rfc9400v2.txt   rfc9400.txt 
Internet Engineering Task Force (IETF) M. Kühlewind Internet Engineering Task Force (IETF) M. Kühlewind
Request for Comments: 9400 Ericsson Request for Comments: 9400 Ericsson
Category: Informational M. Duke Category: Informational M. Duke
ISSN: 2070-1721 Google ISSN: 2070-1721 Google
May 2023 June 2023
Guidelines for the Organization of Fully Online Meetings Guidelines for the Organization of Fully Online Meetings
Abstract Abstract
This document provides guidelines for the planning and organization This document provides guidelines for the planning and organization
of fully online meetings, regarding the number, length, and of fully online meetings, regarding the number, length, and
composition of sessions on the meeting agenda. These guidelines are composition of sessions on the meeting agenda. These guidelines are
based on the experience gained by holding online meetings during the based on the experience gained by holding online meetings during the
COVID-19 pandemic in 2020 and 2021. COVID-19 pandemic in 2020 and 2021.
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pandemic in March 2020, the IETF canceled its plenary meeting and pandemic in March 2020, the IETF canceled its plenary meeting and
organized an online replacement in less than 2 weeks. For this first organized an online replacement in less than 2 weeks. For this first
online-only meeting, the agenda was reduced to a set of sessions that online-only meeting, the agenda was reduced to a set of sessions that
benefited most from cross-area participation, like BoFs, first-time benefited most from cross-area participation, like BoFs, first-time
meetings of new working groups, and dispatch sessions. It also meetings of new working groups, and dispatch sessions. It also
included the administrative plenary to preserve the official handover included the administrative plenary to preserve the official handover
procedures that occur at March IETF meetings, as described in procedures that occur at March IETF meetings, as described in
[RFC8713]. [RFC8713].
With a reduced agenda, the meeting format was two sessions (about 4 With a reduced agenda, the meeting format was two sessions (about 4
hours) per day with a maximum of 2 parallel tracks. Other working hours) per day with a maximum of two parallel tracks. Other working
group meetings were scheduled as interims over the following 6 weeks. group meetings were scheduled as interims over the following 6 weeks.
The IESG published a purely advisory recommended schedule The IESG published a purely advisory recommended schedule
[INTERIM-SCHEDULE] to reduce conflicts among those interims. [INTERIM-SCHEDULE] to reduce conflicts among those interims.
While satisfaction was high right after the meeting While satisfaction was high right after the meeting
[IETF107-FEEDBACK], some participants later indicated in mailing list [IETF107-FEEDBACK], some participants later indicated in mailing list
discussions that the period of intensive interims had a greater discussions that the period of intensive interims had a greater
impact on their calendar than a single plenary meeting week, and in impact on their calendar than a single plenary meeting week, and in
some meetings participation was reduced. Those interims tended to some meetings participation was reduced. Those interims tended to
occur at times convenient for the bulk of participants, which was occur at times convenient for the bulk of participants, which was
convenient for most but could exclude those in less common time convenient for most but could exclude those in less common time
zones. zones.
For the remainder of 2020 and 2021, the online schedule was switched For the remainder of 2020 and 2021, the online schedule was switched
back to be similar to an in-person meeting (1- to 2-hour slots and back to be similar to an in-person meeting (1- to 2-hour slots and
8-9 parallel tracks). However, each day was limited to 5-6 hours in eight or nine parallel tracks). However, each day was limited to 5-6
recognition that remote participation is more tiring. hours in recognition that remote participation is more tiring.
All fully online meetings followed the time zone of the planned in- All fully online meetings followed the time zone of the planned in-
person meeting location. As a 6-hour agenda has some flexibility person meeting location. As a 6-hour agenda has some flexibility
regarding the start time while still fitting within a previously used regarding the start time while still fitting within a previously used
8-hour in-person agenda, the start time was approximately noon, with 8-hour in-person agenda, the start time was approximately noon, with
adjustments of an hour or so to mitigate the impact of early morning adjustments of an hour or so to mitigate the impact of early morning
hours in time zones with many participants. As selection of in- hours in time zones with many participants. As selection of in-
person meeting sites was consistent with the 1-1-1 guideline as person meeting sites was consistent with the 1-1-1 guideline as
documented in [RFC8719], this approach was intended to share the documented in [RFC8719], this approach was intended to share the
burden across all common geographies roughly equally. burden across all common geographies roughly equally.
