# RustFest 2019 - Meeting 10

###### tags: `rustfest`

## 2019-06-19, 20:00 CEST

* [Zoom Chat](https://zoom.us/j/259035034)
* [Past meetings](https://hackmd.io/U8A7x9sJRaeLQRouNmquIA#)
* [Trello](https://trello.com/b/sQFYmUy8/rustfest-barcelona-2019)

## Attendees
* Roberto
* Alberto
* Ferran
* Stefan
* Jan-Erik
* Flaki
* Angel
* Rafaela

## Agenda

### Payments
* Did Triodos accept the creation of the bank account? (Ferran)
* The problem is not with Triodos, they are open to create it. But Spanish Tax Agency didn't want to offer us the needed documentation.
* What we have:
* Temporary ?NIF?
* Expected time to get the documentation?
* They said that not more than 3 months in the worst case
* Ferran will check other association or organizations that can have a bank account and can collaborate with us. + Will ask also the accountant (about money transfers)

### Venues
* UPC - Campus Nord (Ferran):
I received the first answer with the confirmation today, we still need to check more details and negotiate. They offer us up to 50% reduction if we give a counterpart (some tickets for teachers & students).
* [Prices UPC](https://www.upc.edu/campusnord/ca/espais/tarifes)
* [Preliminary budget UPC](https://docs.google.com/spreadsheets/d/1bMpOmnjLlMtKJ4woW0FjpDCeVypGulS6PhkFf8KpDhQ/edit#gid=0). I'll put it in the same format as Roberto's budget, I didn't have enough time and created that fast.
* I would be nice to have a UPC budget for the 1/2 day format, too. Also we should add more details to the *preliminary budget*.
* Prepare budget compared to Axa + Hotel.
* AV: recording, powerpoint, caption (PiP) services.
* Yes, they also have technical support.
* Accessibility.
* Yes.
* Sponsors space.
* Yes.
* Rooms for workshops, quiet room, childcare.
* Yes.
* Is there any problem with the dates? 9-10 November?
* They said the dates are pre-booked already.
* Are they ok with offering some rooms for the Impl Days too?
* I asked it, waiting for an answer. I think we can ask them to offer this for free (1 or 2 rooms for 100-150 pax).

* **Decision on venue**: Friday - Barcelona team meeting?
* Budget comparison ([AXA](https://docs.google.com/spreadsheets/d/1lFKZ3GC0QiKrghM5g5PqO2US-7Sn35_hRTGAHEoXqtw/edit#gid=0) vs [UPC](https://docs.google.com/spreadsheets/d/1bMpOmnjLlMtKJ4woW0FjpDCeVypGulS6PhkFf8KpDhQ/edit#gid=2021375626)):
* AXA 2x 1/2 days: 14.900 EUR (+7k)
* UPC 2x 1/2 days: 7.600 EUR
* AXA 1+1 day: 11.600 EUR (+5k)
* UPC 1+1 day: 6.500 EUR
* Go with the cheaper University building?
* We need better view of catering options before we can decide (catering for 2 days is potentially 30k+ EUR!)
* We need sponsorships to start trickle in to have a better view at our actual budget (current budget is all hypothetical)

### Catering
* Past references
For RWOT8 event, with a lot of food (we provided too much)
33€/pax

including:
- Cold/How Water supplier + 0,55L pax/day
- Coffee & Tea all day.
- Welcome breakfast at 9.00AM
- Breakfast at 11.30AM
- Lunch at 2PM
- Coffebreak (food) at 17PM

https://catevering.com/catering/33/2179
https://catevering.com/catering/8/2207

#### Plastic Free:
* Vilaplana:
* They confirm they use glass bottles and glass pitchers for water and juices.
* Coffee is served in porcelain cups.
* Food is served in porcelain plates or some biodegradable one-use-only plates.
* Servhos:
* They state they can offer plastic-free events. No details.
* Arcs:
* No info from this caterer.
* Catevering:
* If we use this catering agency (in the UPC option), they manage all to get sustainable options.

