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<front> <front>
<title abbrev="Canceling Meetings">Considerations for Cancellation of IETF M <title abbrev="Cancellation of IETF Meetings">Considerations for Cancellatio
eetings</title> n of IETF
<seriesInfo name="Internet-Draft" value="draft-ietf-shmoo-cancel-meeting-06" Meetings</title>
/> <seriesInfo name="RFC" value="9137"/>
<seriesInfo name="BCP" value="226"/>
<author initials="M." surname="Duke" fullname="Martin Duke"> <author initials="M." surname="Duke" fullname="Martin Duke">
<organization>F5 Networks, Inc.</organization> <organization>F5 Networks, Inc.</organization>
<address> <address>
<email>martin.h.duke@gmail.com</email> <email>martin.h.duke@gmail.com</email>
</address> </address>
</author> </author>
<date/> <date year="2021" month="October"/>
<area>General</area> <area>General</area>
<workgroup>shmoo</workgroup> <workgroup>shmoo</workgroup>
<keyword>virtualize</keyword>
<keyword>postpone</keyword>
<keyword>move</keyword>
<abstract> <abstract>
<t>The IETF ordinarily holds three in-person meetings per year to discuss issues <t>The IETF ordinarily holds three in-person meetings per year to discuss issues
and advance the Internet. However, various emergencies can make a planned and advance the Internet. However, various events can make a planned
in-person meeting infeasible. This document provides criteria to aid the IETF in-person meeting infeasible. This document provides criteria to aid the I
Administration LLC (LLC), Internet Engineering Steering Group (IESG), and ETF
Internet Research Task Force (IRTF) Chair in deciding to postpone, move, or Administration LLC (IETF LLC), the Internet Engineering Steering
cancel an in-person IETF meeting.</t> Group (IESG), and the
Internet Research Task Force (IRTF) Chair in deciding to relocate, virtual
ize, postpone, or
cancel an in-person IETF meeting.</t>
</abstract> </abstract>
<note removeInRFC="true">
<name>Discussion Venues</name>
<t>Discussion of this document takes place on the
mailing list (shmoo@ietf.org),
which is archived at <eref target="https://mailarchive.ietf.org/arch/browse/sh
moo/"/>.</t>
<t>Source for this draft and an issue tracker can be found at
<eref target="https://github.com/martinduke/draft-ietf-shmoo-cancel-meeting"/>
.</t>
</note>
</front> </front>
<middle> <middle>
<section anchor="introduction" numbered="true" toc="default"> <section anchor="introduction" numbered="true" toc="default">
<name>Introduction</name> <name>Introduction</name>
<t>Among the highlights of the IETF calendar are in-person general meeting s, which <t>Among the highlights of the IETF calendar are in-person general meeting s, which
happen three times a year at various locations around the world.</t> happen three times a year at various locations around the world.</t>
<t>Various major events may affect the suitability of a scheduled in-perso n IETF <t>Various major events may affect the suitability of a scheduled in-perso n IETF
meeting, though for some events this may not be immediately obvious. For meeting, though this may not be immediately obvious for some events. Examp
example:</t> les of such events include the following:
</t>
<ul spacing="normal"> <ul spacing="normal">
<li>A meeting venue itself may unexpectedly close or otherwise be unable to meet <li>A meeting venue itself may unexpectedly close or otherwise be unable to meet
IETF meeting requirements due to a health issue, legal violation, or other IETF meeting requirements due to a health issue, legal violation, or othe
localized problem.</li> r
localized problem.</li>
<li>A natural disaster could degrade the travel and meeting infrastructu re in a <li>A natural disaster could degrade the travel and meeting infrastructu re in a
planned location and make it unethical to further burden that infrastructure planned location and make it unethical to further burden that infrastruct
with a meeting.</li> ure
<li>War, civil unrest, or public health crisis could make a meeting unsa with a meeting.</li>
fe and/or <li>War, civil unrest, or a public health crisis could make a meeting un
result in widespread national or corporate travel bans.</li> safe and/or
result in widespread national or corporate travel bans.</li>
