rfc9501.original   rfc9501.txt 
Network Working Group M. Kühlewind Internet Engineering Task Force (IETF) M. Kühlewind
Internet-Draft Ericsson Request for Comments: 9501 Ericsson
Intended status: Best Current Practice J. Reed BCP: 239 J. Reed
Expires: 29 February 2024 R. Salz Category: Best Current Practice R. Salz
Akamai Technologies ISSN: 2070-1721 Akamai Technologies
28 August 2023 December 2023
Open Participation Principle regarding Remote Registration Fee Open Participation Principle regarding Remote Registration Fee
draft-ietf-shmoo-remote-fee-09
Abstract Abstract
This document outlines a principle for open participation that This document outlines a principle for open participation that
extends the open process principle defined in RFC3935 by stating that extends the open process principle defined in RFC 3935 by stating
there must be a free option for online participation to IETF meetings that there must be a free option for online participation to IETF
and, if possible, related IETF-hosted events over the Internet. meetings and, if possible, related IETF-hosted events.
Status of This Memo Status of This Memo
This Internet-Draft is submitted in full conformance with the This memo documents an Internet Best Current Practice.
provisions of BCP 78 and BCP 79.
Internet-Drafts are working documents of the Internet Engineering
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Internet-Drafts are draft documents valid for a maximum of six months This document is a product of the Internet Engineering Task Force
and may be updated, replaced, or obsoleted by other documents at any (IETF). It represents the consensus of the IETF community. It has
time. It is inappropriate to use Internet-Drafts as reference received public review and has been approved for publication by the
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This Internet-Draft will expire on 29 February 2024. Information about the current status of this document, any errata,
and how to provide feedback on it may be obtained at
https://www.rfc-editor.org/info/rfc9501.
Copyright Notice Copyright Notice
Copyright (c) 2023 IETF Trust and the persons identified as the Copyright (c) 2023 IETF Trust and the persons identified as the
document authors. All rights reserved. document authors. All rights reserved.
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Table of Contents Table of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . 2 1. Introduction
2. Principle of Open Participation . . . . . . . . . . . . . . . 3 2. Principle of Open Participation
3. Financial Impact . . . . . . . . . . . . . . . . . . . . . . 4 3. Financial Impact
4. Considerations on Use and Misuse of a Free Participation 4. Considerations on Use and Misuse of a Free Participation Option
Option . . . . . . . . . . . . . . . . . . . . . . . . . 5 5. Security Considerations
5. Security Considerations . . . . . . . . . . . . . . . . . . . 6 6. IANA Considerations
6. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 6 7. References
7. Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . 6 7.1. Normative References
8. References . . . . . . . . . . . . . . . . . . . . . . . . . 7 7.2. Informative References
8.1. Normative References . . . . . . . . . . . . . . . . . . 7 Acknowledgments
8.2. Informative References . . . . . . . . . . . . . . . . . 7 Authors' Addresses
Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . 7
1. Introduction 1. Introduction
Remote participation for IETF in-person meetings has evolved over Remote participation for IETF in-person meetings has evolved over
time from email-only to live chat and audio streaming, and, time from email-only to live chat and audio streaming, and, from
subsequently, to a full online meeting system that is tightly there, to a fully online meeting system that is tightly integrated
integrated with the in-room session and enables interactive with the in-room session and enables interactive audio and video
participation by audio and video. Remote participation has participation. Remote participation has historically been free for
historically been free for remote attendees. remote attendees.
Given this more full-blown participation option, the IETF has started Given this more full-blown participation option, the IETF has started
seeing an increasing number of remote participants. This increase to see an increase in the number of remote participants. This
can be explained by the ease with which new participants can join a increase can be explained by the ease with which new participants can
meeting or only attend selected parts of the meeting agenda, and also join a meeting or only attend selected parts of the meeting agenda,
by a less strongly perceived need to attend every meeting in person. and also by a decrease in the perceived need to attend every meeting
Financial considerations may also be a factor. In order to better in person. Financial considerations may also be a factor. In order
understand these trends, the IETF started requiring registration for to better understand these trends, the IETF started to require
remote participation, still without any registration fee applied. registration for remote participation, still without any registration
fee applied.
