Diff: rfc9400.original.xml

	rfc9400.original.xml	rfc9400.xml

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	<front>	<front>

	<title abbrev="Organization Online Meetings">Guidelines for the Organization	<title abbrev="Organization of Online Meetings">Guidelines for the Organizat
	of Fully Online Meetings</title>	ion of Fully Online Meetings</title>
	<seriesInfo name="Internet-Draft" value="draft-ietf-shmoo-online-meeting-05"	<seriesInfo name="RFC" value="9400"/>
	/>
	<author initials="M." surname="Kühlewind" fullname="Mirja Kühlewind">	<author initials="M." surname="Kühlewind" fullname="Mirja Kühlewind">
	<organization>Ericsson</organization>	<organization>Ericsson</organization>
	<address>	<address>
	<email>mirja.kuehlewind@ericsson.com</email>	<email>mirja.kuehlewind@ericsson.com</email>
	</address>	</address>
	</author>	</author>
	<author initials="M." surname="Duke" fullname="Martin Duke">	<author initials="M." surname="Duke" fullname="Martin Duke">
	<organization>Google</organization>	<organization>Google</organization>
	<address>	<address>
	<email>martin.h.duke@gmail.com</email>	<email>martin.h.duke@gmail.com</email>
	</address>	</address>
	</author>	</author>

	<date year="2022" month="December" day="15"/>	<date year="2023" month="June"/>
	<keyword>Internet-Draft</keyword>	<area>gen</area>
		<workgroup>shmoo</workgroup>
	<abstract>	<abstract>
	<t>This document provides guidelines for the planning and organization of fully	<t>This document provides guidelines for the planning and organization of fully
	online meetings, regarding the number, length, and composition of sessions on	online meetings, regarding the number, length, and composition of sessions on

	the meeting agenda. These guidelines are based on the experience with online	the meeting agenda. These guidelines are based on the experience gained by holdi
	meetings during the COVID-19 pandemic in 2020 and 2021.</t>	ng online meetings during the COVID-19 pandemic in 2020 and 2021.</t>
	</abstract>	</abstract>

	<note removeInRFC="true">
	<name>Discussion Venues</name>
	<t>Discussion of this document takes place on the
	Stay Home Meet Only Online Working Group mailing list (manycouches@ietf.org),
	which is archived at <eref target="https://mailarchive.ietf.org/arch/browse/ma
	nycouches/"/>.</t>
	<t>Source for this draft and an issue tracker can be found at
	<eref target="https://github.com/mirjak/draft-shmoo-online-meeting"/>.</t>
	</note>
	</front>	</front>
	<middle>	<middle>
	<section anchor="introduction">	<section anchor="introduction">
	<name>Introduction</name>	<name>Introduction</name>
	<t>In 2020, the COVID-19 pandemic forced the IETF to convert all its plena ry meetings	<t>In 2020, the COVID-19 pandemic forced the IETF to convert all its plena ry meetings
	to online-only events. This document records the experience gained by holding	to online-only events. This document records the experience gained by holding
	plenary meetings fully online and proposes guidelines based on this experience.	plenary meetings fully online and proposes guidelines based on this experience.
	In general, participant surveys indicated satisfaction with the organization of	In general, participant surveys indicated satisfaction with the organization of
	these meetings.</t>	these meetings.</t>
	<t>Although these guidelines reflect lessons learned in 2020 and 2021, the IETF is	<t>Although these guidelines reflect lessons learned in 2020 and 2021, the IETF is
	encouraged to continue to experiment with the format and agenda of fully online	encouraged to continue to experiment with the format and agenda of fully online
	meetings, using this document as a baseline.</t>	meetings, using this document as a baseline.</t>
	<t>Hybrid meetings (meaning meetings that have large remote participation but also	<t>Hybrid meetings (meaning meetings that have large remote participation but also
	onsite participation) are out of scope. However, some of the experience gained	onsite participation) are out of scope. However, some of the experience gained
	from fully online meetings might also provide input for decisions regarding the	from fully online meetings might also provide input for decisions regarding the
	organization of hybrid meetings.</t>	organization of hybrid meetings.</t>
	<section anchor="requirements-language">	<section anchor="requirements-language">
	<name>Requirements Language</name>	<name>Requirements Language</name>

