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<rfc xmlns:xi="http://www.w3.org/2001/XInclude" number="8719" category="bcp"
seriesNo="226" docName="draft-ietf-mtgvenue-meeting-policy-07"
ipr="trust200902" submissionType="IETF" consensus="true" xml:lang="en"
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<front> <front>
<title abbrev="IETF Meeting Policy">High-Level Guidance for the Meeting
<title abbrev="IETF Meeting Policy">High level guidance for the meeting poli Policy of the IETF</title>
cy of the IETF</title> <seriesInfo name="RFC" value="8719"/>
<seriesInfo name="BCP" value="226"/>
<author fullname="Suresh Krishnan" initials="S." <author fullname="Suresh Krishnan" initials="S." surname="Krishnan">
surname="Krishnan">
<organization>Kaloom</organization> <organization>Kaloom</organization>
<address> <address>
<postal> <postal>
<street></street> <street/>
<city/>
<city></city> <region/>
<code/>
<region></region> <country/>
<code></code>
<country></country>
</postal> </postal>
<email>suresh@kaloom.com</email> <email>suresh@kaloom.com</email>
</address> </address>
</author> </author>
<date month="January" year="2020"/>
<date/>
<area>General</area> <area>General</area>
<workgroup>Meeting Venue Working Group</workgroup>
<workgroup>Internet Engineering Task Force</workgroup> <keyword>geographic distribution location</keyword>
<keyword>IASA</keyword>
<abstract> <abstract>
<t>This document describes a meeting location policy for the IETF and the <t>This document describes a meeting location policy for the IETF and
various stakeholders for realizing such a policy.</t> the various stakeholders required to realize this policy.</t>
</abstract> </abstract>
</front> </front>
<middle> <middle>
<section numbered="true" toc="default">
<section title="Introduction"> <name>Introduction</name>
<t>
<t> The work of the IETF is primarily conducted on working group (WG)
The work of the IETF is primarily conducted on the working group mailing lists, while face-to-face WG meetings mainly provide a high-bandwidth
mailing lists, while face-to-face WG meetings mainly provide a high mechanism for working out unresolved issues. The IETF
bandwidth mechanism for working out unresolved issues. The IETF
currently strives to have a 1-1-1 meeting policy currently strives to have a 1-1-1 meeting policy
<xref target="IETFMEET"/> where the goal is to distribute the meetings where the goal is to distribute the meetings equally between North America,
equally between North America, Europe, and Asia. These are the locations Europe, and Asia (see "Meeting Location Distribution" (slides 14 and 15) of
most of the IETF participants have come from in the recent past. This <xref target="IETFMEET" format="default"/> for details). These are the
meeting rotation is mainly aimed at distributing the travel effort for locations from which most of the IETF participants have come in the recent past.
This meeting rotation is mainly aimed at distributing the travel effort for
the existing IETF participants who physically attend meetings and for the existing IETF participants who physically attend meetings and for
distributing the timezone difficulty for those who participate remotely. distributing the timezone difficulty for those who participate remotely.
This policy has neither been defined precisely nor documented in an This policy has been neither defined precisely nor documented in an
IETF consensus document until now. This document is meant to serve as a consensu IETF consensus document until now. This BCP RFC is meant to serve as a
s-backed statement of this policy published as a BCP. consensus-backed statement of this policy.