With the move to fully online meetings in 2020 and 2021, however, With the move to fully online meetings in 2020 and 2021, however,
there was no longer a distinction between remote and on-site there was no distinction between remote and on-site participants for
participants for those meetings. Since IETF meeting costs and other those meetings. Because IETF meeting costs and other costs still
costs still had to be covered, a meeting fee was charged for remote needed to be covered, a meeting fee was charged for remote
participants, replacing the free participation that was previously participants, replacing the free participation that was previously
available for all remote attendees. available for all remote attendees.
The introduction of a fee for remote participation raised concerns The introduction of a fee for remote participation raised concerns
about the potential impact on both, those who regularly remotely about the potential impact on both those who regularly attend IETF
attend IETF meetings and those people considering attending an IETF meetings remotely and those who are considering attending an IETF
meeting for the first time. In both cases, even a small registration meeting for the first time. In both cases, even a small registration
fee can be a barrier to participation. fee can be a barrier to participation.
2. Principle of Open Participation 2. Principle of Open Participation
This document outlines the principle of open participation that the This document outlines the principle of open participation that the
IETF Administration LLC (IETF LLC) is expected to incorporate into IETF Administration LLC (IETF LLC) is expected to incorporate into
decisions about the registration fee structure for remote decisions about the registration fee structure for remote
participation. participation.
The principle this document states is simple: there must be an option The principle is simple: there must be an option for free remote
for free remote participation in any IETF meeting, regardless of participation in any IETF meeting, regardless of whether the meeting
whether the meeting has a physical presence. Related events has a physical presence. Related events collocated with an IETF
collocated with an IETF meeting are part of the IETF's open process meeting are part of the IETF's open process [RFC3935] and are
[RFC3935] and are encouraged to follow this principle as well, if encouraged to follow this principle as well, if they offer remote
they offer remote participation at all. participation at all.
This principle aims to support the openness principle of the IETF as This principle aims to support the openness principle of the IETF as
defined in [RFC3935]: defined in [RFC3935]:
"Open process - any interested person can participate in the work, | Open process - any interested person can participate in the work,
know what is being decided, and make his or her voice heard on the | know what is being decided, and make his or her voice heard on the
issue. Part of this principle is our commitment to making our | issue. Part of this principle is our commitment to making our
documents, our WG mailing lists, our attendance lists, and our | documents, our WG mailing lists, our attendance lists, and our
meeting minutes publicly available on the Internet." | meeting minutes publicly available on the Internet.
While RFC3935 explicitly notes that this principle includes a While [RFC3935] explicitly notes that this principle requires our
requirement to open basically all our documents and material and to documents and materials to be open and accessible over the Internet,
make them accessible over the Internet, it was written with mainly it was primarily written with email interactions in mind when talking
having email interactions in mind when talking about participation. about participation. This document extends this principle to
This document extends this principle to explicitly cover remote explicitly cover remote participation at meetings. Particularly in
participation at meetings. Particularly in this context, openness this context, openness should be seen as open and free.
should be seen as open and free.
This document does not stipulate that all IETF meetings or related This document does not stipulate that all IETF meetings or related
IETF events must have a remote participation option, because there IETF events must have a remote participation option, because there
could be technical or other reasons why that might not always be could be technical or other reasons why that might not be possible.
possible. This document rather states that if remote participation However, if remote participation is provided, there should always be
is provided, there should always be a free option to make the process a free option to make the process as open as possible. At a minimum,
as open as possible. This document does not specify the working group sessions, BoFs, and the administrative plenary are
implementation details of the free option and leaves this to the LLC. expected to provide a remote participation option.
At the time of publication an approach to request a fee waiver was
implemented. Further, it is of course strongly anticipated that at Note that this document does not specify the implementation details
least all working group sessions as well as BoFs and the of the free option and leaves this to the LLC. At the time of
administrative plenary of an IETF meeting provide an option for publication, an approach to request a fee waiver was implemented.
remote participation.
