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# System prepended metadata

title: RustFest 2020 - meeting 15

---

# 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)