	<t>The key words "<bcp14>MUST</bcp14>", "<bcp14>MUST NOT</bcp14>", "<bcp	<t>The key words "<bcp14>MUST</bcp14>", "<bcp14>MUST NOT</bcp14>",
	14>REQUIRED</bcp14>", "<bcp14>SHALL</bcp14>", "<bcp14>SHALL	"<bcp14>REQUIRED</bcp14>", "<bcp14>SHALL</bcp14>",
	NOT</bcp14>", "<bcp14>SHOULD</bcp14>", "<bcp14>SHOULD NOT</bcp14>", "<bcp14>RECO	"<bcp14>SHALL NOT</bcp14>", "<bcp14>SHOULD</bcp14>",
	MMENDED</bcp14>", "<bcp14>NOT RECOMMENDED</bcp14>",	"<bcp14>SHOULD NOT</bcp14>",
	"<bcp14>MAY</bcp14>", and "<bcp14>OPTIONAL</bcp14>" in this document are to be i	"<bcp14>RECOMMENDED</bcp14>", "<bcp14>NOT RECOMMENDED</bcp14>",
	nterpreted as	"<bcp14>MAY</bcp14>", and "<bcp14>OPTIONAL</bcp14>" in this document
	described in BCP 14 <xref target="RFC2119"/> <xref target="RFC8174"/> when, and	are to be interpreted as described in BCP 14
	only when, they	<xref target="RFC2119"/> <xref target="RFC8174"/> when, and only
	appear in all capitals, as shown here.</t>	when, they appear in all capitals, as shown here.</t>
	<t>This document uses the term "plenary meeting" for the whole IETF meet ing that	<t>This document uses the term "plenary meeting" for the whole IETF meet ing that
	covers the IETF meeting week; this term is used to distinguish the plenary meeti ng	covers the IETF meeting week; this term is used to distinguish the plenary meeti ng
	from other IETF meetings like "interim meetings".	from other IETF meetings like "interim meetings".
	The term "administrative plenary" is used for the respective session	The term "administrative plenary" is used for the respective session
	during the IETF meeting week that is usually hosted on Wednesday.</t>	during the IETF meeting week that is usually hosted on Wednesday.</t>
	</section>	</section>
	</section>	</section>
	<section anchor="some-history">	<section anchor="some-history">
	<name>Some History</name>	<name>Some History</name>

	<t>When the World Health Organization (WHO) declared a world-wide pandemic	<t>When the World Health Organization (WHO) declared a worldwide pandemic
	in March 2020, the IETF canceled its	in March 2020, the IETF canceled its

	plenary meeting and organized an online replacement in less than two weeks. For	plenary meeting and 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	this first online-only meeting, the agenda was reduced to a set of sessions that

	benefitted most from cross-area participation, like BoFs, first-time meetings of	benefited most from cross-area participation, like BoFs, first-time meetings of
	new working groups, and dispatch sessions. It also included the administrative	new working groups, and dispatch sessions. It also included the administrative

	plenary to preserve the official hand-over procedures that occur at the March	plenary to preserve the official handover procedures that occur at March IETF
	meeting, as described in <xref target="RFC8713"/>.</t>	meetings, as described in <xref target="RFC8713"/>.</t>
	<t>With a reduced agenda, the meeting format was 2 sessions (about 4 hours	<t>With a reduced agenda, the meeting format was two sessions (about 4 hou
	) per day	rs) per day
	with a maximum of two parallel tracks. Other working group meetings were	with a maximum of two parallel tracks. Other working group meetings were

	scheduled as interims over the following six weeks. The IESG published a	scheduled as interims over the following 6 weeks. The IESG published a
	purely advisory recommended schedule <xref target="INTERIM-SCHEDULE"/> to reduce conflicts	purely advisory recommended schedule <xref target="INTERIM-SCHEDULE"/> to reduce conflicts
	among those interims.</t>	among those interims.</t>

	<t>While satisfaction was high right after the meetinng <xref target="_107	<t>While satisfaction was high right after the meeting <xref target="IETF1
	-FEEDBACK"/>, some participants	07-FEEDBACK"/>, some participants
	later indicated in mailing list discussion that the period of intensive interims	later indicated in mailing list discussions that the period of intensive interim
	had a	s had a
	greater impact on their calendar than a single plenary meeting week, and in some	greater impact on their calendar than a single plenary meeting week, and in some
	meetings participation was reduced. Those interims tended to occur at times conv enient for the bulk	meetings participation was reduced. Those interims tended to occur at times conv enient for the bulk
	of participants, which was convenient for most but could exclude those in less	of participants, which was convenient for most but could exclude those in less
	common time zones.</t>	common time zones.</t>
	<t>For the remainder of 2020 and 2021, the online schedule was switched ba ck to be	<t>For the remainder of 2020 and 2021, the online schedule was switched ba ck to be

	similar to an in-person meeting (1-2 hour slots and 8-9 parallel tracks).	similar to an in-person meeting (1- to 2-hour slots and eight or nine parallel t racks).
	However, each day was limited to 5-6 hours in recognition that remote	However, each day was limited to 5-6 hours in recognition that remote
	participation is more tiring.</t>	participation is more tiring.</t>
	<t>All fully online meetings followed the time zone of the planned in-pers on	<t>All fully online meetings followed the time zone of the planned in-pers on

	meeting location. As a six-hour agenda has some flexibility regarding the start	meeting location. As a 6-hour agenda has some flexibility regarding the start
	time while still fitting within a previously used 8-hour in-person agenda, the s tart	time while still fitting within a previously used 8-hour in-person agenda, the s tart
	time was approximately noon, with adjustments of an hour or so to mitigate the	time was approximately noon, with adjustments of an hour or so to mitigate the
	impact of early morning hours in time zones with many participants. As selection	impact of early morning hours in time zones with many participants. As selection
	of in-person meeting sites was consistent with the 1-1-1 guideline as documented	of in-person meeting sites was consistent with the 1-1-1 guideline as documented
	in <xref target="RFC8719"/>, this approach was intended to share the burden acro ss all common	in <xref target="RFC8719"/>, this approach was intended to share the burden acro ss all common
	geographies roughly equally.</t>	geographies roughly equally.</t>
	</section>	</section>
	<section anchor="guidelines-for-online-meeting-planning">	<section anchor="guidelines-for-online-meeting-planning">
	<name>Guidelines for Online Meeting Planning</name>	<name>Guidelines for Online Meeting Planning</name>
	<section anchor="time-zone-selection">	<section anchor="time-zone-selection">
	<name>Time Zone Selection</name>	<name>Time Zone Selection</name>