</t> </t>
</section> </section>
<section numbered="true" toc="default">
<section title="The 1-1-1-* meeting policy"> <name>The 1-1-1-* Meeting Policy</name>
<t>Given that the majority of the current participants come from <t>Given that the majority of the current meeting participants come from
North America, Europe, and Asia <xref target="CONT-DIST"/>, the North America, Europe, and Asia <xref target="CONT-DIST" format="default"/>,
IETF policy is that our meetings should primarily be in those the
regions. i.e., the meeting policy (let's call this the "1-1-1" IETF policy is that the meetings should primarily be held in those
regions. That is, the meeting policy (let's call this the "1-1-1"
policy) is that meetings should rotate between North America, policy) is that meetings should rotate between North America,
Europe, and Asia. Please note that the boundaries between those Europe, and Asia. Note that the boundaries between those
regions has been purposefully left undefined. It regions have been purposefully left undefined. It
is important to note that such rotation and any effects to is important to note that such rotation and any effects to
distributing travel pain should be considered from a long-term distributing travel pain should be considered from a long-term
perspective. While a potential cycle in an IETF year may be a perspective. While a potential cycle in an IETF year may be a
meeting in North America in March, a meeting in Europe in July, and meeting in North America in March, a meeting in Europe in July, and
a meeting in Asia on November, the 1-1-1 policy does not imply a meeting in Asia on November, the 1-1-1 policy does not imply
such a cycle, as long as the distribution to these regions over such a cycle, as long as the distribution to these regions over
multiple years is roughly equal. There are many reasons why meetings multiple years is roughly equal. There are many reasons why meetings
might be distributed differently in a given year. Meeting locations in subseq might be distributed differently in a given year. Meeting locations in
uent years should seek to re-balance the distribution if possible.</t> subsequent years should seek to rebalance the distribution, if
possible.</t>
<t>While this meeting rotation caters to the current set of IETF <t>While this meeting rotation caters to the current set of IETF
participants, it is important to recognize that due to the dynamic and participants, it is important to recognize that due to the dynamic and
evolving nature of participation, there may be significant changes evolving nature of participation, there may be significant changes
to the regions that provide a major share of participants in the to the regions that provide a major share of participants in the
future. The 1-1-1-* meeting policy is a slightly modified version future. Therefore, the 1-1-1-* meeting policy is a slightly modified version
of the aforementioned 1-1-1 meeting policy that allows for of the aforementioned 1-1-1 meeting policy that allows for
additional flexibility in the form of an exploratory meeting denoted as additional flexibility in the form of an exploratory meeting (denoted with
a "*". This exploratory meeting can be used to experiment with an "*"). Exploratory meetings can be used to experiment with
exceptional meetings without extensively impacting the regular exceptional meetings without extensively impacting the regular
meetings. e.g. these exploratory meetings can include meetings in meetings. For example, these exploratory meetings can include meetings in
other geographical regions, virtual meetings and additional other geographical regions, virtual meetings, and additional
meetings past the three regular meetings in a calendar year. meetings beyond the three regular meetings in a calendar year.
</t> </t>
<t> <t>
The timing and frequency of future exploratory meetings will be based The timing and frequency of future exploratory meetings will be based
on IETF consensus as determined by the IETF chair. Once a meeting on IETF consensus as determined by the IETF chair.
<!-- [rfced] Note that we have updated "in consultation with the Internet
Administrative Support Activity (IASA) [RFC4071]" to be "in consultation with
the IETF Administration LLC (IETF LLC)" and we have added a citation to
RFC-to-be 8711. Perhaps the text should refer to the "IETF LLC Board"?
Original:
Once a meeting
proposal is initiated, the IESG will make a decision in consultation
with the Internet Administrative Support Activity (IASA) to ensure
that the proposal can be realistically implemented.
Current:
Once a meeting
proposal is initiated, the IESG will make a decision in consultation
with the IETF Administration LLC (IETF LLC) [RFC8711] to ensure
that the proposal can be realistically implemented.
In general, we have replaced "IASA" with "IETF LLC". Please review and let us
know if any updates are needed.
-->
Once a meeting
proposal is initiated, the IESG will make a decision in consultation with proposal is initiated, the IESG will make a decision in consultation with
the Internet Administrative Support Activity (IASA) to ensure that the the IETF Administration LLC (IETF LLC) <xref target="RFC8711"
proposal can be realistically implemented. The final decision will be communic format="default"/> to ensure that the proposal can be realistically
ated back to the implemented. The final decision will be communicated back to the
community to ensure that there is adequate opportunity to comment. community to ensure that there is adequate opportunity to comment.
