Considerations for Cancellation of IETF Meetings
draft-duke-shmoo-cancel-meeting-00

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Author Martin Duke 
Last updated 2021-01-15 (latest revision 2021-01-13)
Replaces draft-duke-shmoo-remote-meetings
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shmoo                                                            M. Duke
Internet-Draft                                         F5 Networks, Inc.
Intended status: Best Current Practice                   13 January 2021
Expires: 17 July 2021

            Considerations for Cancellation of IETF Meetings
                   draft-duke-shmoo-cancel-meeting-00

Abstract

   The IETF firmly believes in the value of in-person meetings to reach
   consensus on documents.  However, various emergencies can make a
   planned in-person meeting impossible.  This document provides
   criteria for making this judgment.

Status of This Memo

   This Internet-Draft is submitted in full conformance with the
   provisions of BCP 78 and BCP 79.

   Internet-Drafts are working documents of the Internet Engineering
   Task Force (IETF).  Note that other groups may also distribute
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   Internet-Drafts are draft documents valid for a maximum of six months
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   material or to cite them other than as "work in progress."

   This Internet-Draft will expire on 17 July 2021.

Copyright Notice

   Copyright (c) 2021 IETF Trust and the persons identified as the
   document authors.  All rights reserved.

   This document is subject to BCP 78 and the IETF Trust's Legal
   Provisions Relating to IETF Documents (https://trustee.ietf.org/
   license-info) in effect on the date of publication of this document.
   Please review these documents carefully, as they describe your rights
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   as described in Section 4.e of the Trust Legal Provisions and are
   provided without warranty as described in the Simplified BSD License.

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Table of Contents

   1.  Introduction  . . . . . . . . . . . . . . . . . . . . . . . .   2
   2.  Conventions . . . . . . . . . . . . . . . . . . . . . . . . .   3
   3.  Decision Criteria and Roles . . . . . . . . . . . . . . . . .   3
     3.1.  IETF LLC  . . . . . . . . . . . . . . . . . . . . . . . .   3
     3.2.  IESG  . . . . . . . . . . . . . . . . . . . . . . . . . .   4
   4.  Remedies  . . . . . . . . . . . . . . . . . . . . . . . . . .   5
     4.1.  Relocation  . . . . . . . . . . . . . . . . . . . . . . .   5
     4.2.  Virtualization  . . . . . . . . . . . . . . . . . . . . .   5
     4.3.  Postponement  . . . . . . . . . . . . . . . . . . . . . .   5
     4.4.  Cancellation  . . . . . . . . . . . . . . . . . . . . . .   6
   5.  Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . .   6
   6.  Security Considerations . . . . . . . . . . . . . . . . . . .   6
   7.  IANA Considerations . . . . . . . . . . . . . . . . . . . . .   7
   8.  Informative References  . . . . . . . . . . . . . . . . . . .   7
   Appendix A.  Acknowledgments  . . . . . . . . . . . . . . . . . .   7
   Appendix B.  Change Log . . . . . . . . . . . . . . . . . . . . .   7
     B.1.  Since draft-duke-remote-meetings-00 . . . . . . . . . . .   7
   Author's Address  . . . . . . . . . . . . . . . . . . . . . . . .   7

1.  Introduction

   One highlight of the IETF calendar is in-person general meetings,
   which happen three times a year at various locations around the
   world.

   Various events could make a scheduled IETF meeting impossible, in
   that a particular time or place can be largely closed to travel or
   assembly.  These conditions do not always have obvious thresholds.
   For example:

   *  The meeting venue itself may close unexpectedly due to a health
      issue, legal violation, or other localized problem.

   *  A natural disaster could degrade the travel and event
      infrastructure in a planned location and make it unethical to
      further burden that infrastructure with a meeting.

   *  War, civil unrest, or public health crisis could make a meeting
      unsafe and/or result in widespread national or corporate travel
      bans.

   *  An economic crisis could sharply reduce resources available for
      travel.

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   *  Changes in visa policy or other unexpected governmental
      restrictions might make the venue inaccessible to numerous
      attendees.

   This document provides procedures for the IETF to decide to postpone,
   move, or cancel an in-person IETF meeting.

2.  Conventions

   The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT",
   "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this
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