	<t>The following algorithm was not used in 2020 or 2021, but enables mos	<t>The following algorithm was not used in 2020 or 2021, but it enables
	t	most
	participants to avoid late-night sessions in 2 out of every 3 fully online IETF	participants to avoid late-night sessions in two out of every three fully online
		IETF
	plenary meetings. Basically, every fully online meeting is for two regions of th e	plenary meetings. Basically, every fully online meeting is for two regions of th e

	three regions described in <xref target="RFC8179"/>, with one being roughly afte	three regions described in <xref target="RFC8719"/>, with one being roughly afte
	r sunrise	r sunrise
	and the other around sundown. This has the tradeoff that the third region is in	and the other around sundown. This has the trade-off that the third region is in
	the middle of night.</t>	the middle of night.</t>
	<t>The times are also seasonally adjusted to leverage differentials in D aylight	<t>The times are also seasonally adjusted to leverage differentials in D aylight
	Saving Time. These time slots are as follows, in UTC, based on the Daylight	Saving Time. These time slots are as follows, in UTC, based on the Daylight
	Saving Practices at the time of publication:</t>	Saving Practices at the time of publication:</t>
	<table>	<table>
	<thead>	<thead>
	<tr>	<tr>
	<th align="left">Name</th>	<th align="left">Name</th>
	<th align="left">Times (Northern Summer)</th>	<th align="left">Times (Northern Summer)</th>
	<th align="left">Times (Northern Winter)</th>	<th align="left">Times (Northern Winter)</th>

	skipping to change at line 146 ¶	skipping to change at line 147 ¶
	<td align="left">1300-1900 UTC</td>	<td align="left">1300-1900 UTC</td>
	<td align="left">1400-2000 UTC</td>	<td align="left">1400-2000 UTC</td>
	</tr>	</tr>
	<tr>	<tr>
	<td align="left">Europe Night</td>	<td align="left">Europe Night</td>
	<td align="left">2200-0400 UTC</td>	<td align="left">2200-0400 UTC</td>
	<td align="left">2200-0400 UTC</td>	<td align="left">2200-0400 UTC</td>
	</tr>	</tr>
	</tbody>	</tbody>
	</table>	</table>

	<t>Note that the "European Night" slot covers the "Early Morning" slot f or Asia where	<t>Note that the "Europe Night" slot covers the "early morning" slot for Asia where
	most countries do not have Daylight Saving Time.</t>	most countries do not have Daylight Saving Time.</t>

	<t>If Daylight Saving Practices change, which is under consideration in	<t>If Daylight Saving Practices change -- this change is under considera
	multiple countries	tion in multiple countries
	at the time of publication, this table may need adjustment.</t>	at the time of publication -- this table may need adjustment.</t>
	<t>The intent of rotating between these three slots is to scatter meetin gs	<t>The intent of rotating between these three slots is to scatter meetin gs
	throughout the course of the global day, to maximize the ease of participants	throughout the course of the global day, to maximize the ease of participants
	so that no attendee has to be	so that no attendee has to be
	consistently inconvenienced, regardless of their location and what time of day i s	consistently inconvenienced, regardless of their location and what time of day i s
	optimal for their schedule. However, as participation is distributed globally,	optimal for their schedule. However, as participation is distributed globally,
	it needs to be acknowledged that restricting the scheme to three regions	it needs to be acknowledged that restricting the scheme to three regions

	observes the intent of <xref target="RFC8179"/> but does not achieve the	observes the intent of <xref target="RFC8719"/> but does not achieve the
	goal of 2 non-late-night sessions for all participants equally.</t>	goal of two non-late-night sessions for all participants equally.</t>
	<section anchor="guidelines-for-selection">	<section anchor="guidelines-for-selection">

	<name>Guidelines for selection</name>	<name>Guidelines for Selection</name>
	<t>The IETF <bcp14>SHOULD</bcp14> select a start time from these three choices based on the prior	<t>The IETF <bcp14>SHOULD</bcp14> select a start time from these three choices based on the prior

	three meetings. The following table covers all permutations of previous	three meetings.
	meetings held in-person in Region A, B, or C; or remotely in the nights of	The following table covers all permutations of previous
		meetings held in person in Region A, B, or C or remotely in the nights of
	one of those regions.</t>	one of those regions.</t>
	<table>	<table>
	<thead>	<thead>
	<tr>	<tr>

