rfc9137v2.txt   rfc9137.txt 
Internet Engineering Task Force (IETF) M. Duke Internet Engineering Task Force (IETF) M. Duke
Request for Comments: 9137 F5 Networks, Inc. Request for Comments: 9137 F5 Networks, Inc.
BCP: 226 September 2021 BCP: 226 October 2021
Category: Best Current Practice Category: Best Current Practice
ISSN: 2070-1721 ISSN: 2070-1721
Considerations for Cancellation of IETF Meetings Considerations for Cancellation of IETF Meetings
Abstract Abstract
The IETF ordinarily holds three in-person meetings per year to The IETF ordinarily holds three in-person meetings per year to
discuss issues and advance the Internet. However, various events can discuss issues and advance the Internet. However, various events can
make a planned in-person meeting infeasible. This document provides make a planned in-person meeting infeasible. This document provides
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include Simplified BSD License text as described in Section 4.e of include Simplified BSD License text as described in Section 4.e of
the Trust Legal Provisions and are provided without warranty as the Trust Legal Provisions and are provided without warranty as
described in the Simplified BSD License. described in the Simplified BSD License.
Table of Contents Table of Contents
1. Introduction 1. Introduction
2. Conventions 2. Conventions
3. Decision Criteria and Roles 3. Decision Criteria and Roles
3.1. IETF LLC 3.1. IETF LLC
3.2. IESG and IRTF Chair 3.2. The IESG and the Chair of the IRTF
4. Remedies 4. Remedies
4.1. Relocation 4.1. Relocation
4.2. Virtualization 4.2. Virtualization
4.3. Postponement 4.3. Postponement
4.4. Cancellation 4.4. Cancellation
5. Refunds 5. Refunds
6. Security Considerations 6. Security Considerations
7. IANA Considerations 7. IANA Considerations
8. Normative References 8. Normative References
Acknowledgments Acknowledgments
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In this document, the term "venue" refers to both the facility that In this document, the term "venue" refers to both the facility that
houses the sessions and the official meeting hotel(s), as defined in houses the sessions and the official meeting hotel(s), as defined in
[RFC8718]. [RFC8718].
3. Decision Criteria and Roles 3. Decision Criteria and Roles
The IETF LLC assesses whether an in-person meeting is logistically The IETF LLC assesses whether an in-person meeting is logistically
and financially viable in light of events and assembles information and financially viable in light of events and assembles information
about various travel restrictions that might impact attendance. The about various travel restrictions that might impact attendance. The
IESG and the IRTF Chair assess if the projected attendance is IESG and the Chair of the IRTF assess if the projected attendance is
sufficient for a viable in-person meeting. sufficient for a viable in-person meeting.
3.1. IETF LLC 3.1. IETF LLC
The IETF LLC is responsible for assessing the suitability of a venue The IETF LLC is responsible for assessing the suitability of a venue
for an IETF meeting and is responsible for any reassessment in for an IETF meeting and is responsible for any reassessment in
response to a major event that leaves the prior conclusion in doubt. response to a major event that leaves the prior conclusion in doubt.
If such an event occurs more than fourteen weeks before the start of If such an event occurs more than fourteen weeks before the start of
the scheduled meeting, it is deemed a non-emergency situation. Later the scheduled meeting, it is deemed a non-emergency situation. Later
events, up to and including the week of a meeting itself, are deemed events, up to and including the week of a meeting itself, are deemed
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SHOULD conduct a formal reassessment process that includes: SHOULD conduct a formal reassessment process that includes:
* Consulting with the community on the timetable of the decision * Consulting with the community on the timetable of the decision
process. process.
* Consulting with the community on criteria to assess the impact of * Consulting with the community on criteria to assess the impact of
new developments. new developments.
* Publishing an assessment report and recommended remedy. * Publishing an assessment report and recommended remedy.
* Seeking approval of the IESG and the IRTF Chair for the * Seeking approval of the IESG and the Chair of the IRTF for the
recommendation. recommendation.