</t> </t>
<t>NOTE: There have not been a large number of meetings that would
qualify as exploratory meetings under the current 1-1-1-* policy (with
IETF95 in Buenos Aires and IETF47 in Adelaide being the exceptional
instances). IETF27 (Amsterdam) and IETF54(Yokohama) were earlier
examples of exploratory meetings that pioneered Europe and Asia as
regular IETF destinations.</t>
</section>
<section title="Implementation of the policy"> <!-- [rfced] Note that we have deleted "current" because it is confusing
<t>IASA should understand the policy written in this document to be the aspir here. We believe "1-1-1" (without an asterisk) is clear. Please let us know
ation of the IETF community. Similarly, any if you have any concerns.
exploratory meeting decisions will also be communicated to the IASA to
NOTE: There have not been a large number of meetings that would qualify as
exploratory meetings under the current 1-1-1 policy (with IETF 95 in Buenos
Aires and IETF 47 in Adelaide being the exceptional instances).
-->
<aside><t>NOTE: There have not been a large number of meetings that would
qualify as exploratory meetings under the 1-1-1 policy (with
IETF 95 in Buenos Aires and IETF 47 in Adelaide being the exceptional
instances). IETF 27 (Amsterdam) and IETF 54 (Yokohama) were earlier
examples of exploratory meetings that pioneered Europe and Asia as
regular IETF destinations.</t></aside>
</section>
<section numbered="true" toc="default">
<name>Implementation of the Policy</name>
<t>The IETF Administration LLC (IETF LLC) should understand the policy
written in this document to be the aspiration of the IETF community. Simil
arly, any
exploratory meeting decisions will also be communicated to the IETF LLC to
be implemented. The actual selection of the venue would be be implemented. The actual selection of the venue would be
performed by the IASA following the process described in <xref performed by the IETF LLC following the process described in <xref
target="I-D.ietf-mtgvenue-iaoc-venue-selection-process"/>. target="RFC8718" format="default"/>.
</t> </t>
<t>As mentioned in <xref <t>As mentioned in <xref target="RFC8718" format="default"/>, the IETF
target="I-D.ietf-mtgvenue-iaoc-venue-selection-process"/>, the IASA will also LLC will also be responsible for the following:
be responsible </t>
<list style="symbols"> <ul spacing="normal">
<t>to assist the community in the development of detailed meeting <li>assisting the community in the development of detailed meeting
criteria that are feasible and implementable, and </t> criteria that are feasible and implementable, and </li>
<t>to provide sufficient transparency in a timely manner <li>for providing sufficient transparency in a timely manner
concerning planned meetings so that community feedback can be concerning planned meetings so that community feedback can be
collected and acted upon.</t> collected and acted upon.</li>
</list> </ul>
</t> <t>Given that the geographical location of the venue has a
<t>Given that the geographical location of the venue has a
significant influence on the venue selection process, it needs to significant influence on the venue selection process, it needs to
be considered at the same level as the other Important Criteria be considered at the same level as the other Important Criteria
specified in Section 3.2 of specified in <xref target="RFC8718" sectionFormat="of" section="3.2" format="
<xref default"/> (including
target="I-D.ietf-mtgvenue-iaoc-venue-selection-process"/> (including potentially trading-off the geographical region to meet other
potentially trading off the geographical region to meet other criteria and notifying the community if the geographical region
criteria, and notifying the community if the geographical region requirement cannot be met).</t>
requirement cannot be met)</t>
</section> </section>
<section numbered="true" toc="default">
<section title="Procedure for initiating proposals for exploratory meetings" <name>Procedure for Initiating Proposals for Exploratory Meetings</name>
>
<t>Someone who is interested in pursuing an exploratory venue <t>Someone who is interested in pursuing an exploratory venue
proposes it on the IETF discussion list or on a future proposes it on the IETF discussion list or on a future
discussion list expressly setup and announced for this discussion list expressly set up and announced for this
purpose. The community gets to comment on the venue and to offer purpose. The community gets to comment on the venue and offer
their opinions. If the IETF chair determines that there is their opinions. If the IETF chair determines that there is
community consensus to pursue the venue further, the venue will community consensus to pursue the venue further, the venue will
be put up for discussion on the venue-selection mailing be put up for discussion on the venue-selection mailing
list. This would allow the interested party(ies) to refine their list &lt;<eref target="https://www.ietf.org/mailman/listinfo/venue-selecti
proposal with those tasked with evaluating it and providing on"/>&gt;.