<li>An economic crisis could sharply reduce resources available for trav el, <li>An economic crisis could sharply reduce resources available for trav el,
resulting in lower expected attendance.</li> resulting in lower expected attendance.</li>
<li>Changes in visa policy or other unexpected governmental restrictions <li>Changes in visa policies or other unexpected governmental restrictio
might ns might
make the venue inaccessible to numerous attendees.</li> make the venue inaccessible to numerous attendees.</li>
</ul> </ul>
<t>This document provides criteria to aid the IETF Administration LLC (LLC <t>This document provides criteria to aid the IETF Administration
), LLC (IETF LLC), the
Internet Engineering Steering Group (IESG), and Internet Research Task Force Internet Engineering Steering Group (IESG), and the Internet Research Task
(IRTF) Chair in deciding to postpone, move, or cancel an in-person IETF meeting. Force
</t> (IRTF) Chair in deciding to relocate, virtualize, postpone, or cancel an i
n-person IETF meeting.</t>
</section> </section>
<section anchor="conventions" numbered="true" toc="default"> <section anchor="conventions" numbered="true" toc="default">
<name>Conventions</name> <name>Conventions</name>
<t>The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", "SH <t>The key words "<bcp14>MUST</bcp14>", "<bcp14>MUST NOT</bcp14>",
OULD", "<bcp14>REQUIRED</bcp14>", "<bcp14>SHALL</bcp14>", "<bcp14>SHALL NOT</bcp1
"SHOULD NOT", "RECOMMENDED", "NOT RECOMMENDED", "MAY", and "OPTIONAL" in this 4>",
document are to be interpreted as described in BCP 14 <xref target="RFC2119" for "<bcp14>SHOULD</bcp14>",
mat="default"/> <xref target="RFC8174" format="default"/> "<bcp14>SHOULD NOT</bcp14>", "<bcp14>RECOMMENDED</bcp14>", "<bcp14>NOT
when, and only when, they appear in all capitals, as shown here.</t> RECOMMENDED</bcp14>", "<bcp14>MAY</bcp14>", and "<bcp14>OPTIONAL</bcp14>"
in this
document are to be interpreted as described in BCP&nbsp;14 <xref target="R
FC2119"
format="default"/> <xref target="RFC8174" format="default"/>
when, and only when, they appear in all capitals, as shown here.</t>
<t>In this document, the term "venue" refers to both the facility that hou ses the <t>In this document, the term "venue" refers to both the facility that hou ses the
sessions and the official meeting hotel(s), as defined in <xref target="RFC8718" sessions and the official meeting hotel(s), as defined in <xref target="RF
format="default"/>.</t> C8718"
format="default"/>.</t>
</section> </section>
<section anchor="decision-criteria-and-roles" numbered="true" toc="default"> <section anchor="decision-criteria-and-roles" numbered="true" toc="default">
<name>Decision Criteria and Roles</name> <name>Decision Criteria and Roles</name>
<t>The LLC assesses whether an in-person meeting is logistically and finan <t>The IETF LLC assesses whether an in-person meeting is logistically and
cially financially
viable in light of events, and assembles information about various travel viable in light of events and assembles information about various travel
restrictions that might impact attendance. The Internet Engineering Steering restrictions that might impact attendance. The
Group (IESG) and Internet Research Task Force (IRTF) Chair assess if the IESG and the Chair of the IRTF assess if the
projected attendance is sufficient for a viable in-person meeting.</t> projected attendance is sufficient for a viable in-person meeting.</t>
<section anchor="ietf-llc" numbered="true" toc="default"> <section anchor="ietf-llc" numbered="true" toc="default">
<name>IETF LLC</name> <name>IETF LLC</name>
<t>The LLC is responsible for assessing the suitability of a venue for a <t>The IETF LLC is responsible for assessing the suitability of a venue
n IETF for an IETF
meeting and is responsible for any reassessment in response to a major event meeting and is responsible for any reassessment in response to a major ev
that leaves the prior conclusion in doubt. If such an event occurs more than ent
fourteen weeks before the start of the scheduled meeting, it is deemed a that leaves the prior conclusion in doubt. If such an event occurs more t
non-emergency situation. Later events, up to and including the week of a meeting han