Moreover, in order to fully remove barriers to participation, any Moreover, in order to fully remove barriers to participation, any
free registration option must offer the same degree of interactivity free registration option must offer the same degree of interactivity
and functionality available to paid remote participants. and functionality available to paid remote participants.
Specifically, it must not be possible to identify participants that Specifically, it must not be possible to identify participants that
used the free option. However, of course this does not mean that all used the free option. However, of course this does not mean that all
services must be provided for free to participants using the free services must be provided for free to participants using the free
registration option, but only those services that are provided as registration option, but only those services that are provided as
part of the regular registration. Offering additional services to a part of the regular registration. Offering additional services to a
subset or all participants at an additional charge is still possible, subset or all participants at an additional charge is still possible,
e.g. if special needs are required. However, to promote inclusivity, e.g., if special needs are required. However, to promote
it should also be considered if those services can also be offered inclusivity, whether those services can also be offered without
without charge for those in need and who cannot afford the fee. charge for those who are in need and cannot afford the fee should be
considered.
Further, the free option must be clearly and prominently listed on The free option must be clearly and prominently listed on the meeting
the meeting website and registration page. If the free option website and registration page. If the free option requires
requires additional registration steps, such as applying for a fee additional registration steps, such as applying for a fee waiver,
waiver, those requirements should be clearly documented. those requirements should be clearly documented. In particular, to
Particularly, to avoid any potential negative implications on avoid any potential negative implications on inclusivity, any
inclusivity, any personal information that is collected with respect personal information that is collected with respect to the use of the
to the use of the free remote participation option must be kept free remote participation option must be kept confidential.
confidential.
3. Financial Impact 3. Financial Impact
Fully online meetings as well as remote participation incur expenses, Fully online meetings as well as remote participation incur expenses,
as do other services that the IETF provides. This includes items as do other services that the IETF provides. This includes items
such as mailing lists, document access via the datatracker or other such as mailing lists, document access via the datatracker or other
online platforms, as well as support for videoconferencing, like use online platforms, as well as support for videoconferencing (e.g.,
of Meetecho and others. Meeting fees are a way to distribute these Meetecho). Meeting fees are a way to distribute these and other
and other operating costs of the IETF among participants, even though operating costs of the IETF among participants, even though they do
they do not fully offset the costs of either holding the meeting or not fully offset the costs of either holding the meeting or operating
operating the IETF. As such, the intention of this document and the the IETF. As such, the intention of this document and the principle
principle stated herein is not to make remote participation free for stated herein is not to make remote participation free for everyone,
everyone, but to always offer a free remote option that enables but to always offer a free remote option that enables remote
remote participation without any barriers other than the application participation without any barriers other than the application for
for the free registration itself when the registration fee is a free registration when the registration fee is a barrier to
barrier to participation. This principle applies to remote participation. This principle applies to remote participation only,
participation only, providing thereby one free option for thereby providing one free option for participation. In-person
participation. In-person participation is not in scope for this participation is not in scope for this document as the cost
document as the cost considerations are broader than just the considerations are broader than just the registration fee.
registration fee.
It is not in scope for this document to make suggestions for changing Changes to the IETF's fee structure or overall funding model are not
the IETF's fee structure or overall funding model. As defined in in scope for this document. As defined in [RFC8711], it is the IETF
RFC8711, it is the IETF LLC's responsibility to manage the IETF's LLC's responsibility to manage the IETF's finances and budget and as
finances and budget and as such "[t]he IETF LLC is expected to act such "[t]he IETF LLC is expected to act responsibly so as to minimize
responsibly so as to minimize risks to IETF participants and to the risks to IETF participants and to the future of the IETF as a whole,
future of the IETF as a whole, such as financial risks." Further, it such as financial risks." Further, it is the responsibility of the
is the responsibility of the IETF LLC Board "to act consistently with IETF LLC Board "to act consistently with the documented consensus of
the documented consensus of the IETF community" [RFC8711], taking the IETF community" [RFC8711], taking into account agreed principles
agreed principles like the one proposed in this document into like the one described in this document.
account.
