---
# System prepended metadata

title: RustFest 2020 - Post-Conf Meeting (2020-11-24)
tags: [rustfest]

---

# RustFest 2020 - Post-Conf Meeting (2020-11-24)

###### tags: `rustfest`

- Meeting time:
  - 06:00 CST (Mexico City)
  - 09:00 ART (Buenos Aires)
  - 12:00 UTC 
  - 13:00 CET (Berlin)
  - 14:00 EET (Tallinn)
  - 21:00 JST (Tokyo)
- [Zoom](https://us02web.zoom.us/j/81328200017?pwd=REJCeG5BR1Z3KzRNSUZLNWl3alBYdz09) ID: `813 282 000 17`, Passcode: `595443`  -- **CAUTION: NEW MEETING ID!**
- [All meetings notes](https://hackmd.io/WfdkTzJdQjuUeozuYpqMEw?view)

## Attendees

* Stefan
* Jan-Erik
* Rafaela
* Tomohide
* Wouter
* Inaki
* Yuki
* Chiko
* Flaki

## Quick Updates 

- Conf is over!
- We had close to a thousand registrations!
- People to date have streamed 4.250 hours of RustFest Global content!
- On Monday we have thanked our sponsors for supporting the conference, and Embark Studios has [already pledged](https://opencollective.com/rustfest#section-contributors) a 500 EUR monthly sponsorship to support the ongoing RustFest Project effort!

:::success
*Note: anyone can add quick updates ahead of and during the meetings! If you have updates that need no discussion, just drop them in Quick Updates above, otherwise you can add Agenda Items below to have a discussion during the meeting.*
:::

### Thanks

* Thanks to everyone involved! 🙏✨
* People don't want to miss artists performances in future events :) 

### Conf Feedback

* Replay
    * Better playlist overview

### Closing the conference

* Flaki is working on a page to upload sketchnotes, art etc.
* Reimbursements
    * Jan-Erik + wouter
* Any open invoices?
    * Monrhea's invoice bounced, Wouter tried again
* Stripe?
    * Check the funds and transfer them over to the Netherlands Foundation
* Accounting
    * Erik (Rust Netherland) needs to do a final accounting check
    * Making sure there's enough leftover to pay taxes etc.
* Post-process Recordings + release
    * [Notes for required post-process changes](https://docs.google.com/spreadsheets/d/1Byci5qpazAciJH7jtEt1Qe-vvDeht6nboDr29rEWFwQ/edit#gid=0)
    * Downloading the videos requires a script (Jan-Erik is working on it.)

### Post-Events?

* Post-Events 
    * Vienna
    * Berlin
    * Tallinn
        * We might do one in December, but currently very busy with RustFest wrap-up and talk publication, Waasabi polishing & open-sourcing and the RustFest Project work.
    * Netherlands
        * Jeske?
        * Jan-Erik will reach out again
    * Linz
        * Maybe on 17.12. - Stefan is talking to the organisers
    * Zürich
        * Maybe December
* Adding pre-event to RustFest playlist?
    * [Stefan's Talk](https://www.youtube.com/watch?v=Yb-QR3Vm3sk)

### Feedback

* Planning to send out a feedback survey to RustFest Global attendees
    * What would the team be interested in getting feedback for?
        * Favourite talks / artist performances
        * If the attendees would prefer physical, online or hybrid events
        * Anything else?
        * Technical feedback about Wasaabi?
        * Collect questions until end of this week (29th Nov)
* Post-Mortem Document
    * https://docs.google.com/document/d/1bwGTJhSQrd6rFfDlh1t3nZtXqz5MJdl7pYy7p6JsMvY/edit
* In future: Team channel for feedback / photos / fun facts / nice memories
* Work on ideas to improve communication between speakers, attendees etc. in an online format
* Interactive content for breaks (games, interludes etc.) for future
    * "Call for Artists"
    * "Call for Experiences" 

### RustFest Project

A follow-up for [the plan outlined last month](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Global.202020/topic/On.20Yearly.20Operating.20Expenses) to move the RustFest project under community governance and onto more sustainable grounds.

[The Project and next steps are discussed in its own Zulip Stream](https://rustfest.zulipchat.com/#narrow/stream/264748-RustFest-Project)

Feel free to ask/add questions below.