itself, are deemed an emergency situation.</t> fourteen weeks before the start of the scheduled meeting, it is deemed a
<t>In non-emergency situations, if the LLC determines the scheduled meet non-emergency situation. Later events, up to and including the week of a
ing clearly meeting
cannot proceed (e.g., the venue has permanently closed), then it MUST share the itself, are deemed emergency situations.</t>
reason(s) with the community and MUST consult on its proposed remedy. In less
clear cases, the LLC SHOULD conduct a formal reassessment process that includes: <t>In non-emergency situations, if the IETF LLC determines the scheduled
</t> meeting
clearly
cannot proceed (e.g., the venue has permanently closed), then it <bcp14>M
UST</bcp14>
share the reason(s) with the community and <bcp14>MUST</bcp14> consult on
its
proposed remedy. In less clear cases, the IETF LLC <bcp14>SHOULD</bcp14>
conduct a
formal reassessment process that includes:</t>
<ul spacing="normal"> <ul spacing="normal">
<li>Consulting with the community on the timetable of the decision pro cess.</li> <li>Consulting with the community on the timetable of the decision pro cess.</li>
<li>Consulting with the community on criteria to assess the impact of new <li>Consulting with the community on criteria to assess the impact of new
developments.</li> developments.</li>
<li>Publishing an assessment report and recommended remedy.</li> <li>Publishing an assessment report and recommended remedy.</li>
<li>Seeking approval of the IESG and IRTF Chair for the recommendation <li>Seeking approval of the IESG and the Chair of the IRTF for the
.</li> recommendation.</li>
</ul> </ul>
<t>In emergency situations, which lack the time for a consultation proce ss, this <t>In emergency situations, which lack the time for a consultation proce ss, this
document provides criteria that have IETF consensus and which the LLC MUST apply document provides criteria that have IETF consensus and that the IETF LLC
in its assessment.</t> <bcp14>MUST</bcp14> apply in its assessment.</t>
<t>The LLC will collect information about the likely impact to in-person <t>The IETF LLC will collect information about the likely impact to in-p
attendance of national travel advisories, national and corporate travel bans, erson
availability of transportation, quarantine requirements, etc. and report the attendance of national travel advisories, national and corporate travel b
results to the IESG and IRTF Chair.</t> ans,
<t>These criteria, some of which are derived from Section 3 of <xref tar availability of transportation, quarantine requirements, etc., and report
get="RFC8718" format="default"/>, apply the
to venues that are re-evaluated due to an emergency:</t> results to the IESG and the Chair of the IRTF.</t>
<t>These criteria, some of which are derived from <xref target="RFC8718"
sectionFormat="of" section="3"/>, apply
to venues that are re-evaluated due to an emergency:</t>
<ul spacing="normal"> <ul spacing="normal">
<li>Local safety guidelines allow the venue and hotels to host a meeti ng with the <li>Local safety guidelines allow the venue and hotels to host a meeti ng with the
expected number of participants and staff.</li> expected number of participants and staff.</li>
<li>It is possible to provision Internet access to the venue that allo ws those <li>It is possible to provision Internet access to the venue that allo ws those
attending in person to utilize the Internet for all their IETF, business, and attending in person to utilize the Internet for all their IETF, busines
day-to-day needs; in addition, there must be sufficient bandwidth and access for s, and
remote attendees. Provisions include, but are not limited to, native and day-to-day needs; in addition, there must be sufficient bandwidth and a
unmodified IPv4 and IPv6 connectivity, and global reachability; there may be no ccess for
additional limitation that would materially impact their Internet use. To remote attendees. Provisions include, but are not limited to, native a
ensure availability, it MUST be possible to provision redundant paths to the nd
Internet.</li> unmodified IPv4 and IPv6 connectivity and global reachability; there ma
y be no
additional limitation that would materially impact their Internet use.