	<th align="left">3 meetings ago</th>	<th align="left">Three Meetings Ago</th>
	<th align="left">2 meetings ago</th>	<th align="left">Two Meetings Ago</th>
	<th align="left">Last Meeting</th>	<th align="left">Last Meeting</th>
	<th align="left">Online Selection</th>	<th align="left">Online Selection</th>
	</tr>	</tr>
	</thead>	</thead>
	<tbody>	<tbody>
	<tr>	<tr>
	<td align="left">Any</td>	<td align="left">Any</td>
	<td align="left">Any</td>	<td align="left">Any</td>
	<td align="left">In-Person A</td>	<td align="left">In-Person A</td>
	<td align="left">A Night</td>	<td align="left">A Night</td>

	skipping to change at line 202 ¶	skipping to change at line 204 ¶
	<tr>	<tr>
	<td align="left">In-Person A</td>	<td align="left">In-Person A</td>
	<td align="left">In-Person B</td>	<td align="left">In-Person B</td>
	<td align="left">Online B Night</td>	<td align="left">Online B Night</td>
	<td align="left">A Night</td>	<td align="left">A Night</td>
	</tr>	</tr>
	<tr>	<tr>
	<td align="left">In-Person A</td>	<td align="left">In-Person A</td>
	<td align="left">In-Person A</td>	<td align="left">In-Person A</td>
	<td align="left">Online A Night</td>	<td align="left">Online A Night</td>

	<td align="left">see below</td>	<td align="left">See below</td>
	</tr>	</tr>
	<tr>	<tr>
	<td align="left">Online A Night</td>	<td align="left">Online A Night</td>
	<td align="left">Online B Night</td>	<td align="left">Online B Night</td>
	<td align="left">Online C Night</td>	<td align="left">Online C Night</td>
	<td align="left">A Night</td>	<td align="left">A Night</td>
	</tr>	</tr>
	</tbody>	</tbody>
	</table>	</table>

	<t>This table follows two basic guidelines:	<t>This table follows two basic guidelines:</t>
	1) Whenever a fully online meeting follows an in-person meeting, the online	<ol spacing="normal" type="%d)">
	meeting time is used that most disadvantages most the participants in the time z	<li>Whenever a fully online meeting follows an in-person meeting, the online
	one	meeting time is used that most disadvantages the participants in the time zone
	where the in-person meeting was held.	where the in-person meeting was held.</li>
	2) If multiple fully online meetings follow each other, the time zone selection	<li>If multiple fully online meetings follow each other, the time zone select
	should be rotated based on the most recent time zones that the in-person	ion
	meetings were held in.</t>	should be rotated based on the most recent time zones in which the in-person
		meetings were held.</li>
		</ol>
	<t>The final case occurs in the rare event that back-to-back in-person plenary meetings	<t>The final case occurs in the rare event that back-to-back in-person plenary meetings
	occur in the same region. In this case, find the most recent meeting that was	occur in the same region. In this case, find the most recent meeting that was

	neither in 'A' (if in-person) nor in 'A' night (if fully online). If this meetin	in neither 'A' (if in person) nor 'A Night' (if fully online). If this meeting
	g	was in person in region 'B', then the next meeting should be in 'B Night'. If it
	was in-person in region 'B', then the next meeting should be in 'B' Night. If it	was remote in 'B Night', the next meeting should be in 'C Night'.</t>
	was remote in 'B' Night, the next meeting should be in 'C' Night.</t>
	</section>	</section>
	</section>	</section>
	<section anchor="number-of-days-and-total-hours-per-day">	<section anchor="number-of-days-and-total-hours-per-day">
	<name>Number of Days and Total Hours per Day</name>	<name>Number of Days and Total Hours per Day</name>
	<t>By 2021, fully online meetings were consistently held over 5 days wit h roughly 6-hour	<t>By 2021, fully online meetings were consistently held over 5 days wit h roughly 6-hour
	meeting days. The day with the administrative plenary, which concludes with	meeting days. The day with the administrative plenary, which concludes with
	multiple open mic sessions, sometimes exceeded this limit.</t>	multiple open mic sessions, sometimes exceeded this limit.</t>
	<t>Six hours of online meetings, with two 30-minute breaks, was a compro mise	<t>Six hours of online meetings, with two 30-minute breaks, was a compro mise
	between the physical limits of attending an online meeting in an inconvenient	between the physical limits of attending an online meeting in an inconvenient

	time zone, and the demand for many sessions with a manageable number of	time zone and the demand for many sessions with a manageable number of
	conflicts. The IETF 109 feedback <xref target="_109-SURVEY"/> indicated broad sa	conflicts. The IETF 109 feedback <xref target="IETF109-SURVEY"/> indicated broad
	tisfaction	satisfaction
	with a 5-day meeting but only medium satisfaction with the overall length of	with a 5-day meeting but only medium satisfaction with the overall length of
	each day.</t>	each day.</t>
	<t>The IETF did not seriously consider extending sessions into the weeke nd before	<t>The IETF did not seriously consider extending sessions into the weeke nd before

	or after the main meeting week, although the Hackathon occupied the entire week	or after the main meeting week, although at IETF 108 and subsequent meetings the
	before (see <xref target="RFC9311"/>).</t>	Hackathon occupied the entire week before (see <xref target="RFC9311"/>).</t>
	</section>	</section>
	<section anchor="sessionbreak-length">	<section anchor="sessionbreak-length">
	<name>Session/Break Length</name>	<name>Session/Break Length</name>

	<t>For fully online meetings there are typically fewer sessions per day than for	<t>For fully online meetings, there are typically fewer sessions per day than for
	in-person meetings, to keep the overall meeting day to roughly 6 hours.	in-person meetings, to keep the overall meeting day to roughly 6 hours.
	With fewer sessions, chairs were offered only two options for session length	With fewer sessions, chairs were offered only two options for session length
	(instead of three).</t>	(instead of three).</t>

