Guide for IETF 109 Session Chairs

This guide provides information and a short set of actions to review before IETF 109 Online, even if you have participated remotely or chaired sessions at previous IETF meetings, including IETF 108 Online

Key Info

Note: This guide is published as of 2020-11-10 and may be updated with additional information ahead of the IETF 109 Online meeting.

In addition to taking the steps outlined in the Guide for IETF 109 Online Participants, chairs should take care to:

  1. Set up for Meetecho
  2. Test your setup
  3. Prepare for your session
  4. Join the session about 10 minutes early
  5. Chair the session
  6. Get help if needed

1. Set up for Meetecho

Meetecho is being used for the IETF 109 meeting. It brings together video and audio conferencing, meeting material sharing, text chat, shared notepad capability, and mic queue management.

There is no client to install as Meetecho can be used directly in any desktop WebRTC-enabled web browser. Many Meetecho features are available on mobile browsers that support WebRTC but a mobile-friendly user interface is still in development and screen sharing is not supported on mobile devices. Please note, however, that capabilities may vary depending on browsers and any extensions installed, and some advance preparation may be necessary, depending on your set up.

An updated version of the Meetecho documentation for IETF 109 is now available.

You are also encouraged to review the IETF 109 Participant Guide. A headset is highly recommended for audio quality and good lighting is helpful for video quality.

2. Test your setup

Before joining a group session during IETF 109, you are strongly encouraged to test your setup, especially screen sharing as a number of nuances were discovered during session chair test sessions ahead of IETF 109. As a first step, you may follow the steps in Section 5 in the IETF 109 Participant Guide.

Additionally, a recording of a pre-109 session chair test session is available for review:

Session chairs are able to sign up for slots to test Meetecho in the chair role during IETF 109 week (16-20 November) by signing up for a time using the instructions in this CodiMD notepad. In addition to testing screen sharing on your own system, you may also wish to use these sessions to try out the raise of hands tool and other Meetecho features with other session chairs and presenters.

3. Prepare for your session

The IETF 109 Online meeting agenda includes session agenda information, links to remote participation channels, presentation materials, and tools such as a session notepad, as usual. Some specific steps you can take before your session to help it run smoothly:

Identify a volunteer to be a jabber scribe: This person will serve the usual role of jabber scribe, though that might in practice be more limited during an all online meeting.

Identify the minute taker: As with in-person sessions, you will need to identify a minute-taker. The session notepad available via the IETF Datatracker agenda will be used for minutes as usual.

Be sure all presentations and other materials for the session are uploaded to Datatracker: A template of introductory slides is available and may be downloaded in various formats.

Coordinate with presenters in advance about how screens will be shared.

Further details will be provided in updated Meetecho documentation to be published by 1 November 2020. The session chair checklist might also be helpful.

4. Join the session

Sessions will be open 10 minutes before the scheduled start each session. Plan to join a session at that time to ensure everything is set up.

Meetecho
Meetecho provides a consolidated view of all the tools and information for the IETF 109 meeting sessions, including audio and video, session participant list, meeting materials, and a shared session notepad. When joining a session you are chairing, you will automatically join Meetecho in the chair role. Note that while you can join multiple Meetecho sessions at the same time, it is possible to only join any IETF 109 session once using Meetecho.

Additional windows
You may wish to have individual tools open in separate windows. Links to the Web-based shared notepad and the Jabber/XMPP Groupchat for each session are available from the IETF Datatracker meeting agenda.

IETF Datatracker agenda detail
Screenshot of meeting agenda from the IETF Datatracker.

Check your audio is set up before you join: Audio input and output preferences should be set before joining a session; changing those in the middle of a session will likely break audio. Using a headset is strongly recommended. Meetecho does not provide an option to join by phone call. The general expectation is that participants will only send audio when recognized by a session chair in the queue.

Manage video: Sending video will be off when joining a session. Chairs are encouraged to send video. All participants will need chair approval to send video.

5. Chair the session

Bluesheets to collect meeting participation: will be automatically generated based on IETF Datatracker information so there is no need to do anything further after you’ve begun the session.

Further details about queue management and other chair features will be provided in the Meetecho documentation ahead of the testing sessions and will be covered during the testing sessions.

Sessions must conclude on time: The Meetecho rooms will close automatically 5 minutes after the scheduled end time to avoid collisions with subsequent sessions.

6. Get help if needed

In addition to real-time assistance available during the advance testing sessions, there will be help throughout the IETF 109 Online available in a variety of ways, as detailed on the Reporting Issues webpage. Also, Meetecho will be providing real-time monitoring of sessions.