further insightful feedback regarding the logistics of the This would allow the interested party(ies) to refine their proposal
venue. Once the venue selection process takes place, the final based on insighful feedback regarding the logistics of the venue
decision will be communicated back to the community to ensure from those tasked with evaluating it. Once the venue selection process
that there is adequate opportunity to comment.</t> takes place, the final decision will be communicated back to the
community to ensure that there is adequate opportunity to comment.
</t>
</section> </section>
<section numbered="true" toc="default">
<section title="Re-evaluation and changes to this policy"> <name>Re-evaluation and Changes to This Policy</name>
<t> Given the dynamic nature of participant distribution in the <t>Given the dynamic nature of participant distribution in the
IETF, it is expected that this policy needs to be periodically IETF, it is expected that this policy will need to be periodically
evaluated and revised to ensure that the stated goals continue evaluated and revised to ensure that the stated goals continue
to be met. to be met. The criteria that are to be met need to be agreed upon by the
The criteria that are to be met need to be agreed upon by the community community prior to initiating a revision of this document (e.g., try to
prior to initiating a revision of this document (e.g. try to mirror draft auth mirror draft author distribution over the preceding five years).
or
distribution over the preceding five years).
</t> </t>
</section> </section>
<section title="Acknowledgments">
<t>The author would like to thank Jari Arkko, Alia Atlas, Fred
Baker, Brian Carpenter, Alissa Cooper, Dave Crocker, Spencer
Dawkins, Stephen Farrell, Tobias Gondrom, Eric Gray, Bob Hinden,
Ole Jacobsen, Olaf Kolkman, Eliot Lear, Andrew Malis, Yoav Nir,
Ray Pelletier, Melinda Shore, John Klensin, Charles Eckel, Russ
Housley, Andrew Sullivan, Eric Rescorla, Richard Barnes, Cullen
Jennings, Ted Lemon, Lou Berger, John Levine, Adam Roach, Mark
Nottingham, Tom Petch, Randy Bush, Roni Even, Julien Meuric,
Lloyd Wood, Alvaro Retana and Martin Vigoureux for their ideas
and comments to improve this document. </t>
</section>
</middle> </middle>
<back> <back>
<references>
<name>References</name>
<references>
<name>Normative References</name>
<references title="Normative References"> <!-- [rfced] Suresh previously mentioned potentially replacing the reference
to RFC 4071 with a reference to BCP 101. Please let us know if this is
&RFC4071; preferred to the text pointing to RFC-to-be 8711.