	<t>IETF-108, based on an indicated preference of the community, schedule d 50- and	<t>IETF 108, based on an indicated preference of the community, schedule d 50- and
	100-minute slots, with 10-minute breaks, in order to keep the overall day length	100-minute slots, with 10-minute breaks, in order to keep the overall day length
	at 5 hours. This resulted in many sessions going over time, which indicated that	at 5 hours. This resulted in many sessions going over time, which indicated that
	10 minutes for breaks is not practical.</t>	10 minutes for breaks is not practical.</t>

	<t>The survey after IETF-109 <xref target="_109-SURVEY"/> showed high sa tisfaction with 60/120-minute	<t>The survey after IETF 109 <xref target="IETF109-SURVEY"/> showed high satisfaction with 60/120-minute
	session lengths and 30-minute breaks, and a significant improvement in	session lengths and 30-minute breaks, and a significant improvement in

	satisfaction over IETF-108.</t>	satisfaction over IETF 108.</t>
	<t>The longer breaks, while extending the day, provided adequate time fo r meals,	<t>The longer breaks, while extending the day, provided adequate time fo r meals,
	exercise, and "hallway" conversations using online tools.</t>	exercise, and "hallway" conversations using online tools.</t>
	</section>	</section>
	<section anchor="tracks">	<section anchor="tracks">
	<name>Number of Parallel Tracks</name>	<name>Number of Parallel Tracks</name>
	<t>In-person meetings are limited in the number of parallel tracks by th e number of	<t>In-person meetings are limited in the number of parallel tracks by th e number of
	meeting rooms, but online meetings are not. However, more parallel tracks	meeting rooms, but online meetings are not. However, more parallel tracks

	increases the number of possible agenda conflicts.</t>	would increase the number of possible agenda conflicts.</t>
	<t>If the total number of requested sessions exceeds the capacity of the	<t>If the total number of requested sessions exceeds the capacity of the
	usual 8	usual eight
	parallel tracks, it is possible for a fully online meeting to simply use more	parallel tracks, it is possible for a fully online meeting to simply use more

	tracks. If the number and length of meeting days is seen as fixed, this decision	tracks. If the number and length of meeting days are seen as fixed, this decisio n
	is implicitly made by the working group chairs requesting a certain number of	is implicitly made by the working group chairs requesting a certain number of
	sessions and length.</t>	sessions and length.</t>

	<t>IETF-111 used 9 parallel tracks for some of the sessions, and experie	<t>IETF 111 used nine parallel tracks for some of the sessions and exper
	nced	ienced
	slightly more conflicts in the agenda scheduling process, though there was no	slightly more conflicts in the agenda-scheduling process, though there was no
	statistically significant increase in dissatisfaction about conflicts in the	statistically significant increase in dissatisfaction about conflicts in the

	survey <xref target="_111-SURVEY"/>.</t>	survey <xref target="IETF111-SURVEY"/>.</t>
	<t>The IESG encouraged working group chairs to limit their session reque sts and use	<t>The IESG encouraged working group chairs to limit their session reque sts and use
	interim meetings aggressively for focused work.</t>	interim meetings aggressively for focused work.</t>
	</section>	</section>
	</section>	</section>
	<section anchor="additional-considerations-and-recommendations">	<section anchor="additional-considerations-and-recommendations">
	<name>Additional Considerations and Recommendations</name>	<name>Additional Considerations and Recommendations</name>
	<section anchor="full-limited">	<section anchor="full-limited">

	<name>Full vs. Limited Agenda (and interim meetings)</name>	<name>Full vs. Limited Agenda (and Interim Meetings)</name>
	<t>The IETF-108 meeting survey <xref target="_108-SURVEY"/> asked about	<t>The IETF 108 meeting survey <xref target="IETF108-SURVEY"/> asked abo
	the structure of that	ut the structure of that
	meeting (full meeting) compared to that of IETF 107, which hosted only a limited	meeting (full meeting) compared to that of IETF 107, which hosted only a limited
	set of sessions followed by interims in the weeks after. The structure of IETF	set of sessions followed by interims in the weeks after. The structure of IETF
	108 was preferred by 82%. Respondents valued cross-participation and an	108 was preferred by 82%. Respondents valued cross-participation and an
	intensive meeting week for maintaining project momentum.</t>	intensive meeting week for maintaining project momentum.</t>
	<t>Furthermore, a well-defined meeting time, rather than spreading many interims	<t>Furthermore, a well-defined meeting time, rather than spreading many interims
	over the whole year, can make deconflicting with other non-IETF meetings easier. </t>	over the whole year, can make deconflicting with other non-IETF meetings easier. </t>
	<t>However, interim meetings can also help to reduce scheduling conflict s during an	<t>However, interim meetings can also help to reduce scheduling conflict s during an
	IETF week and allow for a more optimal time slot for the key participants. While	IETF week and allow for a more optimal time slot for the key participants. While
	interim meetings are less likely to attract people with casual interest, they	interim meetings are less likely to attract people with casual interest, they
	provide a good opportunity for the most active participants of a group to have	provide a good opportunity for the most active participants of a group to have
	detailed technical discussions and solve recorded issues efficiently.</t>	detailed technical discussions and solve recorded issues efficiently.</t>
	</section>	</section>
	<section anchor="flexibility-of-time-usage">	<section anchor="flexibility-of-time-usage">
	<name>Flexibility of Time Usage</name>	<name>Flexibility of Time Usage</name>
	<t>This document recommends further experiments with reducing conflicts by	<t>This document recommends further experiments with reducing conflicts by
	leveraging the increased flexibility of the online format.</t>	leveraging the increased flexibility of the online format.</t>
	<t>An in-person meeting must fit all sessions into an acceptable length for	<t>An in-person meeting must fit all sessions into an acceptable length for
	international travel (usually roughly a week), but online meetings do not have	international travel (usually roughly a week), but online meetings do not have
	that constraint.</t>	that constraint.</t>
	<t>Therefore, it would be possible to keep most regular working group se ssions	<t>Therefore, it would be possible to keep most regular working group se ssions