To
ensure availability, it <bcp14>MUST</bcp14> be possible to provision re
dundant
paths to the Internet.</li>
<li>A reasonable number of food and drink establishments are open and available <li>A reasonable number of food and drink establishments are open and available
within walking distance to provide for the expected number of participants and within walking distance to provide for the expected number of participa
staff.</li> nts and
staff.</li>
<li>Local health and public safety infrastructure expects to have adeq uate <li>Local health and public safety infrastructure expects to have adeq uate
capacity to support an influx of visitors during the meeting week.</li> capacity to support an influx of visitors during the meeting week.</li>
</ul> </ul>
<t>Finally, the LLC MUST assess the impact on its own operations, includ <t>Finally, the IETF LLC <bcp14>MUST</bcp14> assess the impact on its ow
ing:</t> n operations,
including:</t>
<ul spacing="normal"> <ul spacing="normal">
<li>The number of critical support staff, contractors, and volunteers who can be <li>The number of critical support staff, contractors, and volunteers who can be
at the venue.</li> at the venue.</li>
<li>The financial impact of continuing a meeting, or implementing any <li>The financial impact of continuing a meeting or implementing any o
of the f the
possible remedies.</li> possible remedies.</li>
</ul> </ul>
<t>The LLC SHOULD cancel an in-person meeting and explore potential reme <t>The IETF LLC <bcp14>SHOULD</bcp14> cancel an in-person meeting and ex
dies if it plore
judges a meeting to be logistically impossible or inconsistent with its potential
fiduciary responsibilities.</t> remedies if it judges a meeting to be logistically impossible or inconsis
<t>In the event of considerations this document does not foresee, the LL tent with its
C should fiduciary responsibilities.</t>
protect the health and safety of attendees and staff, as well as the fiscal <t>In the event of considerations this document does not foresee, the IE
health of the organization, with approval from the IESG and IRTF Chair. The IESG TF LLC should
should pursue a later update of this document.</t> protect the health and safety of attendees and staff, as well as the fisc
al
health of the organization, with approval from the IESG and the Chair of
the IRTF. The
IESG should pursue a later update of this document.</t>
</section> </section>
<section anchor="iesg-and-irtf-chair" numbered="true" toc="default"> <section anchor="iesg-and-irtf-chair" numbered="true" toc="default">
<name>IESG and IRTF Chair</name> <name>The IESG and the Chair of the IRTF</name>
<t>If the LLC assesses there are no fundamental logistical or financial <t>If the IETF LLC assesses there are no fundamental logistical or finan
obstacles cial obstacles
to holding a meeting in an emergency situation, the IESG and IRTF Chair assess to holding a meeting in an emergency situation, the IESG and the Chair of
if projected attendance is high enough to achieve the benefit of an in-person the IRTF
meeting. The IESG and IRTF Chair SHOULD cancel the in-person meeting if that assess
benefit is insufficient.</t> if projected attendance is high enough to achieve the benefit of an in-pe
<t>The IESG and IRTF Chair are discouraged from relying on a simple head rson
count of meeting. The IESG and the Chair of the IRTF <bcp14>SHOULD</bcp14> cancel
expected meeting attendance. Even dramatically smaller meetings with large the in-person
remote participation may be successful. In addition to the LLC's estimate, the meeting if that benefit is insufficient.</t>
IESG and IRTF Chair might consider:</t> <t>The IESG and the Chair of the IRTF are discouraged from relying on a
simple head
count of
expected meeting attendance. Even dramatically smaller meetings with larg
e
remote participation may be successful. In addition to the IETF LLC's es
timate, the
IESG and the Chair of the IRTF might consider:</t>
<ul spacing="normal"> <ul spacing="normal">
<li>Are many working groups and research groups largely unaffected by the <li>Are many working groups and research groups largely unaffected by the
restrictions, so that they can operate effectively?</li> restrictions, so that they can operate effectively?</li>
<li>Is there a critical mass of key personnel at most working group me etings to <li>Is there a critical mass of key personnel at most working group me etings to
leverage the advantages of in-person meetings, even if many participants are leverage the advantages of in-person meetings, even if many participant
remote?</li> s are
