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Re: [802SEC] Objectives for remote meeting participation

Other possible disadvantages of online participation are related to potential dominance scenarios:

a) A single large company could have all of its voting members participate online in all of the parallel sessions.  All could then vote on any topic in any room without having to physically move around.
b) If online participants can earn attendance credit towards establishing voting rights, a large company could potentially register thousands of voters without the expense of paying for their travel, hotel stay, and loss of productivity on internal projects.

At a minimum, I feel we should not allow attendance credits towards establishing or maintaining voting rights if you participate online.  We should also strongly consider limiting the ability of physical attendees to the session from online participation, as the online streaming could overwhelm our network, potentially disrupt our meetings, and makes it difficult to plan for appropriately-sized meeting spaces.


On Jun 17, 2016, at 3:20 AM, Stephens, Adrian P <Adrian.P.Stephens@INTEL.COM> wrote:

Hello Pat,
Just to make it clear what we are talking about,  there are logically three types of meeting:
1.       Purely face-to-face
2.       Purely electronic
3.       A mixture of the above
Assuming we are talking only about 3…
Some of the possible advantages of remote participation are:
·         Allow participation for those for whom travel is not possible (e.g. visa problems,  health issues,  family needs,  lack of funds)
·         Allow participation on specific topics for those who wouldn’t attend a whole session (e.g. subject matter expects who are not normally involved)
·         Encourage participation from those who are initially unsure as to whether they want to participate
Some of the possible disadvantages of remote participation are:
·         Logistical difficulties of equal access to debate (e.g., difficult to hear people in the room, more difficult to form a queue)
·         Increased time overhead (e.g. bridge setup issues,  increased dependency on often-fragile infrastructure, interruption from joining and leaving announcements “who joined the bridge?”)
·         Logistical difficulties of finding good meeting times for remote participants
·         Lack of transparency as to who is attending a meeting
·         Reduction of control of things like audio recording
·         Logistical difficulty of recording votes (if allowed) and checking voting status
·         Procedural questions related to paying meeting fee and allowing to vote
I believe the requirements should be stated so as to maximise the advantages and minimize the disadvantages.
The questions to be resolved, in my mind, are:
1.       Does the participant pay a meeting fee,  and can they vote?
2.       Is this a member’s right? – i.e. can a member demand remote access,  or is it in the gift of the chair?
Best Regards,
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From: ***** IEEE 802 Executive Committee List ***** [] On Behalf Of Pat Thaler
Sent: 16 June 2016 23:36
Subject: [802SEC] Objectives for remote meeting participation
Dear Colleagues,
One of my action times resulting from the discussion of remote attendance was to begin a discussion of our objectives for enabling remote participation in face-to-face meetings. Having a clear idea of the objectives should help us in deciding on how to support remote participation.
To kick off discussion, some possible objectives are:
  • Enable remote participation from subject matter experts - especially when they are needed for a targeted discussion that isn't long enough to justify travel For example: 
    • Consideration maintenance item where people who worked on that portion of the standard aren't attending.
    • A topic that needs coordination with experts from an other organization
  • Participation by those who can attend some but not all meetings.
  • Participation in off-cycle interims - sometimes subgroups hold an extra interim to do comment resolution of recirculations or to get extra meeting time.
  • Outreach to people who can't attend meetings - e.g. to the developing world, to academics, etc. (this is one of the reasons that IETF does remote participation.
Please suggest objectives I've missed and comment on which objectives are most important.
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