	within the usual five main meeting days but have some of the more conflicted	within the usual 5 main meeting days but have some of the more conflicted
	sessions in other dedicated time slots. As the Hackathon for fully online	sessions in other dedicated time slots. As the Hackathon for fully online
	meetings is usually held in the week before the online plenary meeting	meetings is usually held in the week before the online plenary meeting
	<xref target="RFC9311"/>, that week is already a highly active week for many IET F	<xref target="RFC9311"/>, that week is already a highly active week for many IET F
	participants and might provide an opportunity to schedule a few selected	participants and might provide an opportunity to schedule a few selected
	sessions.</t>	sessions.</t>
	<t>This might work especially well for sessions that are of high interes t to a	<t>This might work especially well for sessions that are of high interes t to a

	large part of community, such as BoFs and dispatch meetings, and therefore hard	large part of the community, such as BoFs and dispatch meetings, and therefore h ard
	to schedule during the main IETF week.</t>	to schedule during the main IETF week.</t>
	<t>At IETF 112, the IESG ran an experiment where the administrative plen ary was	<t>At IETF 112, the IESG ran an experiment where the administrative plen ary was
	scheduled on the Wednesday before the official session week. The experiment	scheduled on the Wednesday before the official session week. The experiment

	report <xref target="_112-EXPERIMENT"/> found that it led to a reduction in sche duling	report <xref target="IETF112-EXPERIMENT"/> found that it led to a reduction in s cheduling
	conflicts but also a slight drop in attendance of the administrative plenary, pa rtly	conflicts but also a slight drop in attendance of the administrative plenary, pa rtly
	due to insufficient awareness.</t>	due to insufficient awareness.</t>
	</section>	</section>
	<section anchor="inclusivity-and-socializing">	<section anchor="inclusivity-and-socializing">
	<name>Inclusivity and Socializing</name>	<name>Inclusivity and Socializing</name>
	<t>Participation in the fully online meetings in 2021 was high and had a stable	<t>Participation in the fully online meetings in 2021 was high and had a stable
	per-country distribution, even though time zones were rotated. This indicates	per-country distribution, even though time zones were rotated. This indicates
	that online meetings support a more consistent geographic distribution of	that online meetings support a more consistent geographic distribution of
	participants than in-person meetings, where participation often fluctuates based	participants than in-person meetings, where participation often fluctuates based
	on the location.</t>	on the location.</t>
	<t>However, online meetings do not provide an equivalent opportunity to socialize.	<t>However, online meetings do not provide an equivalent opportunity to socialize.
	Despite significant investment in tools to foster hallway conversations, many	Despite significant investment in tools to foster hallway conversations, many
	did not use those tools, whether due to ignorance of them, dislike of the tools,	did not use those tools, whether due to ignorance of them, dislike of the tools,

	or a preference for the other activities at home (including sleep and food)	or a preference for other activities at home (including sleep and food)
	over hallway interactions.</t>	over hallway interactions.</t>

	<t>There was a decrease in submission of new (-00) drafts during 2020 an	<t>There was a decrease in submissions of new (-00) Internet-Drafts duri
	d	ng 2020 and
	2021, although the overall number of draft submissions remained stable, which	2021, although the overall number of draft submissions remained stable;
	might result from the loss of these interactions. Informal conversations might	this decrease in new submissions might have resulted from the loss of these inte
		ractions. Informal conversations might
	be important to inspire new work.</t>	be important to inspire new work.</t>
	</section>	</section>
	<section anchor="experiments">	<section anchor="experiments">
	<name>Experiments</name>	<name>Experiments</name>
	<t>This document recommends further experiments with the meeting structu re. Often,	<t>This document recommends further experiments with the meeting structu re. Often,
	only practical experience can answer open questions. A given meeting <bcp14>SHOU LD</bcp14> only	only practical experience can answer open questions. A given meeting <bcp14>SHOU LD</bcp14> only
	experiment with one major change at a time in order to be able to assess the out come correctly.	experiment with one major change at a time in order to be able to assess the out come correctly.
	Furthermore, the IESG <bcp14>SHOULD</bcp14> announce any such experiment well in advance, so people	Furthermore, the IESG <bcp14>SHOULD</bcp14> announce any such experiment well in advance, so people
	can adjust to changes and potentially provide feedback.</t>	can adjust to changes and potentially provide feedback.</t>
	</section>	</section>