### Announcement today

* RustFest Project: https://twitter.com/RustFest/status/1331191319851655169
    * Moody feeling because it was rushed again
* Questions:
    * **Who owns MTÜ Bay Area Tech Club?**
      Flaki: Bay Area Tech Club is an Estonian non-profit association, it was founded by me and my brother Gábor, initially to serve as the backing company for (the unannounced, and later postponed) BayJSConf JavaScript conference, very much in the same way how the Stichting was create for RustFest Netherlands.
    * **Who is Gábor Szmozsánszky?**
      Flaki: Gábor is my brother and the co-founder of the association. His co-foundership is somewhat accidental (turns out, you can't found an non-profit association without at least two founders), but he also helps with accounting and general management of Bay Area Tech Club.
    * **How should this work?**
      Flaki: The short answer is: we will figure that out in the coming weeks! The longer answer is: Bay Area Tech Club is an umbrella organization to provide a backing company for [multiple projects](https://baytech.community/eng/projects/), but each of these projects have their own budget and their own management. In the coming weeks we will have to design a governance model together that will, among other things, outline how is money handled, budgeted, distributed, who are the decision makers and how can somebody join the decision making body. This is called "Open-" or "[Open Source Governance](https://en.wikipedia.org/wiki/Open-source_governance)", and there are many versions of it used by many projects (Rust's RFC process being one), so we just need to find the one that fits RustFest's goals, principles and operating mode.
    * **How is the money handled?**
      Flaki: All of RustFest's money is to be tracked transparently via its [Open Collective budget](https://opencollective.com/rustfest#section-budget). One of our tasks will be for the coming weeks is to (similarly how we did for RustFest-s) come up with a budget plan for the organization for the next year, taking into account all expected income and the things we plan to spend that money on. Part of developing the open governance model is outlining who has rights within the organization to decide, change and approve this budget allocation and handle payments. Payments are tracked as Open Collective expenses, and once they are approved by a project admin, they are paid out by someone with bank account access (currently: me or Gábor).
    * **Who is employed?**
      Flaki: Noone is employed by the RustFest Project, but I did plan to allow for some of the contributors to be paid for some of the work they are doing. This is, of course, like everything else is subject to the governance model we devise for this organization. This also needs to be budgeted in advance. In general, there might be in te future employed by Bay Area Tech Club itself for administrative work and fundraising, but this is still something we (me and Gábor) need to work out and find funding for. Again, this is separate from the RustFest Project which has its own budget and allocations for that budget go through the (TBD) project leadership.
    * **Where do the current and future funds go?**
    Flaki: The only "current funds" we can rely on are the budget surplus of RustFest Global, the currently projected total surplus is somewhere between 15-16.000 EUR. As discussed previously, after final accounting some of these funds will remain with the Stichting to provide funding for future work or events, the rest will be transferred to Bay Area Tech Club and credited to the RustFest Project's budget. From then on, these funds will be handled according the budgeting and processes outlined in the project governance (see above). We already started fundraising in Open Collective, asking for support from our RustFest Global sponsors, and we plan to do more fundraising activities to establish the 2021 budget baseline for the RustFest Project (see e.g. the post-conference swag plan that is already progressing). All of these funds will go directly into the Project's budget and the RustFest Project's governance body will have full authority over how they are managed.


### Post-conference swag for fundraising

As [mentioned before](https://hackmd.io/pvd77hqkQmqYtAgzpdHFIA?view#Other) we have commissioned an [artist](https://twitter.com/anggatantama) for a RustFest Global-inspired design that we plan to sell as special, limited-edition apparel to celebrate RustFest Global and the RustFest Project transition, and fund the RustFest Project 2021 budget.

[This is discussed in its own Zulip thread in the RustFest Project stream](https://rustfest.zulipchat.com/#narrow/stream/264748-RustFest-Project/topic/Limited.20Edition.20Swag)

Besides selling the t-shirts/hoodies for fundraising, we plan to offer one to every RustFest Global organizer who wants one (free, shipping paid by the conf/the RustFest project budget) and gift one to CfP Committee members for their work.


:::info
***Please add your agenda items!***

*Please remember to have a linked Zulip discussion for your Agenda Items, so they can be discussed asynchronously, and also so that people who cannot attend the in-person meeting are informed of and can discuss the updates.*
:::
