Re: Planned changes to registration payments & deadlines

[Brian E Carpenter <[e-mail]>]

Andrew,

A couple of pushbacks on this.

1. "Payment is due at registration."

I can understand that in general, but there are cases where
somebody wants to register without being quite sure whether they
will attend remotely or in person. So since registration for
remote participation presumably remains free, there needs to be
a clear option for upgrading from remote to on-site registration,
which would then require payment as part of the upgrade.

2. "Early Bird 700 7 weeks before"

Given lead times many people experience for travel approvals,
7 weeks *really* seems like a lot, however normal it may be for
other events. In fact, for travel planning the current IETF
policy is very user-friendly. Could we compromise at 4 weeks?

Regards
   Brian Carpenter

On 24/04/2018 04:20, Andrew Sullivan wrote:
> Dear colleagues,
> 
> As part of its report provided ahead of the IETF 101 meeting and
> mentioned during the plenary session presentation, the IAOC advised
> the community that there could be an increase to meeting fees in the
> future.  After an examination of our finances and meeting attendance,
> we have good news.  We plan to adopt minimal changes to the
> registration fee structure and deadlines, starting with IETF 103.
> 
> Early-Bird registration fee remains at the same dollar amount as
> previously.  We are able to do this in part because of a change in
> procedure: beginning with IETF 103, we will require payment upon
> registration, and we will move the deadline for Early Bird
> registration to a date in line with other meetings and conferences.
> We have also created a late registration fee.  This fee recognizes
> costs imposed by late uncertainty in paid registration numbers, such
> as adjusting expected numbers with the hotels and venues and needing
> to provide for on-site printing of registration materials. 
> 
> Our refund policies remain the same: we provide a full refund to those
> denied visas, but otherwise retain 10% of the registration fee for
> cancellations received by the end of the Monday of the meeting (and
> provide no refunds thereafter).
> 
> Here is the summary of the fee schedule and deadlines we intend
> to adopt beginning with IETF 103:
> 
>     Type            Fee (US$)   Deadline
> 
>     Early Bird       700        7 weeks before Monday of meeting
>     Standard         875        2 weeks before Monday of meeting
>     Late (&on site) 1000        none
>     Full Time
>     Student          150        none
>     Day Pass         375        none
> 
>     Payment is due at registration.
> 
> Registration will open no later than 12 weeks before the meeting (note
> that there is a different discussion ongoing about registration
> opening time; this is merely a commitment about the latest committed
> opening time).
> 
> As we implement this, we plan to remove the option of cash payment for
> registration on site.  Cash payments represent a risk to both the
> Secretariat staff and the organization (because cash has to be carried
> around), so we believe that existing options are preferable to
> accepting cash payments.
> 
> This decision comes after three years without any change in the fees
> or the fee deadlines.
> 
> Comments to the IAOC on timing or other matters may be sent directly
> to the IAOC at [e-mail]; or if intended to be viewed by the wider
> community may be sent to [e-mail].  Feedback provided within two
> weeks of this note (that is, by 8 May at 00:00 UTC) will be
> considered before the IAOC adopts the final policy.
> 
> Best regards,
> 
> Andrew Sullivan
> For the IAOC
> 
>