| title | description | published | date | tags | editor | dateCreated |
|---|---|---|---|---|---|---|
Organizing meetings |
Information, tools, and resources for organizing IETF working group meetings |
true |
2024-11-08 07:49:06 UTC |
markdown |
2021-12-14 18:14:43 UTC |
IESG Guidance on Face-to-Face and Virtual Interim Meetings This statement provides IESG guidance on interim IETF working group meetings, both face-to-face and virtual, including timing and approvals for scheduling meetings. (Aug 2023)
Information for chairing WG & BOF sessions at IETF Meetings See the "Information for Session Chairs" section for checklists, slide templates, and details about how to use Meetecho.
Important dates for upcoming IETF meetings Provides deadlines related to requesting sessions and registering for IETF meetings.
Managing meetings training These courses were first presented in 2021 with the goal of helping WG Chairs organize and run effective meetings that achieve clear outcomes.
General workflow diagram for scheduling, holding, and following up on Working Group meetings To be developed.
RFC 2418 Provides some further detail about various roles related to organizing and running an IETF Working Group meeting.
The Secretary’s job is to record WG decisions and help organize group activities at a high level. For example, the Secretary may help identify session note takers, but the role responsibilities do not include taking notes directly. Secretaries are designated by WG Chairs. More information about the WG Secretary role is available in Section 6.2 of RFC 2418. Further information is also available in an expired Internet-Draft which, even though it never achieved IETF consensus, may provide useful guidance. Serving as a WG Secretary may also provide useful insight and experience for individuals considering serving as a WG Chair.
Every Working Group session has notes taken to ensure important discussion points and decisions are recorded. The approach to taking notes varies by group and individual, and as most group sessions are now recorded, they do not need to be verbatim. Thus, note takers should be familiar with the general topics and individuals involved in a group, but they do not need to be deep experts. Note takers are usually volunteer or several volunteers by group chairs, often identified at the start of a session.
Working session scribes help bridge in-person sessions for remote participations, particularly those who aren’t able to follow along with video. They can convey actions taken in the room via group chat, and also convey questions or comments from remote participants to the in-person session. In-depth technical knowledge generally is not required and Working Group chairs are always happy to have volunteers at the beginning of sessions.
WG Consultants have specific technical background appropriate to the WG and experience in Internet architecture and IETF process. At the discretion of the responsible Area Director, a Consultant may be assigned to a working group.
The IETF Datatracker tools for meetings require login and are restricted to individuals with specific roles.
IETF Meeting session request tool See instructions for using the session request tool
Interim WG meeting session request tool See instructions for organizing interim meetings
Meeting materials submission and management
The IETF Note Well should be shown at the start of every IETF working session. The guidance below is adapted from IETF legal counsel presentation during IETF 120.
DO {.is-success}
- Do make sure people have enough time to read through the slide before you move on,
- Do give a high-level summary of what’s covered in the Note Well: “IETF policies on conduct, privacy and IPR.”,
- Do encourage people to read through all the linked policies & documents in detail before participating or contributing,
- Do explain where people can direct questions or concerns (IETF Executive Director or Ombudsteam).
DON'T {.is-warning}
- Don’t dismiss the importance or relevance of any of the information on the Note Well.
- Don’t interpret the meaning or get into the substance of any of the topics or content of the policies.
- Don’t communicate that the Note Well conveys all the information participants need to know.
- Don’t address questions or concerns in the meeting itself.
Template slide deck for chairs - (Google Slides)
Note Well slide - (PPT | PDF | ODP | MD)
WG session planning spreadsheet A sample to help organize working group meeting sessions.
IETF Notes tool A collaborative notepad is automatically generated for IETF meeting sessions and interim meetings scheduled via the IETF Meeting session request tool.
Formatting & Content of Meeting Materials Guidelines This document provides suggestions about the form and content of Working Group agendas and minutes.
Tips for presenters - Tutorial (Slides | Video)
Template deck for presenters
- Internet-Draft presentation (PPTX | Google Slides ) (courtesy of Orie Steele)
The following information and guides are usually reviewed and updated as needed before each IETF meeting.
General Meeting technology information
Meetecho guide for chairs Information and actions for chairs of sessions using Meetecho conferencing.
Meetecho testing capabilities As an IETF Working Group chair, you can use the Meetecho Session Scheduler to set up a test session at your convenience between or leading up to IETF meetings.
Meetecho guide for participants Information and actions for participants to review in advance of joining and IETF meeting using Meetecho.
IETF Meetecho documentation Details about using Meetecho as a session chair or participant.
Submitting meeting materials What materials must be submitted after a working group session and how to submit them.
On Consensus and Humming (RFC 7282) In-person meeting Chromebook instructions