remote?</li>
</ul> </ul>
</section> </section>
</section> </section>
<section anchor="remedies" numbered="true" toc="default"> <section anchor="remedies" numbered="true" toc="default">
<name>Remedies</name> <name>Remedies</name>
<t>If a meeting cannot be held at the scheduled time and place, the LLC, I <t>If a meeting cannot be held at the scheduled time and place, the IETF L
ESG, and LC, IESG, and
IRTF Chair have several options. The remedies in this section should be IRTF Chair have several options. The remedies in this section should be
considered in light of four principles, presented in no particular order:</t> considered in light of four principles (presented in no particular order):
</t>
<ul spacing="normal"> <ul spacing="normal">
<li>Hold the scheduled sessions of a meeting in some format.</li> <li>Hold the scheduled sessions of a meeting in some format.</li>
<li>Provide benefits of in-person interactions when possible.</li> <li>Provide benefits of in-person interactions when possible.</li>
<li>Avoid exorbitant additional travel expenses due to last minute fligh <li>Avoid exorbitant additional travel expenses due to last-minute fligh
t changes, t changes,
etc.</li> etc.</li>
<li>Ensure sufficient time and resources to adequately prepare an altern ative.</li> <li>Ensure sufficient time and resources to adequately prepare an altern ative.</li>
</ul> </ul>
<t>The following remedies are listed in approximate declining order of pre ference.</t> <t>The following remedies are listed in approximate declining order of pre ference.</t>
<section anchor="relocation" numbered="true" toc="default"> <section anchor="relocation" numbered="true" toc="default">
<name>Relocation</name> <name>Relocation</name>
<t>For attendees, the least disruptive response is to retain the meeting week but <t>For attendees, the least disruptive response is to retain the meeting week but
move it to a more accessible venue. To the maximum extent possible, this will be move it to a more-accessible venue. To the maximum extent possible, this
geographically close to the original venue. In particular, the LLC SHOULD meet will be
the criteria in <xref target="RFC8718" format="default"/> and <xref target="RFC8 geographically close to the original venue. In particular, the IETF LLC
719" format="default"/>.</t> <bcp14>SHOULD</bcp14> meet the criteria in <xref target="RFC8718" format=
<t>Relocation that requires new air travel arrangements for attendees SH "default"/>
OULD NOT and <xref target="RFC8719" format="default"/>.</t>
occur less than one month prior to the start of the meeting.</t> <t>Relocation that requires new air travel arrangements for attendees <b
cp14>SHOULD
NOT</bcp14> occur less than one month prior to the start of the meeting.<
/t>
</section> </section>
<section anchor="virtualization" numbered="true" toc="default"> <section anchor="virtualization" numbered="true" toc="default">
<name>Virtualization</name> <name>Virtualization</name>
<t>The second option, and one that has fewer issues with venue availabil ity, is to <t>The second option, and one that has fewer issues with venue availabil ity, is to
make a meeting fully online. This requires different IETF processes and make a meeting fully online. This requires different IETF processes and
logistical operations that are outside the scope of this document.</t> logistical operations that are outside the scope of this document.</t>
</section> </section>
<section anchor="postponement" numbered="true" toc="default"> <section anchor="postponement" numbered="true" toc="default">
<name>Postponement</name> <name>Postponement</name>
<t>Although it is more disruptive to the schedules of participants, the next best <t>Although it is more disruptive to the schedules of participants, the next best
option is to delay a meeting until a specific date, at the same venue, at option is to delay a meeting until a specific date, at the same venue, at
which conditions are expected to improve. The new end date of a meeting must which conditions are expected to improve. The new end date of a meeting m
be at least 30 days before the beginning of the following IETF meeting, and a ust
meeting MUST begin no earlier than 30 days after the postponement announcement.< be at least 30 days before the beginning of the following IETF meeting, a
/t> nd a
meeting <bcp14>MUST</bcp14> begin no earlier than 30 days after the postp
onement
announcement.</t>
<t>Due to scheduling constraints at the venue, this will usually not be feasible. <t>Due to scheduling constraints at the venue, this will usually not be feasible.
