High level guidance for the meeting policy of the IETF
draft-ietf-mtgvenue-meeting-policy-00
The information below is for an old version of the document.
| Document | Type | Active Internet-Draft (mtgvenue WG) | |
|---|---|---|---|
| Author | Suresh Krishnan | ||
| Last updated | 2017-03-10 | ||
| Stream | Internet Engineering Task Force (IETF) | ||
| Formats | plain text htmlized pdfized bibtex | ||
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draft-ietf-mtgvenue-meeting-policy-00
Internet Engineering Task Force S. Krishnan
Internet-Draft Ericsson
Intended status: Best Current Practice March 9, 2017
Expires: September 10, 2017
High level guidance for the meeting policy of the IETF
draft-ietf-mtgvenue-meeting-policy-00
Abstract
This document describes a proposed meeting 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.
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This Internet-Draft will expire on September 10, 2017.
Copyright Notice
Copyright (c) 2017 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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Table of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 2
2. The 1-1-1-* meeting policy . . . . . . . . . . . . . . . . . 2
3. Implementation of the policy . . . . . . . . . . . . . . . . 3
4. Re-evaluation and changes to this policy . . . . . . . . . . 4
5. Open items . . . . . . . . . . . . . . . . . . . . . . . . . 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 that 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 pain for the existing IETF
participants who physically attend meetings and for distributing the
timezone pain for those who participate remotely. This policy has
neither been defined precisely nor documented in an IETF consensus
document. The goal of this document is to provide an initial
definition of the policy, and eventually to get a consensus-backed
version 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. It is important to
note that such rotation and any effects to distributing travel pain
should be considered from a long-term perspective. While the typical
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 mandate such a cycle, as long as the
distribution to these regions over multiple years is roughy equal.
There are many reasons why meetings might be distributed differently
in a given year, and that is fine as long as the distribution in
subsequent years balances out the disruptions.
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BACKGROUND NOTE:The IETF recognizes that we have not always been
successful in following this policy over the past few years. In
fact, at the time of writing, going back 6 years the meeting
locations resemble more the previous 3-2-1 policy (9 Americas, 6
Europe and 3 Asia). This is attributable to two reasons:
o we plan meetings 3 years ahead (meaning meetings for 3 of the 6
years had already been planned when the new policy was set)
o there were some logistical issues (venue availability, cost etc.).
While this meeting rotation caters to the current set of IETF
participants, we need 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 exploratory meeting proposals will be initiated based on
community consent. After such a proposal is initiated the IESG will
make a decision in consultation with the IAOC [RFC4071] 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 many such exploratory meetings in the past
(with IETF95 in Buenos Aires and IETF47 in Adelaide being the
exceptional instances). How often we intend to do such meetings in
the future should also be an open topic for discussion within the
community.
3. Implementation of the policy
Once this meeting policy has been agreed upon, the policy will be
provided to the IAOC as high level guidance. Similarly, any
exploratory meeting decisions will also be communicated to the IAOC
to be implemented. The actual selection of the venue would be
performed by the IAOC following the process described in
[I-D.ietf-mtgvenue-iaoc-venue-selection-process].
The IAOC will also be responsible
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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.
4. 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 to initiate a revision need to be agreed
upon by the community prior to the publication of this document.
(e.g. try to mirror draft author distribution over the preceding five
years).
5. Open items
There has been some discussion on whether attracting new particpants
is one of the stated goals of this policy. At this point the general
consensus seems to be that meeting in new regions has not had a
statistically significant increase in continued participation. The
WG should discuss whether to mention this as a goal or not.
This draft uses the terms North America, Europe and Asia without a
precise definition of the geographical regions. This might lead to
some ambiguities. Is this ambiguity something that is desirable or
not? Or should we redefine the regions based on other criteria such
as the distribution of RIRs (e.g. ARIN/RIPE/APNIC/LACNIC/AfriNIC),
the UN statistical department's classification of macro geographical
regions?
Do we need to predefine success criteria for the exploratory
meetings? One of the ways we can do this is to link the success
criteria to the reasoning behind holding an exploratory meeting. It
is expected that the proponents of such meetings will be able to come
up with the success criteria.
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, and
Melinda Shore 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,
<http://www.rfc-editor.org/info/rfc4071>.
7.2. Informative References
[CONT-DIST]
arkko.com, "Distribution of authors by continent", 2016,
<http://www.arkko.com/tools/allstats/contdistr.html>.
[I-D.ietf-mtgvenue-iaoc-venue-selection-process]
Pelletier, R., Nugent, L., Crocker, D., Berger, L.,
Jacobsen, O., Martin, J., and F. Baker, "IETF Plenary
Meeting Venue Selection Process", draft-ietf-mtgvenue-
iaoc-venue-selection-process-04 (work in progress),
December 2016.
[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
Ericsson
Email: suresh.krishnan@ericsson.com
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