RIPE 73 Programme Committee Lunch Meeting

Melia Castilla Hotel – Madrid, Spain
Wednesday 26 October 2016, 13:30-15:00

Chair: Benno Overeinder
Present: Shane Kerr, Jelte Jansen, Alex Semenyaka, João Damas, Ondřej Surý, Peter Hessler, Leslie Carr, Marcus Stoegbauer, Jan Zorz, Brian Nisbet
Guests: Hans Petter Holen, Mihnea-Costin Grigore, Nick Hykra, Serge Radovcic, Paul Rendek, Mirjam Kühne
Minutes: Martina de Mas

1. Welcome
2. PC elections
3. Improving the workflow
4. Observations from RIPE 73
5. RIPE Meeting diversity – participants as well as speakers
6. RIPE Meeting location selection process
7. Meeting networking tool feedback
8. Meeting fee for the speakers
9. RIPE 74 planning
10. AOB

1. Welcome
   
   
2. PC elections
   It was noted that they had received very good candidates for the election.
   
   
3. Improving the workflow
   The group discussed improvements to the PC submission system and the RIPE Meeting website. A PC member was selected to liaise with the RIPE NCC's Web Services Department on future improvements.
   
   
4. Observations from RIPE 73
   The group discussed feedback they had received from meeting attendees, which was almost all positive. Other topics included whether to keep a slot reserved for last-minute submissions, the auditorium/microphone/lighting setup at RIPE 73, RIPE Meeting starting times, noting the higher number of newcomers, timekeeping, tutorials.
   
   
5. RIPE Meeting diversity – participants as well as speakers
   A sub-group was formed that will work on developing a strategy to increase diversity over the next several RIPE Meetings. The PC would like the RIPE NCC to commit to working towards set targets and also invest some money where needed (possibly through hiring a consultant with experience in this area).
   
   
6. RIPE Meeting location selection process
   The process was clarified: the RIPE NCC sends out a one-month call for hosts and usually receives three to five offers. RIPE NCC staff then narrowed this down to two options, based on the published list of requirements to host a RIPE Meeting. The RIPE Chair then makes the final decision.
   
   The RIPE NCC agreed to post this process on its website for transparency.
   
   
7. Meeting networking tool feedback
   It was agreed that it would be possible to book side meetings with the meeting tool during plenary sessions at RIPE 74.
   
   
8. Meeting fee for the speakers
   While speakers are expected to pay for RIPE Meeting tickets, there is a process for those who cannot afford tickets – the PC can contact the RIPE Chair who will decide whether to waive the fee.
   
   
9. RIPE 74 planning
   The PC will contact the RIPE 74 host representative to begin planning for the meeting.
   
   
10. AOB
    The PC discussed scheduling their next call.