In emergency situations, which lack the time for a consultation In emergency situations, which lack the time for a consultation
process, this document provides criteria that have IETF consensus and process, this document provides criteria that have IETF consensus and
that the IETF LLC MUST apply in its assessment. that the IETF LLC MUST apply in its assessment.
The IETF LLC will collect information about the likely impact to in- The IETF LLC will collect information about the likely impact to in-
person attendance of national travel advisories, national and person attendance of national travel advisories, national and
corporate travel bans, availability of transportation, quarantine corporate travel bans, availability of transportation, quarantine
requirements, etc., and report the results to the IESG and the IRTF requirements, etc., and report the results to the IESG and the Chair
Chair. of the IRTF.
These criteria, some of which are derived from Section 3 of These criteria, some of which are derived from Section 3 of
[RFC8718], apply to venues that are re-evaluated due to an emergency: [RFC8718], apply to venues that are re-evaluated due to an emergency:
* Local safety guidelines allow the venue and hotels to host a * Local safety guidelines allow the venue and hotels to host a
meeting with the expected number of participants and staff. meeting with the expected number of participants and staff.
* It is possible to provision Internet access to the venue that * It is possible to provision Internet access to the venue that
allows those attending in person to utilize the Internet for all allows those attending in person to utilize the Internet for all
their IETF, business, and day-to-day needs; in addition, there their IETF, business, and day-to-day needs; in addition, there
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* The financial impact of continuing a meeting or implementing any * The financial impact of continuing a meeting or implementing any
of the possible remedies. of the possible remedies.
The IETF LLC SHOULD cancel an in-person meeting and explore potential The IETF LLC SHOULD cancel an in-person meeting and explore potential
remedies if it judges a meeting to be logistically impossible or remedies if it judges a meeting to be logistically impossible or
inconsistent with its fiduciary responsibilities. inconsistent with its fiduciary responsibilities.
In the event of considerations this document does not foresee, the In the event of considerations this document does not foresee, the
IETF LLC should protect the health and safety of attendees and staff, IETF LLC should protect the health and safety of attendees and staff,
as well as the fiscal health of the organization, with approval from as well as the fiscal health of the organization, with approval from
the IESG and the IRTF Chair. The IESG should pursue a later update the IESG and the Chair of the IRTF. The IESG should pursue a later
of this document. update of this document.
3.2. IESG and IRTF Chair 3.2. The IESG and the Chair of the IRTF
If the IETF LLC assesses there are no fundamental logistical or If the IETF LLC assesses there are no fundamental logistical or
financial obstacles to holding a meeting in an emergency situation, financial obstacles to holding a meeting in an emergency situation,
the IESG and the IRTF Chair assess if projected attendance is high the IESG and the Chair of the IRTF assess if projected attendance is
enough to achieve the benefit of an in-person meeting. The IESG and high enough to achieve the benefit of an in-person meeting. The IESG
the IRTF Chair SHOULD cancel the in-person meeting if that benefit is and the Chair of the IRTF SHOULD cancel the in-person meeting if that
insufficient. benefit is insufficient.
The IESG and the IRTF Chair are discouraged from relying on a simple The IESG and the Chair of the IRTF are discouraged from relying on a
head count of expected meeting attendance. Even dramatically smaller simple head count of expected meeting attendance. Even dramatically
meetings with large remote participation may be successful. In smaller meetings with large remote participation may be successful.
addition to the IETF LLC's estimate, the IESG and the IRTF Chair In addition to the IETF LLC's estimate, the IESG and the Chair of the
might consider: IRTF might consider:
* Are many working groups and research groups largely unaffected by * Are many working groups and research groups largely unaffected by
the restrictions, so that they can operate effectively? the restrictions, so that they can operate effectively?
* Is there a critical mass of key personnel at most working group * Is there a critical mass of key personnel at most working group
meetings to leverage the advantages of in-person meetings, even if meetings to leverage the advantages of in-person meetings, even if
many participants are remote? many participants are remote?
4. Remedies 4. Remedies
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