IETF 116 Yokohama Frequently Asked Questions

NOTE: This FAQ will be updated as new information is available. Questions or suggestions are always welcome at: support@ietf.org

Last updated 2023-02-15

Registration

When is meeting registration open?

Registration for the IETF 116 meeting opened 22 November.

Why do I need to sign into Datatracker to register?

All participants, onsite and remote, will need to use Meetecho, the IETF’s meeting platform, which is accessed via Datatracker authentication. Log in to the Datatracker when you register to make sure you’ll be signed in to the correct account to use Meetecho during the meeting. If you don’t already have a Datatracker account, you can easily create an account free of charge.

What else do I have to agree to when I register for onsite participation?

You must also agree to the following statement:

☑️ I will take necessary precautions while attending IETF 116, including complying with all COVID-related requirements that apply to the event venue or that are otherwise communicated to me by the IETF. While taking such precautions may reduce risk, any in person participation includes possible exposure to, and illness from, infectious diseases. By choosing to attend IETF 116 in person, I knowingly and freely assume all such risks related to illness and infectious diseases, such as COVID, even if arising from the negligence or fault of the IETF LLC, or its agents or partners. Further, I waive and release IETF LLC, and its contractors, agents and partners from and against claims arising from injury, loss, sickness or death from contraction or spread of COVID or other communicable disease due to travel to or attendance at an event hosted by the IETF.

Are fee waivers available for IETF 116?

Yes, fee waivers are available for remote participants and you can request your fee waiver here.

Changes and Cancellation

Can I change registration types (e.g. from onsite to remote)?

Yes, absolutely. Anyone who registers as an onsite participant and then needs to participate remotely will get the same fee tier when they convert their registration. For example, if you register and pay for onsite participation during the early bird registration period and then need to convert that to remote participation, you will get the early bird remote participation fee rate even if we are one week from the meeting. To change your registration type, please email support@ietf.org and the Secretariat will help you convert your registration.

Will my meeting registration be refunded if the situation changes close to the meeting?

If the IETF determines that the 116 meeting can no longer be held as a hybrid meeting with participants onsite in Yokohama, we will refund all Onsite Registrations and you will have the option to register as a Remote Participant.

Will my hotel reservation be refunded if I can no longer travel to the meeting?

If you are staying at one of the IETF contracted hotels, please review the guest room cancellation terms provided during the booking process for details. If you are staying at another property, you should closely review their terms.

We recommend that onsite participants consider travel insurance for IETF 116.

Participation

What will the meeting schedule be?

The official meeting agenda is subject to change up to and even during the meeting. PublicSide meetings (non-official meetings organized by participants) are scheduled in the IETF meeting wiki.

How has onsite participation in working sessions changed?

There are a number of changes to the pre-COVID model of onsite participation. There is a separate version of Meetecho for onsite participation designed for mobile and with no sound/video capabilities.

• You will need to use Meetecho to sign the bluesheets
• You will need to join Meetecho queue in order to speak at the microphone instead of just queuing at the mic
• Remote chairs will be able to share and control slides from Meetecho
• Onsite speakers will be able to share and control slides from Meetecho
• You will be able to use Meetecho to participate in the session chat

Can I test this Meetecho before the meeting?

Yes. There are a number of opportunities to prepare for IETF 116 ahead of the meeting. If you are a presenter, you are encouraged to check with the chair of the session to confirm details.

Will there be any change for remote participants?

Yes. With the changes to onsite participation we expect a number of the recurring concerns of remote participants, such as queue/microphone management, to have been mitigated.

Are session chairs or speakers required to participate in person?

No. Onsite participation is not required for anyone, including session chairs. Chairs will be able to use Meetecho to chair their sessions remotely. There are a number of opportunities to prepare for IETF 116 ahead of the meeting.

Travel and Venue

What COVID-related measures are in place for travel and at the meeting venue?

There are specific COVID related requirements for immigration into Japan. Please see the immigration information document for assistance.

For COVID-related information about travel to and at the venue, see the COVID Measures section of this FAQ.

Where can I find more information about the venue and its surroundings?

The IETF 116 meeting host, WIDE Project, has published a website that provides more information about Yokohama and the 116 meeting.

COVID Measures

What are the COVID-specific requirements?

Immigration Requirements:

There are specific COVID related requirements for immigration into Japan. Please see the immigration information document for assistance.

Registration Requirements:

IETF 116 attendees are required to check two boxes during the registration process. The language for these checkboxes are below.

1. I confirm that either a) I am fully vaccinated and boosted with a vaccine from the WHO Emergency Use List; or b) I am unable to be vaccinated or boosted for medical reasons.
2. I will take necessary precautions while attending IETF 116, including complying with all COVID-related requirements that apply to the event venue or that are otherwise communicated to me by the IETF. While taking such precautions may reduce risk, any in person participation includes possible exposure to, and illness from, infectious diseases. By choosing to attend IETF 116 in person, I knowingly and freely assume all such risks related to illness and infectious diseases, such as COVID, even if arising from the negligence or fault of the IETF LLC, or its agents or partners. Further, I waive and release IETF LLC, and its contractors, agents and partners from and against claims arising from injury, loss, sickness or death from contraction or spread of COVID or other communicable disease due to travel to or attendance at an event hosted by the IETF.

Venue Requirements:

The following policy has been set by the Internet Engineering Steering Group (IESG) and IETF Administration LLC:

Masks:

• Masks must be worn in meeting rooms and are recommended for common areas but not required.
• In meeting rooms, masks may briefly be removed for eating and drinking, but that cannot be an excuse to leave them off for long periods.
• In meeting rooms, active speakers, defined as those who are at the front of the room presenting/chairing, or speaking in the mic queue, may remove their mask while speaking.
• No exemptions for mask wearing, medical or otherwise, will be allowed.
• Masks must be equivalent to N95/FFP2 or better, and free masks will be provided.

Tests:

• Tests are not required, but are recommended and free self-tests will be provided.

Social distancing:

• No social distancing is enforced, though rooms will be laid out with greater space between seats than pre-pandemic and free social-distancing comfort badges will be provided (see below)

If you have feedback on this policy, please provide it to admin-discuss@ietf.org

General Japanese Requirements:

While masking is not government mandated, it is socially encouraged nearly everywhere in Japan.

What COVID mitigation services are provided onsite?

The following are available at the registration desk, throughout the course of the meeting:

1. Free FFP2 masks in a variety of colors. We also have clips available for those who find the masks too tight. Please feel free to take a new mask each day or more often if you prefer.
2. Free COVID rapid antigen tests. When we put these out on the tables they disappear quickly so you may need to ask at registration.
3. Free social distancing badges. These are:
   1. Red to indicate that you want those around you to keep their distance. No handshakes.
   2. Yellow to indicate that you are cautious. No handshakes but possible elbow bumps.
   3. Green to indicate that you are not concerned about social distancing.
4. IETF-provided food and beverage service will be self-serve, buffet-style, as is the typical practice. Hand sanitizing stations will be available near all food service and we ask that participants sanitize their hands prior to taking food or drink.

Managing infections

What happens if I test positive for COVID or experience symptoms of COVID when I’m attending IETF 116? 

If you receive a positive test result or suspect that you are positive for COVID-19, please return to your hotel room and contact the Secretariat at support@ietf.org. The Secretariat can provide antigen tests to anyone who needs one. 

We recommend that you have insurance in case you are required to quarantine longer than your expected stay and therefore incur additional cost. If this is not possible or there are complications then please contact us at support@ietf.org to see what support and assistance we can provide.