However, it is more likely to allow attendees to recover at least some of their However, it is more likely to allow attendees to recover at least some of
travel expenses than other options.</t> their
travel expenses than other options.</t>
<t>Note that it is possible to both postpone and relocate a meeting, tho ugh this <t>Note that it is possible to both postpone and relocate a meeting, tho ugh this
has the disadvantages of both.</t> has the disadvantages of both.</t>
</section> </section>
<section anchor="cancellation" numbered="true" toc="default"> <section anchor="cancellation" numbered="true" toc="default">
<name>Cancellation</name> <name>Cancellation</name>
<t>The LLC, IESG, and IRTF Chair may cancel a meeting entirely in the ev <t>The IETF LLC, IESG, and IRTF Chair may cancel a meeting entirely in t
ent that he
worldwide conditions make it difficult for attendees to even attend online. Not event that
holding a meeting at all can have wide implications, such as effects on the worldwide conditions make it difficult for attendees to even attend onlin
nomination process and seating of new officers.</t> e. Not
holding a meeting at all can have wide implications, such as effects on t
he
nomination process and seating of new officers.</t>
<t>Cancellation is likely the only practical alternative when emergencie s occur <t>Cancellation is likely the only practical alternative when emergencie s occur
immediately before or during a meeting, so that there is no opportunity to immediately before or during a meeting, so that there is no opportunity t
make other arrangements.</t> o
make other arrangements.</t>
</section> </section>
</section> </section>
<section anchor="refunds" numbered="true" toc="default"> <section anchor="refunds" numbered="true" toc="default">
<name>Refunds</name> <name>Refunds</name>
<t>The IETF SHOULD NOT reimburse registered attendees for unrecoverable tr <t>The IETF <bcp14>SHOULD NOT</bcp14> reimburse registered attendees for u
avel nrecoverable
expenses (airfare, hotel deposits, etc).</t> travel expenses (airfare, hotel deposits, etc.).</t>
<t>However, there are several cases where full or partial refund of regist ration <t>However, there are several cases where full or partial refund of regist ration
fees is appropriate:</t> fees are appropriate:</t>
<ul spacing="normal"> <ul spacing="normal">
<li>Cancellation SHOULD result in a full refund to all participants. It <li>Cancellation <bcp14>SHOULD</bcp14> result in a full refund to all pa
MAY be rticipants.
prorated if some portion of the sessions completed without incident.</li> It <bcp14>MAY</bcp14> be prorated if some portion of the sessions complet
<li>Upon postponement, the LLC SHOULD offer refunds to registered attend ed without
ees who incident.</li>
claim they cannot attend at the newly scheduled time. Attendees can opt out of <li>Upon postponement, the IETF LLC <bcp14>SHOULD</bcp14> offer refunds
receiving a refund.</li> to registered
<li>When a meeting is virtualized, the LLC MUST offer to refund register attendees who claim they cannot attend at the newly scheduled time. Atten
ed dees can opt
attendees the difference between their paid registration fee and the equivalent out of receiving a refund.</li>
fee for an online meeting. The LLC SHOULD offer refunds to registered attendees <li>When a meeting is virtualized, the IETF LLC <bcp14>MUST</bcp14> offe
who do not wish to attend an online meeting.</li> r to refund
<li>The LLC SHOULD offer refunds to attendees whose government forbids, registered attendees the difference between their paid registration fee a
or has nd the
issued a safety advisory against, visits to the host venue, even if the equivalent fee for an online meeting. The IETF LLC <bcp14>SHOULD</bcp14>
in-person meeting will continue. It SHOULD NOT refund cancellations due to offer
employer policy or personal risk assessments.</li> refunds to
registered attendees who do not wish to attend an online meeting.</li>
<li>The IETF LLC <bcp14>SHOULD</bcp14> offer refunds to attendees whose
government
forbids, or has issued a safety advisory against, visits to the host venu
e, even if
the in-person meeting will continue. It <bcp14>SHOULD NOT</bcp14> refund
cancellations due to employer policy or personal risk assessments.</li>
</ul> </ul>
<t>These provisions intend to maintain trust between the IETF and its part icipants. <t>These provisions intend to maintain trust between the IETF and its part icipants.