#### Specific dietary needs
* Ping the caterers from Axa

* Check alternatives in case we finally move the venue to Campus Nord. (Maybe Ferran has alternatives?)
* With Catevering we only give a list of dietary needs and they try to offer the "minimum viable menu", so we get menus adapted to all without the need of having a lot of different options (ofc, there are always specific options but not too many).

* Rafaela: Since we are approaching the caterers about the environmental issue atm, I think it would also make sense to talk about dietary requirements in advance to see how flexible they are. After last year in Rome where only sugary cookies were offered for the breaks in between and this being criticized in the attendees feedback, I would very much like to avoid this happening again (I didn't enjoy it either). Looking at the Barcelona caterers' menu suggestions it's heading in a similar direction, so I think we should sensibilize them a bit beforehand and see how they react. I wrote up [some things](https://hackmd.io/wiHycjcRSN6UR-INsRBFSw?view) that came to my mind, and some concrete suggestions. Feedback/thoughts?

* Flaki had some thoughts on catering being expensive (Zulip)?

### Accessibility

* Introduce [Color Communication Badges](https://autisticadvocacy.org/wp-content/uploads/2014/02/ColorCommunicationBadges.pdf)?
* Resource has its origins in the autistic community
* Three badges: Green, yellow and red
* Shows preference for interaction (see document above)

* Some useful info on [wheelchair accessibility](https://alexwlchan.net/ideas-for-inclusive-events/ideas/wheelchair-accessibility/)
* Ferran: University is accessible for wheelchairs but I'll check ways from and to spaces, WC,... in UPC

### Sponsorships
* Any news?
* Deliveroo (ferran): I contacted with the technical team and London's marketing responsible, waiting for an answer.
* Adevinta (Christian): I received a positive signal, but it is moving really slow, so nothing settled yet.
* Mullvad (Stefan): Confirmed Silver (3000€), told us to send the invoice
* Mozilla (Jan-Erik): Pending
* Bankaccount
* Sina from Asquera has to check technical/tax stuff for the fallback
* BRC Account: still the same

### Branding
* The first option has failed due to not being able to commit to the dates.

* Plan B in progress, the only problem is that she can design the branding for the end of August.

* Are there any emergency options?
* Do nothing
* Leave the website -> Only logo and/or wallpaper

### Speakers dinner

* Stefan will get quote from circus (food, spectacle)
* Recommend/Tell the speakers that the speakers dinner starts at 19 o'clock
* Please double-check if there are animals involved

### Access to work tools
* Google Drive Rome folder: does Barcelona team have access by now? Important, so they can for example read the attendees feedback from last year and keep it in mind for the Barcelona event. **Yes they have**.

* Some people from the Dutch team would like to get involved and learn from this years conference, can we give them access to the Barcelona channel on Zulip. **Who is the admin? Jan-Erik?**
* "RustFest Barcelona" is a public stream, anyone can join

### Next meeting in BRN
* Next week we're having a new BcnRust meetup (we couldn't find any other date...) so ideally we would like to move next week meeting to Thursday 27th. Someone has an objection, suggestion?
* Ferran: I have a really complicated week and I can't attend it, at that time I'll be in the train participating in the recording of a documentary, I can try to connect by phone for a few.
* Quick Call on Tuesday 25th, 20:00

## Action Items

* ***@Roberto*** will ping the Axa caterers regarding specific dietary needs.
* ***@Ferran*** will prepare a budget for Campus Nord so we can compare and make a final decision.
* Next RustFest Barcelona meeting will take place on **Tuesday**.
* @**Barcelona team**: Read the [attendees feedback](https://drive.google.com/drive/folders/1H_3302CeYyexNgqIFAclZQqA__56o2bo) from the Rome conference for insight and what to think of for this year
* ***@Ferran*** Clarify about the rooms of impl days.
* Feedback on special dietary requirements [document(s)](https://hackmd.io/wiHycjcRSN6UR-INsRBFSw?view) that will be send to the catering appreciated, also feel free to provide additional input