# RustFest 2020 - meeting 15 2020-02-03, 20:30 CEST [Past meetings](https://hackmd.io/WfdkTzJdQjuUeozuYpqMEw?view) [Zoom](https://zoom.us/j/259035034) ## Attendees * Wouter * Martijn * Alexander * Rafaela * Jeske * Flaki ## Talking points * Foundation * Legal entity * VAT number ready? * It will probably take 6+ weeks (Jan 20 => March 2) before the tax office will approve * Accountant will keep trying to reach tax office and speed things up * We could try to invoice with only the (approved) fiscal number. The sponsor would have to agree with that. * Can we already claim the remaining 2k from Mozilla (based in the US), regarding the fact that they are not subject to VAT anyway? * [name=Erik] Question for NL accountant? * Venues * Utrecht University is **confirmed**! * Details? * Date June 6-7th 2020 confirmed? * Wheelchair accessibility * Main talks will take place in Megaron, which is in the building [Educatorium](https://students.uu.nl/en/educatorium) - information on homepage looks good * Has anyone been at Utrecht university or will be soon-ish? * Is public transport in Utrecht wheelchair accessible? * What about the path from the tram and bus stop to the University? * [name=Dirkjan] based in Utrecht - check & walk the path * [name=Dirkjan] talk with AV-company again about price & conditions. * [name=Jan-Erik] ask whether AV-equipment includes camera's * Location for impl days? * Requirements: * Wheelchair accessible * Monday 200 people, Tuesday 100 people * Ideally classroom style set-up that allows group-work * Possibility for snacks/coffee/tea would be great * The Hague university for free during weekdays. * [name=Anyone!] Look for nice venues. * Sponsorships * There will be a [sponsorship discussion meeting](https://hackmd.io/@6kCTvzQOQee9xwqcePiXTw/Hkkv87lz8) tomorrow @ 20:00, everyone who is interested / wants to get involved is welcome to join. * Social Media * Tweet regarding date + venue. * [name=Dirkjan & Wouter] Poke the university with regards to making it formal. * [name=Wouter] Add to Rust calendar once formalized. * Find a person who would mainly be in charge of Social Media ([Tweets](https://twitter.com/RustFest), [Rust Fest blog](https://blog.rustfest.eu/), Newsletter) * [name=Rafaela, Flaki] Send email around / Zulip thread * Weekly turns regarding Social Media responsibility? * [Website](https://github.com/RustFestEU/netherlands.rustfest.eu) is under construction * Has everyone provided photos and self-description for team about page? * No * [name=Everyone] Please check your team page. We'll merge & close issue soon. * Update for date + venue info. * Do not push it to public repo for weeks before actual announcement. * Nice pictures of Utrecht + info about city. * Public transit overview and accessibility. * Search for someone to do a nice design + wireframe - updates? * Are we making any use of the DM offers we received on Twitter? * Martijn suggested those people: * Karen Rustad Tölva, the creator of Ferris. See https://rustacean.net/ + https://aldeka.net/ * Esther Arzola, based in the UK. See https://biscuittowndesigns.com/ferris-the-professional * [name=Flaki] Will create an expectation documenting regarding the general design and branding of RustFest (not just Netherlands). * [name=Martijn] Reaching out to them as soon as expectation document is ready * Rough time-schedule for launching the website? * [name=Wouter & Rafaela] Content-review for policies. They can be found (with some notes) [in the PR](https://github.com/RustFestEU/netherlands.rustfest.eu/pull/19) ## Past actions * [ ] Get initial funds from Mozilla or Barcelona (Wouter, Rafaela) * [ ] [name=Erik] Ask NL accountant if we can go ahead claiming Mozilla funds without VAT ready * [ ] [name=Wouter] Get access to bank account (Erwin, Wouter) * [ ] Send a post to meetup-group as a Call to Arms when venue and date are confirmed (Dirkjan) * [ ] Create a new CfP event for 2020 (Jan-Erik) * [ ] Clear e-mail list and make NL team admins (Jan-Erik) * [ ] Figure out costs & if it's allowed to bring own tech team to Utrecht university (Dirkjan) * AV team from previous RustFests is available again for a reasonable price (<€5000,-) * [ ] Ask whether the previous RustFest AV team is able to bring camera equipment (and what they would expect the venue to have if anything) (Jan-Erik) * [ ] Send photos to Alexander for team bios on NL homepage (or add them on GitHub yourself)