However, under extraordinary threats to the solvency of the organization, the However, under extraordinary threats to the solvency of the organization,
LLC may suspend them.</t> the
IETF LLC may suspend them.</t>
</section> </section>
<section anchor="security-considerations" numbered="true" toc="default"> <section anchor="security-considerations" numbered="true" toc="default">
<name>Security Considerations</name> <name>Security Considerations</name>
<t>This document introduces no new concerns for the security of Internet p rotocols.</t> <t>This document introduces no new concerns for the security of Internet p rotocols.</t>
</section> </section>
<section anchor="iana-considerations" numbered="true" toc="default"> <section anchor="iana-considerations" numbered="true" toc="default">
<name>IANA Considerations</name> <name>IANA Considerations</name>
<t>There are no IANA requirements.</t> <t>This document has no IANA actions.</t>
</section> </section>
</middle> </middle>
<back> <back>
<references> <references>
<name>Normative References</name> <name>Normative References</name>
<reference anchor="RFC2119">
<front> <xi:include href="https://xml2rfc.ietf.org/public/rfc/bibxml/reference.RFC.2119.
<title>Key words for use in RFCs to Indicate Requirement Levels</title xml"/>
> <xi:include href="https://xml2rfc.ietf.org/public/rfc/bibxml/reference.RFC.8174.
<author fullname="S. Bradner" initials="S." surname="Bradner"> xml"/>
<organization/> <xi:include href="https://xml2rfc.ietf.org/public/rfc/bibxml/reference.RFC.8718.
</author> xml"/>
<date month="March" year="1997"/> <xi:include href="https://xml2rfc.ietf.org/public/rfc/bibxml/reference.RFC.8719.
<abstract> xml"/>
<t>In many standards track documents several words are used to signi
fy the requirements in the specification. These words are often capitalized. Th
is document defines these words as they should be interpreted in IETF documents.
This document specifies an Internet Best Current Practices for the Internet Co
mmunity, and requests discussion and suggestions for improvements.</t>
</abstract>
</front>
<seriesInfo name="BCP" value="14"/>
<seriesInfo name="RFC" value="2119"/>
<seriesInfo name="DOI" value="10.17487/RFC2119"/>
</reference>
<reference anchor="RFC8174">
<front>
<title>Ambiguity of Uppercase vs Lowercase in RFC 2119 Key Words</titl
e>
<author fullname="B. Leiba" initials="B." surname="Leiba">
<organization/>
</author>
<date month="May" year="2017"/>
<abstract>
<t>RFC 2119 specifies common key words that may be used in protocol
specifications. This document aims to reduce the ambiguity by clarifying that
only UPPERCASE usage of the key words have the defined special meanings.</t>
</abstract>
</front>
<seriesInfo name="BCP" value="14"/>
<seriesInfo name="RFC" value="8174"/>
<seriesInfo name="DOI" value="10.17487/RFC8174"/>
</reference>
<reference anchor="RFC8718">
<front>
<title>IETF Plenary Meeting Venue Selection Process</title>
<author fullname="E. Lear" initials="E." role="editor" surname="Lear">
<organization/>
</author>
<date month="February" year="2020"/>
<abstract>
<t>The IETF Administration Support Activity (IASA) is responsible fo
r arranging the selection and operation of the IETF plenary meeting venue. This
memo specifies IETF community requirements for meeting venues, including hotels
and meeting space. It also directs the IASA to make available additional proces
s documents that describe the current meeting selection process.</t>
</abstract>
</front>
<seriesInfo name="BCP" value="226"/>
<seriesInfo name="RFC" value="8718"/>
<seriesInfo name="DOI" value="10.17487/RFC8718"/>
</reference>
<reference anchor="RFC8719">
<front>
<title>High-Level Guidance for the Meeting Policy of the IETF</title>