If unlimited free remote participation is determined to adversely If unlimited free remote participation is determined to adversely
affect financial sustainability of the IETF, e.g. if the number of affect financial sustainability of the IETF, e.g., if the number of
paying participants or the cost of free participation emerges to be a paying participants or the cost of free participation emerges as a
significant factor, the LLC is expected to implement additional significant factor, the LLC is expected to implement additional
measures to manage these costs. This document does not and cannot measures to manage these costs. This document does not and cannot
restrict the LLC in its financial responsibility and therefore does restrict the LLC in its financial responsibility and therefore does
not impose any limitation on the use of appropriate measures. If the not impose any limitation on the use of appropriate measures. If the
LLC decides to do this, they should make their decision and rationale LLC decides to implement additional measures, they should share their
known to the community and consider community consultation as decision and rationale with the community and consider whether
specified in Section 4.4 of RFC8711 in order "to obtain consensus- community consultation as specified in Section 4.4 of [RFC8711] is
based community input on key issues". Further, they should describe needed "to obtain consensus-based community input on key issues".
the implemented process in sufficient detail for participants to make Further, they should describe the implemented process in sufficient
an informed decision about the use of the free option. detail for participants to make an informed decision about use of the
free option.
As discussed in the next section, assessment of eligibility is As discussed in the next section, assessment of eligibility is
difficult. Consequently, any limit on the number of available free difficult. Consequently, any limit on the number of available free
registrations, which likely requires an assessment of eligibility, registrations, which likely requires an assessment of eligibility,
can cause unfairness and negatively impact openness which should be can cause unfairness and negatively impact openness, which should be
considered seriously in any LLC decision. As such, this document considered seriously in any LLC decision. As such, this document
defines the principle of free participation but leaves room for defines the principle of free participation but leaves implementation
choices in the implementation by the LLC. Specifically, it cannot details to the LLC. Specifically, it does not provide guidance on
provide guidance on appropriate measures against misuse as any appropriate measures against misuse, as any measures need to be
measures need to be adapted to the specific problem in a specific adapted to the specific problem in a specific situation in order to
situation in order to minimise both the financial risk as well as its minimize both the financial risk and its impact on openness and
impact on openness and inclusivity. inclusivity.
4. Considerations on Use and Misuse of a Free Participation Option 4. Considerations on Use and Misuse of a Free Participation Option
This document does not provide specific requirements on when it is This document does not provide specific requirements on when it is
appropriate for an IETF community member to use or not use the free appropriate for an IETF community member to use or not use the free
option to remotely attend a meeting. The purpose of the free option option to remotely attend a meeting. The purpose of the free option
is to enable everybody who is interested in participation to join is to enable everybody who is interested in participation to join
meetings without the meeting fee imposing a financial barrier. These meetings without the meeting fee imposing a financial barrier. These
cases cannot be limited to a certain group, like students or "self- cases cannot be limited to a certain group, like students or "self-
funded" participants, nor to any specific other restrictions like the funded" participants, nor to any other specific restrictions like the
number of meetings previously attended or previous level of number of meetings previously attended or previous level of
involvement. The purpose is simply to maximise participation without involvement. The purpose is simply to maximize participation without
barriers in order to make the standards process as open as possible. barriers in order to make the standards process as open as possible.
It is expected that participants who have financial support to use It is expected that participants who have financial support to use
the paid regular registration option will do so. Paying a the paid regular registration option will do so. Paying a
registration fee is a way for their sponsor to support the registration fee is a way for their sponsor to support the
sustainability of the IETF. For example, a higher late payment sustainability of the IETF. For example, a higher late payment
charge can be used to maximise this financial support. However, this charge can be used to maximize this financial support. However, this
document does not comment on the actual payment structure of the IETF document does not comment on the actual payment structure of the IETF
meeting fee other than the requirement for a free option. The fee meeting fee other than requiring a free remote option. The fee
payment structure is set by the IETF LLC such that the viability of payment structure is set by the IETF LLC such that the viability of
the IETF and the ability of IETF participants to work productively the IETF and the ability of IETF participants to work productively
within the IETF can be ensured. within the IETF can be ensured.
