Side meetings and private meetings

IETF participants sometimes arrange public side meetings or other informal gatherings during, before, or after an IETF meeting to discuss topics of interest to part of the community. These meetings are unofficial and are not included on the formal meeting agenda. For public side meetings, the IETF offers limited support, and organizers are asked to follow specific requirements.

Public Side Meetings

When not in use for leadership meetings or other official IETF meeting purposes, we offer two side meeting rooms at every IETF meeting, each designed to support both in-person and remote participation. The scheduling tool for side meetings becomes available once the final IETF meeting agenda is published, allowing organizers to avoid potential conflicts. Details on the room types and levels of support are detailed below.

Room 1 – Large (40-person, U-shaped)
This space is equipped with push-to-talk microphones, a projector and screen, power outlets for devices, and a dedicated laptop for Webex remote participation. Please note: this room will have two projectors and screens in room, however only one is available for side meeting usage.

Room 2 – Small (15-person)
This space accommodates approximately 15 participants (depending on venue size, this number can vary) and includes a projector and screen, power for devices, a Meeting Owl for video conferencing, and a dedicated laptop for Webex remote participation.

Organizers of side meetings should be aware of the following requirements for side meetings:

• Anyone organizing or attending a side meeting must be registered as a participant for the IETF meeting.
• Side meetings are subject to the IETF Note Well, which all attendees should be made aware of.
• Side meetings should be open and free to attend to any registered IETF participant.
• Attendance information is not required by the IETF, but if attendance data is collected then any collection must be optional and the organizers are responsible for ensuring that data is managed in compliance with the IETF/IRTF/IAB Privacy Statement.
• Recording of side meetings can only take place after active consent from all participants.
  • If a side meeting is recorded using the IETF Webex accounts, the Secretariat will send meeting organizers a link to the recording within a few days.

Side Meeting Scheduling

To REQUEST and SCHEDULE side meeting space during IETF 125, please visit:
https://sidemeetings.ietf.org/

1. You will be taken to a calendar view to see all scheduled side meetings.

2. Click “Request a Side Meeting” in the upper-right corner; you will be taken to a new page where you will select which side meeting room you’d like to book. Click on your preferred room.

3. Select your preferred time. Please note that if your preferred time slot does not appear as an option, the room is not available at that time.

*Please note that you can select from 1hr, 1h 30m, or 2h time blocks on the left hand side.

4. Complete the required meeting details, and submit your request.

5. Once your request is submitted, the Secretariat will review it and either approve the request or follow up if any additional information is needed.

When submitting your request, please be prepared to provide the following:

• Your name and email address
• Meeting title
• A detailed meeting description
• The relevant IETF area(s)
• A meeting link (if you plan to use a platform other than the provided side meeting Webex account)

The Secretariat will confirm each requested meeting on a first-come, first-served basis. Please contact support@ietf.org with any questions or concerns.

Private Meetings

IETF meeting participants are free to organise private meetings without restriction. If meeting space is required then it may be available as set out in the policy below

Organizations may also request meeting rooms from the venue but IETF contracts frequently require the venue to obtain the approval of the IETF before the request is granted. This policy also covers how that approval is granted.

1. The IETF will charge for the room.
2. Audio visual and food and beverage are arranged through the hotel by the organizer unless agreed otherwise with the meetings team; in which case arrangements shall be made through the IETF and charges from the provider shall be recharged at cost.
3. The Meeting Host, sponsors and the Internet Society have priority for room requests until two weeks prior to the meeting; thereafter space will be provided on a first come, first serve basis. There will be no grandfathering.
4. Activities not aligned with the purposes of the IETF, including trade shows, are not permitted.

Please send an email to Support for any private meeting requests.

Reciprocal Arrangements

The IETF may provide rooms at no charge to other non-profit Internet organizations on a reciprocal basis for rooms received at their meeting events also at no charge. The approval of the IETF Chair or IETF Executive Director is required.