<author fullname="S. Krishnan" initials="S." surname="Krishnan">
<organization/>
</author>
<date month="February" year="2020"/>
<abstract>
<t>This document describes a meeting location policy for the IETF an
d the various stakeholders required to realize this policy.</t>
</abstract>
</front>
<seriesInfo name="BCP" value="226"/>
<seriesInfo name="RFC" value="8719"/>
<seriesInfo name="DOI" value="10.17487/RFC8719"/>
</reference>
</references> </references>
<section anchor="acknowledgments" numbered="true" toc="default">
<section anchor="acknowledgments" numbered="false" toc="default">
<name>Acknowledgments</name> <name>Acknowledgments</name>
<t>Jay Daley provided extensive input to make this document more usable by <t><contact fullname="Jay Daley"/> provided extensive input to make this d
the LLC. ocument more
Many members of the IESG and the SHMOO working group also provided useful usable by the IETF LLC. Many members of the IESG and the
comments.</t> SHMOO Working Group also provided useful comments.</t>
</section>
<section anchor="change-log" numbered="true" toc="default">
<name>Change Log</name>
<section anchor="since-draft-ietf-shmoo-cancel-meetings-05" numbered="true
" toc="default">
<name>Since draft-ietf-shmoo-cancel-meetings-05</name>
<ul spacing="normal">
<li>Minor changes from IETF review</li>
</ul>
</section>
<section anchor="since-draft-ietf-shmoo-cancel-meetings-04" numbered="true
" toc="default">
<name>Since draft-ietf-shmoo-cancel-meetings-04</name>
<ul spacing="normal">
<li>Threshold for "emergency" changes to 14 weeks</li>
<li>Clarified refund policy</li>
<li>IETF Last Call nits</li>
</ul>
</section>
<section anchor="since-draft-ietf-shmoo-cancel-meetings-03" numbered="true
" toc="default">
<name>Since draft-ietf-shmoo-cancel-meetings-03</name>
<ul spacing="normal">
<li>Clarifications from AD review</li>
</ul>
</section>
<section anchor="since-draft-ietf-shmoo-cancel-meetings-02" numbered="true
" toc="default">
<name>Since draft-ietf-shmoo-cancel-meetings-02</name>
<ul spacing="normal">
<li>Added IRTF to IESG responsibilities</li>
<li>WGLC Nits</li>
</ul>
</section>
<section anchor="since-draft-ietf-shmoo-cancel-meetings-01" numbered="true
" toc="default">
<name>Since draft-ietf-shmoo-cancel-meetings-01</name>
<ul spacing="normal">
<li>Added refund principles for hybrid meetings</li>
</ul>
</section>
<section anchor="since-draft-ietf-shmoo-cancel-meetings-00" numbered="true
" toc="default">
<name>Since draft-ietf-shmoo-cancel-meetings-00</name>
<ul spacing="normal">
<li>Jay Daley's nits</li>
<li>Distinguish the emergency and non-emergency process</li>
<li>Eliminated USSTATE/UKFO references</li>
<li>Clarified roles of LLC and IESG</li>
</ul>
</section>
<section anchor="since-draft-duke-shmoo-cancel-meetings-01" numbered="true
" toc="default">
<name>Since draft-duke-shmoo-cancel-meetings-01</name>
<ul spacing="normal">
<li>Change to WG draft</li>
</ul>
</section>
<section anchor="since-draft-duke-shmoo-cancel-meetings-00" numbered="true
" toc="default">
<name>Since draft-duke-shmoo-cancel-meetings-00</name>
<ul spacing="normal">
<li>Added mention of IRTF</li>
<li>Discussed consensus on cancellation</li>
</ul>
</section>
<section anchor="since-draft-duke-remote-meetings-00" numbered="true" toc=
"default">
<name>Since draft-duke-remote-meetings-00</name>
<ul spacing="normal">
<li>Defined "venue"</li>
<li>Added principles for selecting remedies and rewrote alternatives.<
/li>
<li>Added local authority travel advisories</li>
<li>Added some criteria from IETF 109</li>
</ul>
</section>
</section> </section>
</back>
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</rfc> </rfc>
 End of changes. 49 change blocks. 
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