Submitting Meeting Materials for IETF Working Group and BOF Sessions

Submitting Meeting Materials for
IETF Working Group and BOF Sessions


IETF meeting materials include: All meeting materials for working group sessions and approved BOF sessions may be submitted to the IETF Secretariat using the IETF Meeting Materials Management Tool, a Web-based tool for making meeting materials available to the community before, during, and after an IETF meeting, and for forwarding them to the Secretariat for inclusion in the IETF meeting proceedings. For more information about this tool, please visit:

http://www.ietf.org/instructions/meeting_materials_tool.html

Submitting Agendas

For the convenience of meeting attendees, please submit the agendas for your working group sessions as early as possible, but by no later than 12:00 ET (17:00 GMT) on the Monday of the week preceding the IETF Meeting. If you prefer to submit your agenda via e-mail rather than using the "IETF Meeting Materials Management Tool," then please send it to agenda@ietf.org.

The "IETF Meeting Materials Management Tool" cannot be used to upload your BOF materials until the BOF has been approved by an IETF Area Director. Since the proposed agenda for a BOF MUST accompany the request for a slot, the initial agenda for your BOF session will always be submitted to the Secretariat via e-mail. Once your BOF has been approved, you may use the "Meeting Materials Management Tool" to submit revised versions of the agenda.

Submitting Minutes and Presentation Slides

Please submit your minutes and presentation slides for inclusion in the IETF meeting proceedings by no later than four weeks from the Friday of the meeting week at 17:00 ET (21:00 GMT). If you prefer to submit your minutes and presentation slides via e-mail rather than using the "IETF Meeting Materials Management Tool," then please send them to proceedings@ietf.org. To ensure that your materials are not flagged as SPAM, please use "IETF-XX Proceedings Submission" as the "Subject" line. (Where XX is the meeting number).

Submission of minutes is mandatory.

Minutes may be submitted in plain text (Unix/Mac/Dos) or in simple HTML with NO style sheets. Minutes submitted with style sheets WILL BE converted to plain text. Therefore, if you are concerned about preserving the formatting of your minutes, then please submit them in simple HTML.

Submission of presentation slides is optional.

Presentation slides may be submitted in any of the following formats:
  • .TXT Plain text (Unix / Mac / Dos)
  • .DOC MS Word Document (v 95 - latest version)
  • .PDF Adobe Portable Document Format (Acrobat 3 - latest version)
  • .PPT MS PowerPoint (v 95 - latest version)
For incorporation into the proceedings, presentation slides submitted in ppt and doc WILL BE converted to html and pdf, respectively.

When submitting slides for multiple presentations, please indicate the order that the presentations should appear in the proceedings. If you use the "IETF Meeting Materials Management Tool" to submit your presentation slides, then you can order the presentations via the interface provided. If you submit your presentation slides by e-mail, then please indicate the desired order by completing a "Proceedings Submission Form." For your convenience, "Proceedings Submission Forms" are available on line in two file formats:

PDF: http://www.ietf.org/instructions/proxform.pdf

Microsoft Word: http://www.ietf.org/instructions/proxform.doc

Either version of the form may be printed in advance, completed on site, and turned in at the registration desk following the conclusion of your working group session. The Word form may also be completed electronically and submitted by e-mail along with the presentation slides. Please note that hard copies of the "Proceedings Submission Forms" will no longer be provided in the meeting rooms.

Posting of Materials on the IETF Web Site

All meeting materials will be posted on the "IETF Meeting Materials" Web page. The URL for the "IETF Meeting Materials" Web page is:

https://datatracker.ietf.org/public/meeting_materials.cgi?meeting_num=XX (where XX is the number of the meeting, e.g., "64" for IETF-64).

If you submit your meeting materials using the "IETF Meeting Materials Management Tool," then they will be posted on the "IETF Meeting Materials" Web page in their original formats and made available to the public as soon as they are uploaded. For incorporation into the proceedings, they will be processed to conform with established proceedings standards ( as described above).

If you submit your meeting materials via e-mail, then they will be processed to conform with established proceedings standards prior to being posted, and will be available on the "IETF Meeting Materials" Web page within 48 hours after receipt.

Please review your processed materials on line and send any corrections to
proceedings@ietf.org. The deadline for submitting corrections is two weeks from the submission deadline (or six weeks from the Friday of the meeting week).