Instructions for Using the IETF Meeting Session Request Tool

1. Login
Use the same login information as for the IETF Meeting Materials Management tool.
2. First Screen
This interface allows you to request a new session, or make changes to or cancel a previously requested session.

2.1 Request New Session

Acronyms of the working groups that you currently chair are listed in this section. Click on an acronym to initiate a request for a new session at the upcoming IETF meeting.
2.2 Edit / Cancel Previously Requested Sessions
Acronyms of the working groups for which you or your co-chair has requested sessions at the upcoming IETF meeting are listed in this section. Click on an acronym to initiate changes to a session, or cancel a session.
3. Request New Session
To request a new session at an upcoming IETF meeting, complete all the required fields in the request form, confirm the information that was just entered, and send a message to either agenda@ietf.org or the Area Director(s) for approval (if you have requested a third session for a working group).

3.1 Request Form

This is the first screen that you see when you click on an acronym to request a new session at an upcoming IETF meeting.

3.1.1 Form Fields

All the required fields are marked with a red asterisk. Descriptions of each of the fields are provided in the following sections.

3.1.1.1 Number of Sessions

Drop down field. Select 1 or 2 sessions. This is a required field.
3.1.1.2 Length of Session
Two drop down fields which initially are disabled. Once you select the number of sessions to be requested, one or both of these fields will be enabled. (Note: The lengths of sessions may vary from meeting to meeting.) These are required fields.
3.1.1.3 Third Session Request
Check this box to request a third session for a working group. Additional slots may be available after agenda scheduling has closed and with the approval of an Area Director. Select the Length of Session from the associated drop-down field.
3.1.1.4 Number of Attendees
Enter the estimated number of attendees who will attend the sessions being requested. The default value is zero. This is a required field.
3.1.1.5 Conflicts to Avoid
Sessions that should not be scheduled at the same time as the sessions being requested. These usually are sessions of other working groups. However, a text box is provided for you to specify any other sessions where conflicts should be avoided. These are not required fields.

3.1.1.5.1 First Priority

Enter a list of acronyms of working groups separated by commas.
3.1.1.5.2 Second Priority
Enter a list of acronyms of working groups separated by commas.
3.1.1.5.3 Third Priority
Enter a list of acronyms of working groups separated by commas.
3.1.1.5.4 BOF or IRTF Sessions
Specify in free-form text any BOF or IRTF groups that you wish to avoid for the sessions being requested.
3.1.1.6 Special Requests
Specify any special requests in this free-form text box, e.g., preferred days or times for your sessions.
3.1.1.7 Submit
Click on the 'Submit' button when you have finished entering the information. You will have the opportunity to review the information, and revise it, if necessary.
3.2 Confirmation
This screen is displayed after you click the 'Submit' button on the request form (as described in section 3.1.1.7 above). Review all the information that you have entered on the request form. When you are satisfied that the information is accurate, click on the 'Submit your request to agenda@ietf.org' button located at the bottom of the page. If you are requesting one or two sessions for the working group, then the message will be sent to agenda@ietf.org. If you are requesting a third session for the working group, then the message will be sent to the Area Director(s) for approval of the third session as well as to agenda@ietf.org for scheduling of the first two sessions.

If you need to change any information, then return to the request form page by clicking either the 'Back' button of the Web browser, or the navigation link named "User's First Screen."

3.3 Result
Once you have confirmed that all of the information that you entered is correct, and clicked on the 'Submit your request to agenda@ietf.org' button, the actions described in Section 3.3.1 or 3.3.2 (below) will be performed.

3.3.1 The number of sessions requested is one or two:

  • A formatted message will be sent to agenda@ietf.org, and Cc'd to the Area Director(s) of the subject working group.
  • The acronym of the subject working group will be immediately available on the user's main screen of the IETF Meeting Materials Management tool.
  • The acronym of the subject working group will be displayed on the user's main screen of this tool (IETF Meeting Session Request tool) in the 'Edit / Cancel Previously Requested Sessions' section.
3.3.2 The number of sessions requested is three:
  • A formatted message will be sent to the Area Director(s) of the subject working group and Cc'd to agenda@ietf.org.
  • The acronym of the subject working group will be immediately available on the user's main screen of the IETF Meeting Materials Management tool.
  • The acronym of the subject working group will be displayed on the user's main screen of this tool (IETF Meeting Session Request tool) in the 'Edit or Cancel Previously Requested Sessions' section.
4. Edit / Cancel Previously Requested Sessions
This interface allows you to either modify the information for a previously requested session, or cancel the session.

4.1 Review of previously entered information

When you click on the acronym of a working group for which a session has been previously requested, all of the information that was previously entered for this working group will be displayed as read only text. Two buttons are provided at the bottom of this page: 'Edit' and 'Cancel'.

4.1.1 Edit

Edit the previously entered information by clicking on the 'Edit' button. When you click on this button, a form is displayed that contains all of the information previously entered for this session. Just as for the original request, update the information, confirm that the updated information is accurate, and send the updated request to agenda@ietf.org or to the Area Director(s), as appropriate.

4.1.1.1 Request Form

The form contains the all of the previously entered information.
4.1.1.2 Confirmation
This Section is the same as Section 3.2.
4.1.1.3 Result
This Section is the same as Section 3.3.
4.1.2 Cancel
Cancel a previously requested session by clicking on the 'Cancel' button. The tool will confirm this action via a pop-up window. Once confirmed, a notification will be sent to agenda@ietf.org and Cc'd to the Area Director(s) of the subject working group. Any links and information related to the the subject working group will be deleted from the IETF Meeting Materials Management tool and the IETF Web site.
5. Error Messages
5.1 Invalid Working Group Acronym
This error occurs when you enter one or more invalid working group acronyms in the 'Conflicts to Avoid' fields.
5.2 Unselected Number of Sessions
This error occurs when you do not select a value in the 'Number of Sessions' field.
5.3 Unselected Length of Session
This error occurs when you do not select a value in the 'Length of Session' field.
5.4 Zero Number of Attendees
This error occurs when you leave zero in the 'Number of Attendees' field.
5.6 Non-Numeric value entered for Number of Attendees
This error occurs when you enter a non-numeric value in the 'Number of Attendees' field.
5.7 You must select two sessions to request third session
This error occurs when you try to request a third session without requesting the first two sessions.