High level guidance for the meeting policy of the IETF
draft-ietf-mtgvenue-meeting-policy-07

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Last updated 2018-11-12 (latest revision 2018-07-02)
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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

   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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   This Internet-Draft will expire on January 3, 2019.

Copyright Notice

   Copyright (c) 2018 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
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   (https://trustee.ietf.org/license-info) in effect on the date of
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   described in the Simplified BSD License.

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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
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