Guidelines for the Organization of Fully Online Meetings
draft-kuehlewind-shmoo-online-meeting-00

Document Type Active Internet-Draft (individual)
Author Mirja K├╝hlewind 
Last updated 2021-03-16
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Network Working Group                                      M. Kuehlewind
Internet-Draft                                                  Ericsson
Intended status: Informational                             16 March 2021
Expires: 17 September 2021

        Guidelines for the Organization of Fully Online Meetings
                draft-kuehlewind-shmoo-online-meeting-00

Abstract

   This document provides guidelines for the planning and organization
   of fully online meetings, regarding the number, length, and
   composition of sessions on the meeting agenda.  These guideline are
   based on the experience after the COVID-19 pandemic in 2020.

Discussion Venues

   This note is to be removed before publishing as an RFC.

   Discussion of this document takes place on the Stay Home Meet Only
   Online Working Group mailing list (manycouches@ietf.org), which is
   archived at https://mailarchive.ietf.org/arch/browse/manycouches/.

   Source for this draft and an issue tracker can be found at
   https://github.com/mirjak/draft-shmoo-online-meeting.

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
   working documents as Internet-Drafts.  The list of current Internet-
   Drafts is at https://datatracker.ietf.org/drafts/current/.

   Internet-Drafts are draft documents valid for a maximum of six months
   and may be updated, replaced, or obsoleted by other documents at any
   time.  It is inappropriate to use Internet-Drafts as reference
   material or to cite them other than as "work in progress."

   This Internet-Draft will expire on 17 September 2021.

Copyright Notice

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

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   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
   and restrictions with respect to this document.  Code Components
   extracted from this document must include Simplified BSD License text
   as described in Section 4.e of the Trust Legal Provisions and are
   provided without warranty as described in the Simplified BSD License.

Table of Contents

   1.  Introduction  . . . . . . . . . . . . . . . . . . . . . . . .   2
   2.  Some History  . . . . . . . . . . . . . . . . . . . . . . . .   2
   3.  Guidelines for Online Meeting Planning  . . . . . . . . . . .   3
     3.1.  Time Zone Selection . . . . . . . . . . . . . . . . . . .   3
     3.2.  Number of Days and Total Hours per Day  . . . . . . . . .   4
     3.3.  Session/Break Length  . . . . . . . . . . . . . . . . . .   4
     3.4.  Number of Parallel Tracks . . . . . . . . . . . . . . . .   5
     3.5.  Full vs. limited agenda . . . . . . . . . . . . . . . . .   5
   4.  Experiments . . . . . . . . . . . . . . . . . . . . . . . . .   5
   5.  Chances and Lessons Learnt  . . . . . . . . . . . . . . . . .   6
   6.  Acknowledgments . . . . . . . . . . . . . . . . . . . . . . .   6
   7.  Normative References  . . . . . . . . . . . . . . . . . . . .   6
   Author's Address  . . . . . . . . . . . . . . . . . . . . . . . .   6

1.  Introduction

   In 2020 the COVID-19 pandemic forced the IETF to move all its plenary
   meeting to online only events.  This document mainly records the
   experience gained by holding all three plenary meetings in 2020 fully
   online and noting down the guidelines that have been followed since.
   The aim of this document is to determine rough consensus of these
   guidelines in the sense that the most participants are sufficiently
   satisfied with the current organization of fully online events.
   These guidelines, however, document only one option of running fully
   online meeting and, similar as done for in-person meetings, changes
   to the organization the meetings and the meeting agenda should be
   experimented with.

2.  Some History

   When the WHO declared a world-wide pandemic in March 2020, the IETF
   had to cancel its plenary impromptu and organize an online
   replacement instead (within less than two weeks).  At that point for
   this first online only meeting, the agenda was reduced to a set of
   sessions that benefits most from cross-area participation, like BoFs,
   first time meetings of a new working groups, or dispatch sessions, as
   well as the plenary in order to organize the official hand-over

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