Guide for IETF 108 Session Chairs

This guide provides information and a short set of actions to review before IETF 108 Online, even if you have participated remotely or chaired sessions at previous IETF meetings--including IETF 107 Virtual.

Key Info

In addition to taking the steps outlined in the Guide for IETF 108 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 108 meeting. It brings together video and audio conferencing, meeting material sharing, text chat, shared notepad capability, and mic queue management. It will also include an experimental tool to replicate hums, which session chairs may choose to use.

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.

More details are available in the Meetecho documentation for IETF.

You are also encouraged to review the IETF 108 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 108, you should test your setup. Follow the steps in Section 5. in the IETF 108 Participant Guide to prepare your set up. A recording of a pre-IETF 108 testing session for chairs is available on YouTube.

3. Prepare for your session

The IETF 108 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

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

Further details are provided in the Meetecho documentation. 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 provides a consolidated view of all the tools and information for the IETF 108 meeting sessions, including audio and video, session participant list, meeting materials, shared session notepad, and experimental humming tool. 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 108 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, conducting hums and other chair features are provided in the Meetecho documentation and will be covered during the testing sessions and added here afterwards.

Test hums before needed: It is useful to provide a test hum to ensure participants are familiar with the experimental tool.

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 108 Online available in a variety of ways, as detailed on the Reporting Issues webpage. Also, Meetecho will be providing real-time monitoring of sessions.