-process], the
IASA will also be responsible
o to assist the community in the development of detailed meeting
criteria that are feasible and implementable, and
o to provide sufficient transparency in a timely manner concerning
planned meetings so that community feedback can be collected and
acted upon.
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Given that the geographical location of the venue has a significant
influence on the venue selection process, it needs to be considered
at the same level as the other Important Criteria specified in
Section 3.2 of [I-D.ietf-mtgvenue-iaoc-venue-selection-process]
(including potentially trading off the geographical region to meet
other criteria, and notifying the community if the geographical
region requirement cannot be met)
4. Procedure for initiating proposals for exploratory meetings
Someone who is interested in pursuing an exploratory venue proposes
it on the IETF discussion list or on a future discussion list
expressly setup and announced for this purpose. The community gets
to comment on the venue and to offer their opinions. If the IETF
chair determines that there is community consensus to pursue the
venue further, the venue will be put up for discussion on the venue-
selection mailing list. This would allow the interested party(ies)
to refine their proposal with those tasked with evaluating it and
providing further insightful feedback regarding the logistics of the
venue. Once the venue selection process takes place, the final
decision will be communicated back to the community to ensure that
there is adequate opportunity to comment.
5. Re-evaluation and changes to this policy
Given the dynamic nature of participant distribution in the IETF, it
is expected that this policy needs to be periodically evaluated and
revised to ensure that the stated goals continue to be met. The
criteria that are to be met need to be agreed upon by the community
prior to initiating a revision of this document (e.g. try to mirror
draft author distribution over the preceding five years).
6. Acknowledgments
The author would like to thank Jari Arkko, Alia Atlas, Fred Baker,
Brian Carpenter, Alissa Cooper, Dave Crocker, Spencer Dawkins,
Stephen Farrell, Tobias Gondrom, Eric Gray, Bob Hinden, Ole Jacobsen,
Olaf Kolkman, Eliot Lear, Andrew Malis, Yoav Nir, Ray Pelletier,
Melinda Shore, John Klensin, Charles Eckel, Russ Housley, Andrew
Sullivan, Eric Rescorla, Richard Barnes, Cullen Jennings, Ted Lemon,
Lou Berger, John Levine, Adam Roach, Mark Nottingham, Tom Petch,
Randy Bush, Roni Even, Julien Meuric, Lloyd Wood, Alvaro Retana and
Martin Vigoureux for their ideas and comments to improve this
document.
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7. References
7.1. Normative References
[RFC4071] Austein, R., Ed. and B. Wijnen, Ed., "Structure of the
IETF Administrative Support Activity (IASA)", BCP 101,
RFC 4071, DOI 10.17487/RFC4071, April 2005,
<https://www.rfc-editor.org/info/rfc4071>.
7.2. Informative References
[CONT-DIST]
IETF, "Number of attendees per continent across meetings",
2016,
<https://datatracker.ietf.org/stats/meeting/continent/>.
[I-D.ietf-mtgvenue-iaoc-venue-selection-process]
Lear, E., "IETF Plenary Meeting Venue Selection Process",
draft-ietf-mtgvenue-iaoc-venue-selection-process-16 (work
in progress), June 2018.
[IETFMEET]
IAOC Plenary Presentation, "IETF 1-1-1 Meeting Policy",
2010, <https://www.ietf.org/proceedings/79/slides/
plenaryw-3.pdf>.
Author's Address
Suresh Krishnan
Kaloom
Email: suresh@kaloom.com
Krishnan Expires January 3, 2019 [Page 5]
