Guide for IETF 109 Participants

This guide provides information and a short set of actions participants should review before participating in a session at IETF 109 Online, even if you have participated remotely at previous IETF meetings.

Key Info

Note: This guide is published as of 2020-10-20 and will be updated with additional information ahead of the IETF 109 Online meeting.

  1. Register for the IETF 109 meeting
  2. Confirm your setup for Meetecho, including video and audio
  3. Test your setup during one of the test sessions
  4. Find session information
  5. Join the session about 5 minutes early
  6. Participate in the session
  7. Test the new hallway interaction tool, gather.town
  8. Get help if needed

1. Register for the IETF meeting

Please ensure that you are registered as a remote participant via the IETF 109 Online meeting website. As part of the registration process, you will be prompted to create an IETF Datatracker account if you do not already have one. You can check if you are already registered for the meeting on the website.

2. 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.

A headset is highly recommended for audio quality and good lighting is helpful for video quality.

3. Test your setup

Before joining a session during IETF 109, you should test your setup. A video of a testing session is available for review.

Participants may also join the IETF Hallway Meetecho session from 4.30-5.00 UTC and 11.00-11.30 UTC each day during IETF 109 week (16-20 November) where someone will be there to assist with setup issues. Anyone planning to present during IETF 109 is strongly encouraged to coordinate with session chairs to ensure coordination of materials and other details.

4. Find session information

The IETF 109 Online meeting agenda includes information for each session, including links to Meetecho remote participation channels, presentation materials, and individual session tools such as text chat and shared notepad, as well as links to materials for the session.

5. Join the session

Plan to join a session about 5 minutes before the scheduled start to ensure everything is set up.

You will need to use your IETF Datatracker login used or created when you registered for IETF 109 to join the session. If you have forgotten your IETF Datatracker password, you can request a reset

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

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. Note that while you can join multiple Meetecho sessions at the same time, it is possible to only join any one 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.

If you would like to join a session’s chat via a separate Jabber client, joining via the Jabber client first will help avoid username collisions.

A few things to check before you join:

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. Audio will be muted when you join the session and 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, and all participants will need chair approval to send video.

6. Participate in the session

Bluesheets tracking meeting participation: will be automatically generated based on your datatracker information so there is no need to do anything further after you’ve authenticated with the IETF Datatracker to join the session.

The general expectation is that participants will send audio only when recognized by a session chair as part of the queue.

When speaking, please start by stating your name and any affiliation information you would like to share so that information is available to people listing to the audio, including the audio-only recordings of the session.

7. Test Gather, the social interaction tool for IETF 109

Outside of meeting sessions, a platform for social interaction and access to information resources will be provided during the IETF 109 meeting week. This will include a virtual space that includes features found at an in-person meeting such as the RFC Editor and IANA desks, as well as a virtual meeting registration desk. All that’s required is a WebRTC-enabled browser. For more details about Gather and how to join, see the Gather for IETF 109 Online guide.

8. Get help if needed

In addition to real-time assistance available during the advance testing sessions, there will be help throughout 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.