-->
</references> <reference anchor="RFC8711"
target="https://rfc-editor.org/info/rfc8711">
<references title="Informative References"> <front>
<title>Structure of the IETF Administrative Support Activity,
&I-D.ietf-mtgvenue-iaoc-venue-selection-process; Version 2.0</title>
<author initials="B." surname="Haberman">
<reference anchor="CONT-DIST" target="https://datatracker.ietf.org/stats/m <organization/>
eeting/continent/"> </author>
<front> <author initials="J." surname="Hall">
<title>Number of attendees per continent across meetings</title> <organization/>
<author> </author>
<organization>IETF</organization> <author initials="J." surname="Livingood">
</author> <organization/>
</author>
<date year="2016"/> <date month="January" year="2020"/>
</front> </front>
</reference> <seriesInfo name="BCP" value="101"/>
<seriesInfo name="RFC" value="8711"/>
<reference anchor="IETFMEET" target="https://www.ietf.org/proceedings/79/s <seriesInfo name="DOI" value="10.17487/RFC8711"/>
lides/plenaryw-3.pdf"> </reference>
<front>
<title>IETF 1-1-1 Meeting Policy</title>
<author>
<organization>IAOC Plenary Presentation</organization>
</author>
<date year="2010"/> </references>
</front> <references>
</reference> <name>Informative References</name>
<!-- &I-D.ietf-mtgvenue-iaoc-venue-selection-process; -->
<reference anchor="RFC8718" target="https://www.rfc-editor.org/info/rfc8
718">
<front>
<title>IETF Plenary Meeting Venue Selection Process</title>
<seriesInfo name="DOI" value="10.17487/RFC8718"/>
<seriesInfo name="RFC" value="8718"/>
<seriesInfo name="BCP" value="226"/>
<author initials="E" surname="Lear" fullname="Eliot Lear" role="edit
or">
<organization/>
</author>
<date month="January" year="2020"/>
</front>
</reference>
<reference anchor="CONT-DIST" target="https://datatracker.ietf.org/stats
/meeting/continent/">
<front>
<title>Number of attendees per continent across meetings</title>
<author>
<organization>IETF</organization>
</author>
</front>
</reference>
<reference anchor="IETFMEET" target="https://www.ietf.org/proceedings/79
/slides/plenaryw-3.pdf">
<front>
<title>IAOC Report IETF79</title>
<author initials="B." surname="Hinden" fullname="Bob Hinden">
<organization>IAOC Plenary Presentation</organization>
</author>
<author initials="R" surname="Pelletier" fullname="R. Pelletier">
<organization>IAOC Plenary Presentation</organization>
</author>
<date month="November" year="2010"/>
</front>
</reference>
</references>
</references> </references>
<section numbered="false" toc="default">
<name>Acknowledgments</name>
<t>The author would like to thank <contact fullname="Jari Arkko"/>,
<contact fullname="Alia Atlas"/>, <contact fullname="Fred
Baker"/>, <contact fullname="Brian Carpenter"/>, <contact fullname="Alissa
Cooper"/>, <contact fullname="Dave Crocker"/>, <contact fullname="Spencer
Dawkins"/>, <contact fullname="Stephen Farrell"/>, <contact fullname="Tobi
as
Gondrom"/>, <contact fullname="Eric Gray"/>, <contact fullname="Bob Hinden
"/>,
<contact fullname="Ole Jacobsen"/>, <contact fullname="Olaf Kolkman"/>,
<contact fullname="Eliot Lear"/>, <contact fullname="Andrew Malis"/>,
<contact fullname="Yoav Nir"/>,
<contact fullname="Ray Pelletier"/>, <contact fullname="Melinda Shore"/>,
<contact fullname="John Klensin"/>, <contact fullname="Charles Eckel"/>,
<contact fullname="Russ
Housley"/>, <contact fullname="Andrew Sullivan"/>, <contact fullname="Eric
Rescorla"/>, <contact fullname="Richard Barnes"/>, <contact fullname="Cull
en
Jennings"/>, <contact fullname="Ted Lemon"/>, <contact fullname="Lou Berge
r"/>,
<contact fullname="John Levine"/>, <contact fullname="Adam Roach"/>, <cont
act fullname="Mark
Nottingham"/>, <contact fullname="Tom Petch"/>, <contact fullname="Randy B
ush"/>,
<contact fullname="Roni Even"/>, <contact fullname="Julien Meuric"/>,
<contact fullname="Lloyd Wood"/>, <contact fullname="Alvaro Retana"/>, and
<contact fullname="Martin Vigoureux"/> for their ideas
and comments to improve this document. </t>
</section>
</back> </back>
</rfc> </rfc>
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