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
criteria to aid the IETF Administration LLC (IETF LLC), the Internet criteria to aid the IETF Administration LLC (IETF LLC), the Internet
Engineering Steering Group (IESG), and the Internet Research Task Engineering Steering Group (IESG), and the Chair of the Internet
Force (IRTF) Chair in deciding to relocate, virtualize, postpone, or Research Task Force (IRTF) in deciding to relocate, virtualize,
cancel an in-person IETF meeting. postpone, or cancel an in-person IETF meeting.
Status of This Memo Status of This Memo
This memo documents an Internet Best Current Practice. This memo documents an Internet Best Current Practice.
This document is a product of the Internet Engineering Task Force This document is a product of the Internet Engineering Task Force
(IETF). It represents the consensus of the IETF community. It has (IETF). It represents the consensus of the IETF community. It has
received public review and has been approved for publication by the received public review and has been approved for publication by the
Internet Engineering Steering Group (IESG). Further information on Internet Engineering Steering Group (IESG). Further information on
BCPs is available in Section 2 of RFC 7841. BCPs is available in Section 2 of RFC 7841.
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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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* An economic crisis could sharply reduce resources available for * An economic crisis could sharply reduce resources available for
travel, resulting in lower expected attendance. travel, resulting in lower expected attendance.
* Changes in visa policies or other unexpected governmental * Changes in visa policies or other unexpected governmental
restrictions might make the venue inaccessible to numerous restrictions might make the venue inaccessible to numerous
attendees. attendees.
This document provides criteria to aid the IETF Administration LLC This document provides criteria to aid the IETF Administration LLC
(IETF LLC), the Internet Engineering Steering Group (IESG), and the (IETF LLC), the Internet Engineering Steering Group (IESG), and the
Internet Research Task Force (IRTF) Chair in deciding to relocate, Chair of the Internet Research Task Force (IRTF) in deciding to
virtualize, postpone, or cancel an in-person IETF meeting. relocate, virtualize, postpone, or cancel an in-person IETF meeting.
2. Conventions 2. Conventions
The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT",
"SHOULD", "SHOULD NOT", "RECOMMENDED", "NOT RECOMMENDED", "MAY", and "SHOULD", "SHOULD NOT", "RECOMMENDED", "NOT RECOMMENDED", "MAY", and
"OPTIONAL" in this document are to be interpreted as described in "OPTIONAL" in this document are to be interpreted as described in
BCP 14 [RFC2119] [RFC8174] when, and only when, they appear in all BCP 14 [RFC2119] [RFC8174] when, and only when, they appear in all
capitals, as shown here. capitals, as shown here.
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
If a meeting cannot be held at the scheduled time and place, the IETF If a meeting cannot be held at the scheduled time and place, the IETF
LLC, IESG, and IRTF Chair have several options. The remedies in this LLC, IESG, and Chair of the IRTF have several options. The remedies
section should be considered in light of four principles (presented in this section should be considered in light of four principles
in no particular order): (presented in no particular order):
* Hold the scheduled sessions of a meeting in some format. * Hold the scheduled sessions of a meeting in some format.
* Provide benefits of in-person interactions when possible. * Provide benefits of in-person interactions when possible.
* Avoid exorbitant additional travel expenses due to last-minute * Avoid exorbitant additional travel expenses due to last-minute
flight changes, etc. flight changes, etc.
* Ensure sufficient time and resources to adequately prepare an * Ensure sufficient time and resources to adequately prepare an
alternative. alternative.
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Due to scheduling constraints at the venue, this will usually not be Due to scheduling constraints at the venue, this will usually not be
feasible. However, it is more likely to allow attendees to recover feasible. However, it is more likely to allow attendees to recover
at least some of their travel expenses than other options. at least some of their travel expenses than other options.
Note that it is possible to both postpone and relocate a meeting, Note that it is possible to both postpone and relocate a meeting,
though this has the disadvantages of both. though this has the disadvantages of both.
4.4. Cancellation 4.4. Cancellation
The IETF LLC, IESG, and IRTF Chair may cancel a meeting entirely in The IETF LLC, IESG, and Chair of the IRTF may cancel a meeting
the event that worldwide conditions make it difficult for attendees entirely in the event that worldwide conditions make it difficult for
to even attend online. Not holding a meeting at all can have wide attendees to even attend online. Not holding a meeting at all can
implications, such as effects on the nomination process and seating have wide implications, such as effects on the nomination process and
of new officers. seating of new officers.
Cancellation is likely the only practical alternative when Cancellation is likely the only practical alternative when
emergencies occur immediately before or during a meeting, so that emergencies occur immediately before or during a meeting, so that
there is no opportunity to make other arrangements. there is no opportunity to make other arrangements.
5. Refunds 5. Refunds
The IETF SHOULD NOT reimburse registered attendees for unrecoverable The IETF SHOULD NOT reimburse registered attendees for unrecoverable
travel expenses (airfare, hotel deposits, etc.). travel expenses (airfare, hotel deposits, etc.).
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