IETF 109 - Working Group/BOF/IRTF Scheduling

[IETF Agenda <[e-mail]>]

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IETF 109 – Online
Meeting Dates: November 16-20, 2020
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We are now accepting scheduling requests for all Working Groups, BOFs, and Research Groups until Friday October 2, 2020. 

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What’s New for IETF 109

To accommodate the online meeting format, there will be two choices for session length: 60 minutes or 120 minutes. 

Chairs are allowed to request more than one session, but please be advised that WGs and RGs are unlikely to get more than one session scheduled during the meeting week due to timing constraints. If you do request two sessions, please indicate in the ‘Special Requests’ field whether you want the sessions to be scheduled back-to-back or not, agenda permitting.

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How to Request a WG or RG Session

Requests to schedule Working Group or Research Group sessions should be submitted using the "IETF Meeting Session Request Tool." The URL for the tool is:

https://datatracker.ietf.org/secr/sreq/

If you require an account on this tool, or assistance in using it, then please send a message to [e-mail].  If you are unable to use the tool, then you may send your request via email to [e-mail], with a copy to the appropriate Area Director(s).

As a reminder, the conflict list descriptions have changed. These new labels will continue for IETF 109. In an attempt to provide more clarity about conflicts, the old priority options have been replaced with more explicit indications about the type of conflict. These new options are:

- Chair Conflict: to indicate other WGs the Chairs also lead, or will be active participants in the upcoming meeting

- Technology Overlap: to indicate WGs with a related technology or a closely related charter

- Key Participant Conflict (e.g., presenter, Secretary, etc.): to indicate WGs with which key participation may overlap in the upcoming meeting

The Special Request field will continue to be available for more specific needs, and responsible AD Conflicts are already taken into consideration. Please make sure you take a few minutes to check your conflict lists carefully!

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How to Request a BOF

For IETF 109, the IESG is adding a "preliminary proposal" period, as follows:

- We are leaving the deadline for BoF proposals as scheduled, 2 Oct 2020.

- We are asking for preliminary proposals two weeks earlier, 18 Sept 2020.

- The IESG will use the two weeks in between to discuss the proposals with the proponents, as necessary, so that the IESG and the IAB can better understand what’s being proposed, and so that we can provide advice.

The preliminary proposals do not need to be detailed: we need to know briefly what’s being proposed, who the proponents are, and whether the BoF is meant to discuss a working group charter or not.  This should be posted to the BoF wiki <https://trac.tools.ietf.org/bof/trac/wiki> and by email to the IESG <[e-mail]>.  There’s still two weeks, until the normal deadline, to develop the detailed proposal.

We strongly encourage all BoF requestors to submit preliminary proposals, as this will allow the ADs to work with the BoF proponents on any necessary clarifications and refinements to the proposal before the final approval decision has to be made.

Requests to schedule BOF sessions must be sent to [e-mail] with a copy to the appropriate Area Director(s). Their contact information is listed at the bottom of this message.

When submitting a BOF session request by email, please include the BOF acronym in the Subject line.

BOFs will NOT be scheduled unless the Area Director approves the BOF. The proponents behind a BOF need to contact a relevant Area Director, preferably well in advance of the BOF approval deadline date. The AD needs to have the full name of the BOF, its acronym, suggested names of chairs, an agenda, full description of the BOF and the information covered in item 3. Please refer to https://trac.tools.ietf.org/bof/trac/wiki for more information about planning a BOF.

You MUST provide the following information before a BOF session will be scheduled:

a. BOF full name with acronym in brackets: 
b. AREA under which the BOF appears:
c. CONFLICTS you wish to avoid, please be as specific as possible:
d. Special requests:
e. Number of sessions:
f. Length of session: 60 minutes or 120 minutes


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Deadlines
Cut-off dates are subject to change.

• 2020-09-08 (Tuesday): Working Group and BOF scheduling begins. To request a Working Group session, use the IETF Meeting Session Request Tool. If you are working on a BoF request, it is highly recommended to tell the IESG now by sending an email to [e-mail] to get advance help with the request. 
• 2020-09-18 (Friday): Preliminary BOF proposals requested. To request a BOF, please see instructions on requesting a BOF at https://www.ietf.org/how/bofs/bof-procedures/.
• 2020-10-02 (Friday): Cut-off date for requests to schedule Working Group meetings at UTC 23:59. To request a Working Group session, use the IETF Meeting Session Request Tool.
• 2020-10-02 (Friday): Cut-off date for BOF proposal requests to Area Directors at UTC 23:59. To request a BOF, please see instructions on Requesting a BOF.
• 2020-10-09 (Friday): Cut-off date for Area Directors to approve BOFs at UTC 23:59.
• 2020-10-16 (Friday): Preliminary agenda published for comment.
• 2020-10-21 (Wednesday): Cut-off date for requests to reschedule Working Group and BOF meetings UTC 23:59.
• 2020-10-23 (Friday): Final agenda to be published.
• 2020-11-04 (Wednesday): Draft Working Group agendas due by UTC 23:59; upload using IETF Meeting Materials Management Tool.
• 2020-11-09 (Monday): Revised Working Group agendas due by UTC 23:59; upload using IETF Meeting Materials Management Tool.


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Submitting Session Agendas

Please submit the agendas for your sessions as early as possible using the "IETF Meeting Materials Management Tool," a Web-based tool for making your meeting agenda, minutes, and presentation slides available to the community before, during, and after an IETF meeting.  If you are a BOF chair, then you may use the tool to submit a revised agenda as well as other materials for your BOF once the BOF has been approved.

The URL for the tool is:

https://datatracker.ietf.org/secr/proceedings/

Agendas submitted via the tool will be available to the public on the "IETF Meeting Materials" webpage as soon as they are submitted.

The URL for the "IETF 109 Meeting Materials" Web page is:

https://datatracker.ietf.org/meeting/109/materials.html

If you are a Working Group chair, then you already have accounts on the "IETF Meeting Session Request Tool" and the "IETF Meeting Materials Management Tool."  The same User ID and password will work for both tools.  If you are a BOF chair who is not also a Working Group chair, then you will be given an account on the "IETF Meeting Materials Management Tool" when your BOF has been approved.  If you require assistance in using either tool, or wish to report a bug, then please send a message to: [e-mail].

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Area Director Contact Information


IETF Chair
Alissa Cooper <[e-mail]>

 
Applications and Real-Time Area (art)
Murray Kucherawy <[e-mail]>
Barry Leiba <[e-mail]>


 

Internet Area (int)
Erik Kline <[e-mail]>
Éric Vyncke <[e-mail]>

 

Operations & Management Area (ops)
Warren Kumari <[e-mail]>
Robert Wilton <[e-mail]>

 

Routing Area (rtg)
Deborah Brungard <[e-mail]>
Alvaro Retana <[e-mail]>
Martin Vigoureux <[e-mail]>

 

Security Area (sec) 
Roman Danyliw <[e-mail]>
Benjamin Kaduk <[e-mail]>

 

Transport Area (tsv)
Martin Duke <[e-mail]>
Magnus Westerlund <[e-mail]>