INTERNET-DRAFT C. OFlaherty ISOC A. Retana Cisco C. Martinez LACNIC N. Elkins Inside Products S. P. Romano University of Napoli Intended Status: Informational Expires: September 10, 2016 March 9, 2016 Remote Hubs in Latin America draft-oflaherty-ietf-remote-hubs-lac-00 Abstract This document describes experiences and lessons learnt organizing remote sessions for working group meetings in Latin America. The main objective is to engage people in the IETF through small and informal meetings with people that share common interests. At the same time, remote participation for those already active in the IETF is more attractive and they help with IETF outreach sharing their experiences with newcomers. The local meetings are called remote IETF Working Group Hubs. oflaherty Expires September 10, 2016 [Page 1] INTERNET DRAFT oflaherty-ietf-remote-hubs-lac-00 March 9, 2019 Table of Contents 1 Background . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 2 Definition and goals . . . . . . . . . . . . . . . . . . . . . . 4 2.1 What is a remote hub? . . . . . . . . . . . . . . . . . . . 4 2.2 What they are not . . . . . . . . . . . . . . . . . . . . . 4 3 Organization . . . . . . . . . . . . . . . . . . . . . . . . . . 4 3.1 How to organize a remote hub . . . . . . . . . . . . . . . . 5 3.1.1 Location: . . . . . . . . . . . . . . . . . . . . . . . 5 3.1.1 Organizer: . . . . . . . . . . . . . . . . . . . . . . . 5 3.1.2 Internet access . . . . . . . . . . . . . . . . . . . . 5 3.1.3 Software Tools . . . . . . . . . . . . . . . . . . . . . 5 3.1.4 Projector or screen . . . . . . . . . . . . . . . . . . 6 3.1.5 Audio . . . . . . . . . . . . . . . . . . . . . . . . . 6 3.1.6 Microphone . . . . . . . . . . . . . . . . . . . . . . . 6 3.2 Planning for a remote hub . . . . . . . . . . . . . . . . . 7 4 Use of IETF name / brand . . . . . . . . . . . . . . . . . . . . 7 5 IANA Considerations . . . . . . . . . . . . . . . . . . . . . . 7 6 Security Considerations . . . . . . . . . . . . . . . . . . . . 7 7 References . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 7.1 Normative References . . . . . . . . . . . . . . . . . . . . 7 8 Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . 7 Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . . 8 oflaherty Expires September 10, 2016 [Page 2] INTERNET DRAFT oflaherty-ietf-remote-hubs-lac-00 March 9, 2019 Status of this Memo This Internet-Draft is submitted to IETF in full conformance with the provisions of BCP 78 and BCP 79. Internet-Drafts are working documents of the Internet Engineering Task Force (IETF), its areas, and its working groups. Note that other groups may also distribute working documents as Internet-Drafts. Internet-Drafts are draft documents valid for a maximum of six months and may be updated, replaced, or obsoleted by other documents at any time. It is inappropriate to use Internet-Drafts as reference material or to cite them other than as "work in progress." The list of current Internet-Drafts can be accessed at http://www.ietf.org/1id-abstracts.html The list of Internet-Draft Shadow Directories can be accessed at http://www.ietf.org/shadow.html Copyright and License Notice Copyright (c) 2016 IETF Trust and the persons identified as the document authors. All rights reserved. IETF Trust Legal Provisions of 28-dec-2009, Section 6.b(i), paragraph 3: This document is subject to BCP 78 and the IETF Trust's Legal Provisions Relating to IETF Documents (http://trustee.ietf.org/license-info) in effect on the date of publication of this document. Please review these documents carefully, as they describe your rights and restrictions with respect to this document. Code Components extracted from this document must include Simplified BSD License text as described in Section 4.e of the Trust Legal Provisions and are provided without warranty as described in the Simplified BSD License. oflaherty Expires September 10, 2016 [Page 3] INTERNET DRAFT oflaherty-ietf-remote-hubs-lac-00 March 9, 2019 1 Background IETF Remote Hubs are remote meetings for a working group session where a small group of people that share their interest and knowledge on a specific topic, meet locally to make their remote participation more attractive. This document is how this has been implemented in Latin America. There are groups of people at Universities or Companies that share their interest in certain Working Group or follow the same mailing lists but are not yet engaged in discussions and usually have never participated in a meeting. In most cases that lack of appropriate involvement or their daily responsibilities discourage them for being remote participants. IETF WG Remote hubs are local meetings for the working group they're following, where people can experience remote participation accompanied. The objective is to experience something closer to a real working group session, following the presentations and discussing issues locally and in their own language. 2 Definition and goals 2.1 What is a remote hub? In Latin America, IETF WG Remote hubs are informal and small gatherings (usually less than 15 participants), using the standard IETF tools for remote participants, organized for a specific working group session (2-4 hours), usually during an IETF meeting. Remote hubs can be public and open for anyone to attend or closed just for some invited participants. 2.2 What they are not Remote IETF WG Hubs are not remote IETF events were people can show up without invitation or attend for networking purposes. They usually do not provide food nor beverages or goodies. There's no exhibition, no social event (not even cookies). The IETF WG remote hubs are not streaming the IETF meeting live during the whole day. 3 Organization Remote hubs can be public (open invitation) or closed to invited people. It is up to the organizer the format and how to invite participants. oflaherty Expires September 10, 2016 [Page 4] INTERNET DRAFT oflaherty-ietf-remote-hubs-lac-00 March 9, 2019 IETF Remote Hubs are not as complex to organize as other remote hubs such as ICANN's or IGF. The amount of people participating in an IETF WG remote hub is usually limited to those that are currently following that working group mailing list. The average attendance is between 5 and 10 participants. 