		<section numbered="true" toc="default">
		<name>IANA Considerations</name>
		<t>This document has no IANA actions.</t>
		</section>
		<section numbered="true" toc="default">
		<name>Security Considerations</name>
		<t>This document has no security considerations.</t>
	</section>	</section>

	<section anchor="acknowledgments">
	<name>Acknowledgments</name>
	<t>Thanks to Brian Carpenter, Lars Eggert, Toerless Eckert, Charles Eckel,
	Jason
	Livingood, Sanjeev Gupta, Dale Worley, and Mark Nottingham for their
	reviews and many from more for their input and suggestions on the time zone disc
	ussion!</t>
	</section>	</section>
	</middle>	</middle>
	<back>	<back>
	<references>	<references>
	<name>References</name>	<name>References</name>
	<references>	<references>
	<name>Normative References</name>	<name>Normative References</name>

	<reference anchor="RFC2119">
	<front>	<xi:include href="https://bib.ietf.org/public/rfc/bibxml/reference.RFC.2119.xml"
	<title>Key words for use in RFCs to Indicate Requirement Levels</tit	/>
	le>	<xi:include href="https://bib.ietf.org/public/rfc/bibxml/reference.RFC.8174.xml"
	<author fullname="S. Bradner" initials="S." surname="Bradner">	/>
	<organization/>	<xi:include href="https://bib.ietf.org/public/rfc/bibxml/reference.RFC.8719.xml"
	</author>	/>
	<date month="March" year="1997"/>
	<abstract>
	<t>In many standards track documents several words are used to sig
	nify the requirements in the specification. These words are often capitalized.
	This document defines these words as they should be interpreted in IETF document
	s. This document specifies an Internet Best Current Practices for the Internet
	Community, 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</ti
	tle>
	<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 protoco
	l specifications. This document aims to reduce the ambiguity by clarifying tha
	t 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="RFC8179">
	<front>
	<title>Intellectual Property Rights in IETF Technology</title>
	<author fullname="S. Bradner" initials="S." surname="Bradner">
	<organization/>
	</author>
	<author fullname="J. Contreras" initials="J." surname="Contreras">
	<organization/>
	</author>
	<date month="May" year="2017"/>
	<abstract>
	<t>The IETF policies about Intellectual Property Rights (IPR), suc
	h as patent rights, relative to technologies developed in the IETF are designed
	to ensure that IETF working groups and participants have as much information as
	possible about any IPR constraints on a technical proposal as early as possible
	in the development process. The policies are intended to benefit the Internet c
	ommunity and the public at large, while respecting the legitimate rights of IPR
	holders. This document sets out the IETF policies concerning IPR related to tec
	hnology worked on within the IETF. It also describes the objectives that the po
	licies are designed to meet. This document updates RFC 2026 and, with RFC 5378,
	replaces Section 10 of RFC 2026. This document also obsoletes RFCs 3979 and 487
	9.</t>
	</abstract>
	</front>
	<seriesInfo name="BCP" value="79"/>
	<seriesInfo name="RFC" value="8179"/>
	<seriesInfo name="DOI" value="10.17487/RFC8179"/>
	</reference>
	</references>	</references>
	<references>	<references>
	<name>Informative References</name>	<name>Informative References</name>

	<reference anchor="_107-FEEDBACK" target="https://www.ietf.org/media/doc
	uments/ietf-107-survey-results.pdf">	<reference anchor="IETF107-FEEDBACK" target="https://www.ietf.org/media/
		documents/ietf-107-survey-results.pdf">
	<front>	<front>

	<title>IETF 107 Virtual Meeting Survey Report</title>	<title>IETF 107 Virtual Meeting Survey</title>
	<author initials="J." surname="Daley">	<author initials="J." surname="Daley">
	<organization/>	<organization/>
	</author>	</author>
	<date year="2020" month="April" day="17"/>	<date year="2020" month="April" day="17"/>
	</front>	</front>
	</reference>	</reference>

	<reference anchor="_108-SURVEY" target="https://www.ietf.org/blog/ietf-1
	08-meeting-survey">	<reference anchor="IETF108-SURVEY" target="https://www.ietf.org/blog/iet
		f-108-meeting-survey/">
	<front>	<front>
	<title>IETF 108 Meeting Survey</title>	<title>IETF 108 Meeting Survey</title>
	<author initials="J." surname="Daley">	<author initials="J." surname="Daley">
	<organization/>	<organization/>
	</author>	</author>
	<date year="2020" month="August" day="13"/>	<date year="2020" month="August" day="13"/>
	</front>	</front>
	</reference>	</reference>

	<reference anchor="_109-SURVEY" target="https://www.ietf.org/blog/ietf-1
	09-post-meeting-survey/">	<reference anchor="IETF109-SURVEY" target="https://www.ietf.org/blog/iet
		f-109-post-meeting-survey/">
	<front>	<front>
	<title>IETF 109 Post-Meeting Survey</title>	<title>IETF 109 Post-Meeting Survey</title>
	<author initials="J." surname="Daley">	<author initials="J." surname="Daley">
	<organization/>	<organization/>
	</author>	</author>
	<date year="2020" month="December" day="07"/>	<date year="2020" month="December" day="07"/>
	</front>	</front>
	</reference>	</reference>