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for meals, exercise, and "hallway" conversations using online tools. for meals, exercise, and "hallway" conversations using online tools.
3.4. Number of Parallel Tracks 3.4. Number of Parallel Tracks
In-person meetings are limited in the number of parallel tracks by In-person meetings are limited in the number of parallel tracks by
the number of meeting rooms, but online meetings are not. However, the number of meeting rooms, but online meetings are not. However,
more parallel tracks would increase the number of possible agenda more parallel tracks would increase the number of possible agenda
conflicts. conflicts.
If the total number of requested sessions exceeds the capacity of the If the total number of requested sessions exceeds the capacity of the
usual 8 parallel tracks, it is possible for a fully online meeting to usual eight parallel tracks, it is possible for a fully online
simply use more tracks. If the number and length of meeting days are meeting to simply use more tracks. If the number and length of
seen as fixed, this decision is implicitly made by the working group meeting days are seen as fixed, this decision is implicitly made by
chairs requesting a certain number of sessions and length. the working group chairs requesting a certain number of sessions and
length.
IETF 111 used 9 parallel tracks for some of the sessions and IETF 111 used nine parallel tracks for some of the sessions and
experienced slightly more conflicts in the agenda-scheduling process, experienced slightly more conflicts in the agenda-scheduling process,
though there was no statistically significant increase in though there was no statistically significant increase in
dissatisfaction about conflicts in the survey [IETF111-SURVEY]. dissatisfaction about conflicts in the survey [IETF111-SURVEY].
The IESG encouraged working group chairs to limit their session The IESG encouraged working group chairs to limit their session
requests and use interim meetings aggressively for focused work. requests and use interim meetings aggressively for focused work.
4. Additional Considerations and Recommendations 4. Additional Considerations and Recommendations
4.1. Full vs. Limited Agenda (and Interim Meetings) 4.1. Full vs. Limited Agenda (and Interim Meetings)
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[IETF108-SURVEY] [IETF108-SURVEY]
Daley, J., "IETF 108 Meeting Survey", 13 August 2020, Daley, J., "IETF 108 Meeting Survey", 13 August 2020,
<https://www.ietf.org/blog/ietf-108-meeting-survey/>. <https://www.ietf.org/blog/ietf-108-meeting-survey/>.
[IETF109-SURVEY] [IETF109-SURVEY]
Daley, J., "IETF 109 Post-Meeting Survey", 7 December Daley, J., "IETF 109 Post-Meeting Survey", 7 December
2020, 2020,
<https://www.ietf.org/blog/ietf-109-post-meeting-survey/>. <https://www.ietf.org/blog/ietf-109-post-meeting-survey/>.
[IETF111-SURVEY] [IETF111-SURVEY]
Daley, J., "IETF 111 post-meeting survey", 22 August 2021, Daley, J., "IETF 111 post-meeting survey", 23 August 2021,
<https://www.ietf.org/blog/ietf-111-post-meeting-survey/>. <https://www.ietf.org/blog/ietf-111-post-meeting-survey/>.
[IETF112-EXPERIMENT] [IETF112-EXPERIMENT]
IESG, "IETF 112 Plenary Experiment Evaluation", 4 February IESG, "IETF 112 Plenary Experiment Evaluation", 4 February
2022, <https://www.ietf.org/blog/ietf112-plenary- 2022, <https://www.ietf.org/blog/ietf112-plenary-
experiment-evaluation/>. experiment-evaluation/>.
[INTERIM-SCHEDULE] [INTERIM-SCHEDULE]
Cooper, A., "Subject: Post-IETF-107 Recommended Virtual Cooper, A., "Subject: Post-IETF-107 Recommended Virtual
Interim Schedule", message to the Working Group Chairs Interim Schedule", message to the Working Group Chairs
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