3.1 How to organize a remote hub In order to organize a remote hub you will need: 3.1.1 Location: The usual locations are meeting rooms when they're organized by companies or classrooms when they're organized by universities. The working group sessions can last up to four hours so it's desirable to have seats available for the participants. 3.1.1 Organizer: Individuals are usually the champions for IETF WG remote hubs. Someone currently active in a working group is usuarlly the main conviener. Any organization can host a remote Hub. Companies and Universities were the most common locations, but there were also remote IETF WG hubs organized at IXPs (Internet Exchange Points), ccTLDs (country code top level domain organizations) and RIR (Regional Internet Registry) 3.1.2 Internet access The bandwidth required is less than 1Mbps for a decent quality for both audio and video. 3.1.3 Software Tools The preferred remote participation tool is Meetecho. It includes useful features for remote participants such as a virtual mike queue. The updated instructions for using Meetecho are located in the remote participants section in the meeting web page. As an example, for IETF-94: http://www.ietf.org/meeting/94/remote- participation.html#Meetecho. Since IETF91 in Honolulu, all sessions are supported by Meetecho. A synchronized view of the official jabber room, the slides being presented and an audio/video feed from the physical meeting room is made available for each Meetecho virtual room. oflaherty Expires September 10, 2016 [Page 5] INTERNET DRAFT oflaherty-ietf-remote-hubs-lac-00 March 9, 2019 Remote participants can: 1. View presentations and speakers in real-time; 2. Use the Jabber room to make comments or ask questions; 3. Join a virtual queue to interactively make comments or ask questions over the in-room audio system. All audio/video functionality in Meetecho is WebRTC based, which means that, while alternative, non-interactive options are provided, a WebRTC compliant web browser (currently, either Chrome or Firefox or Opera) is needed for active (i.e., interactive) participation. That said, a WebRTC compliant browser is sometimes not enough, as the client network may employ filters or firewalls that might affect a successful WebRTC connectivity. Hence, in order to check whether or not the client is able to make use of WebRTC for the purpose, a simple self-test web application (directly reachable from the IETF remote participation web site) is provided. The self-test site will attempt to start an echo test that will try and capture client's audio and video, and bounce them back: if the client can see herself in both boxes and hear herself back, it means that everything is fine. If not, the Meetecho team has to be notified in order to fix things prior to the session's start time (so to avoid disrupting the natural flow of the meeting). 3.1.4 Projector or screen When the hub has no more than five participants there's no need to use a projector. A computer screen will be enough to follow the slides and video from the meeting. When more people are expected in the IETF WG remote hub, you will need a bigger room and a projector is usually required to se the remote slides properly. 3.1.5 Audio The audio could be less than optimal so the computer audio is not enough. Additional speakers are always recommended. 3.1.6 Microphone Be prepared to ask questions from your Hub. A microphone will be useful to improve the sound quality from your meeting room. Be prepared to mute your speakers if echo is experienced. When the meeting room is big, a wireless microphone will be better. oflaherty Expires September 10, 2016 [Page 6] INTERNET DRAFT oflaherty-ietf-remote-hubs-lac-00 March 9, 2019 3.2 Planning for a remote hub 1. Wait for the IETF agenda to be published 2. Look for an available meeting room at the time slot when your Working Group meets 3. Notify the IETF about your remote hub if you want it included in the public remote IETF WG Hubs list 4. Invite participants (include your name, date, time, location and Working Group name) 5. Test Meetecho before the Working Group session (see above for details about the self-test facility provided by Meetecho) 6. Use jabber to notify the jabber scribe when your remote hub is online 4 Use of IETF name / brand Even though the IETF supports and encourages the organization of remote hubs, they're not official IETF activities. If you plan to host a remote hub, and you plan to publicly announce it to your community, please be careful not to use the IETF name or logo without authorization. In order to be complaint with current copyright requirements, please notify the appropriate people at IETF before doing any announcements. 5 IANA Considerations There are no IANA considerations. 6 Security Considerations There are no security considerations. 7 References 7.1 Normative References 8 Acknowledgments The authors would like to thank Juliao Braga for his contributions and assistance on the IETF WG Remote Hubs in Latin America. oflaherty Expires September 10, 2016 [Page 7] INTERNET DRAFT oflaherty-ietf-remote-hubs-lac-00 March 9, 2019 Authors' Addresses Christian O'Flaherty ISOC Rambla Republica de Mexico 6125 Montevideo Uruguay EMail: oflaherty@isoc.org Alvaro Retana Cisco Systems, Inc. 7025 Kit Creek Rd. Research Triangle Park, NC 27709 USA EMail: aretana@cisco.com Carlos Martinez LACNIC Rambla Republica de Mexico 6125 Montevideo Uruguay EMail: carlos@lacnic.net Nalini Elkins Inside Products, Inc. 36A Upper Circle Carmel Valley, CA 93924 United States Phone: +1 831 659 8360 Email: nalini.elkins@insidethestack.com http://www.insidethestack.com Simon Pietro Romano University of Napoli Via Claudio 21 Napoli 80125 Italy EMail: spromano@unina.it oflaherty Expires September 10, 2016 [Page 8]