	<reference anchor="_111-SURVEY" target="https://www.ietf.org/blog/ietf-1
	11-post-meeting-survey/">	<reference anchor="IETF111-SURVEY" target="https://www.ietf.org/blog/iet
		f-111-post-meeting-survey/">
	<front>	<front>

	<title>IETF 111 Post-Meeting Survey</title>	<title>IETF 111 post-meeting survey</title>
	<author initials="J." surname="Daley">	<author initials="J." surname="Daley">
	<organization/>	<organization/>
	</author>	</author>
	<date year="2021" month="August" day="23"/>	<date year="2021" month="August" day="23"/>
	</front>	</front>
	</reference>	</reference>

	<reference anchor="_112-EXPERIMENT" target="https://www.ietf.org/blog/ie
	tf112-plenary-experiment-evaluation/">	<reference anchor="IETF112-EXPERIMENT" target="https://www.ietf.org/blog
		/ietf112-plenary-experiment-evaluation/">
	<front>	<front>
	<title>IETF 112 Plenary Experiment Evaluation</title>	<title>IETF 112 Plenary Experiment Evaluation</title>

	<author initials="" surname="IESG" fullname="IESG">	<author>
	<organization/>	<organization>IESG</organization>
	</author>	</author>
	<date year="2022" month="February" day="04"/>	<date year="2022" month="February" day="04"/>
	</front>	</front>
	</reference>	</reference>


	<reference anchor="INTERIM-SCHEDULE" target="https://mailarchive.ietf.or g/arch/msg/wgchairs/l382SqKVVHoTzFw9kIYl2boM6_c/">	<reference anchor="INTERIM-SCHEDULE" target="https://mailarchive.ietf.or g/arch/msg/wgchairs/l382SqKVVHoTzFw9kIYl2boM6_c/">
	<front>	<front>

	<title>Post-IETF-107 Recommended Virtual Interim Schedule</title>	<title>Subject: Post-IETF-107 Recommended Virtual Interim Schedule</ title>
	<author initials="A." surname="Cooper">	<author initials="A." surname="Cooper">
	<organization/>	<organization/>
	</author>	</author>
	<date year="2020" month="March" day="13"/>	<date year="2020" month="March" day="13"/>
	</front>	</front>

		<refcontent>message to the Working Group Chairs mailing list</refconten t>
	</reference>	</reference>

	<reference anchor="RFC8713">
	<front>	<xi:include href="https://bib.ietf.org/public/rfc/bibxml/reference.RFC.8713.xml"
	<title>IAB, IESG, IETF Trust, and IETF LLC Selection, Confirmation,	/>
	and Recall Process: Operation of the IETF Nominating and Recall Committees</titl	<xi:include href="https://bib.ietf.org/public/rfc/bibxml/reference.RFC.9311.xml"
	e>	/>
	<author fullname="M. Kucherawy" initials="M." role="editor" surname=
	"Kucherawy">
	<organization/>
	</author>
	<author fullname="R. Hinden" initials="R." role="editor" surname="Hi
	nden">
	<organization/>
	</author>
	<author fullname="J. Livingood" initials="J." role="editor" surname=
	"Livingood">
	<organization/>
	</author>
	<date month="February" year="2020"/>
	<abstract>
	<t>The process by which the members of the IAB and IESG, some Trus
	tees of the IETF Trust, and some Directors of the IETF Administration LLC (IETF
	LLC) are selected, confirmed, and recalled is specified in this document. This d
	ocument is based on RFC 7437. Only those updates required to reflect the change
	s introduced by IETF Administrative Support Activity (IASA) 2.0 have been includ
	ed. Any other changes will be addressed in future documents.</t>
	<t>This document obsoletes RFC 7437 and RFC 8318.</t>
	</abstract>
	</front>
	<seriesInfo name="BCP" value="10"/>
	<seriesInfo name="RFC" value="8713"/>
	<seriesInfo name="DOI" value="10.17487/RFC8713"/>
	</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
	and 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>
	<reference anchor="RFC9311">
	<front>
	<title>Running an IETF Hackathon</title>
	<author fullname="C. Eckel" initials="C." surname="Eckel">
	<organization/>
	</author>
	<date month="September" year="2022"/>
	<abstract>
	<t>IETF Hackathons encourage the IETF community to collaborate on
	running code related to existing and evolving Internet standards. This document
	provides a set of practices that have been used for running IETF Hackathons. The
	se practices apply to Hackathons in which both in-person and remote participatio
	n are possible, with adaptations for Hackathons that are online only.</t>
	</abstract>
	</front>
	<seriesInfo name="RFC" value="9311"/>
	<seriesInfo name="DOI" value="10.17487/RFC9311"/>
	</reference>
	</references>	</references>
	</references>	</references>

		<section anchor="acknowledgments" numbered="false">
		<name>Acknowledgments</name>
		<t>Thanks to <contact fullname="Brian Carpenter"/>, <contact fullname="Lar
		s Eggert"/>, <contact fullname="Toerless Eckert"/>, <contact fullname="Charles E
		ckel"/>, <contact fullname="Jason Livingood"/>, <contact fullname="Sanjeev Gupta
		"/>, <contact fullname="Dale Worley"/>, and <contact fullname="Mark Nottingham"/
		> for their
		reviews, and thanks to the many other people who provided input and suggestions
		on the time zone discussion!</t>
		</section>
	</back>	</back>

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