The LLC is responsible to ensure the financial stability of the IETF The LLC is responsible for ensuring the financial stability of the
and therefore should monitor trends in the use of the free IETF; therefore, they should monitor trends in the use of the free
participation option that could endanger the viability of the IETF participation option that could endanger the viability of the IETF
and, if necessary, manage the associated costs. Aggregated data on and, if necessary, manage the associated costs. Aggregated data on
the number and percentage of free registrations used should be the number and percentage of free registrations used should be
published, as this will permit analysis of the use and change in use published, as this will permit analysis of the use and change in use
over time of the free registration option without revealing personal over time of the free registration option without revealing personal
information. information.
As the principle defined in this document aims to promote openness As the principle defined in this document aims to promote openness
and thereby enhance participation, an increase in use of free and thereby enhance participation, an increase in use of free
registrations is a success, likely a sign of increased interest, not registrations is a success, because it is likely a sign of increased
necessarily a sign of misuse, and should not be linked to the number interest and not necessarily a sign of misuse. The increase should
of paid registrations. In particular, the number of paid not be linked to the number of paid registrations. In particular,
registrations may decrease due to various reasons other than misuse, the number of paid registrations may decrease for various reasons
such as restrictions on travel to physical meetings due to cost other than misuse, such as restrictions on travel to physical
savings or environmental reasons, general cost savings and lesser meetings due to cost savings or environmental reasons, general cost
focus on standardization work, or simply loss of business interest. savings and lesser focus on standardization work, or simply loss of
Such trends can impact the sustainability of the IETF due to its business interest. Such trends can impact the sustainability of the
dependency on meetings fees to cross-finance other costs, independent IETF due to its dependency on meeting fees to cross-finance other
of use of the free registrations. costs, independent of use of the free registrations.
5. Security Considerations 5. Security Considerations
This document introduces no new concerns for the security of Internet This document introduces no new concerns for the security of Internet
protocols. protocols.
6. IANA Considerations 6. IANA Considerations
This document has no IANA actions. This document has no IANA actions.
7. Acknowledgments 7. References
Thanks to everybody involved in the shmoo working group discussion,
especially Brian Carpenter, Jason Livingood, Lars Eggert, and Charles
Eckel for proposing concrete improvements and their in-depth reviews.
8. References
8.1. Normative References 7.1. Normative References
[RFC3935] Alvestrand, H., "A Mission Statement for the IETF", [RFC3935] Alvestrand, H., "A Mission Statement for the IETF",
BCP 95, RFC 3935, DOI 10.17487/RFC3935, October 2004, BCP 95, RFC 3935, DOI 10.17487/RFC3935, October 2004,
<https://www.rfc-editor.org/rfc/rfc3935>. <https://www.rfc-editor.org/info/rfc3935>.
8.2. Informative References 7.2. Informative References
[RFC8711] Haberman, B., Hall, J., and J. Livingood, "Structure of [RFC8711] Haberman, B., Hall, J., and J. Livingood, "Structure of
the IETF Administrative Support Activity, Version 2.0", the IETF Administrative Support Activity, Version 2.0",
BCP 101, RFC 8711, DOI 10.17487/RFC8711, February 2020, BCP 101, RFC 8711, DOI 10.17487/RFC8711, February 2020,
<https://www.rfc-editor.org/rfc/rfc8711>. <https://www.rfc-editor.org/info/rfc8711>.
Acknowledgments
Thanks to everybody involved in the SHMOO Working Group discussion,
especially Brian Carpenter, Jason Livingood, Lars Eggert, and Charles
Eckel for proposing concrete improvements and their in-depth reviews.
Authors' Addresses Authors' Addresses
Mirja Kühlewind Mirja Kühlewind
Ericsson Ericsson
Email: mirja.kuehlewind@ericsson.com Email: mirja.kuehlewind@ericsson.com
Jon Reed Jon Reed
Akamai Technologies Akamai Technologies
Email: jreed@akamai.com Email: jreed@akamai.com
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