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# System prepended metadata

title: RustFest 2020 - meeting 19

---

# RustFest 2020 - meeting 19

2020-03-02, 20:30 CEST

[Past meetings](https://hackmd.io/WfdkTzJdQjuUeozuYpqMEw?view)
[Zoom](https://zoom.us/j/259035034)

## Attendees

* Rafaela
* Jan-Erik
* Dirkjan
* Alexander
* Martijn
* Jeske
* Flaki
* Erik

## Talking points

* [Discuss scenarios regarding Corona Virus (continue discussion on Zulip)](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Netherlands/topic/Coronavirus.20discussion)
    * [Good article for setting context](https://www.theatlantic.com/health/archive/2020/02/covid-vaccine/607000/)
    * Publish statement "we're monitoring the situation"
        * Make people aware that they may want to book refundable flights/hotels, etc.
    * Cancel policies for venue, tickets, etc.
    * The issue is more in the budget/expectations than with the virus itself
    * What are the Dutch authorities saying about this?
        * Central authoritiy for this is [RIVM](https://www.rivm.nl/). Currently 18 people in NL, no restrictions on events listed on that website yet.
    * Prospects of attendance in NL community?
    * Does insurance cover cancellation of the event?
        * The board member insurance does not. We did get [a quote for a cancellation insurance](https://drive.google.com/file/d/1j7WTZ9A0hEgY8P6MgQNh-jFyuL1EsKYz/view), but it will likely be a lot more expensive now (if even possible to insure)
    * Jan-Erik will talk to Florian, then we can decide if we want to continue
    * Communicate to attendees to book flights, hotel etc. that can be refunded
    * Postponing (to autumn for example) is also still an option which would be less drastic than cancelling
    * Not so much response so far regarding Sweden event aimed at later this year
    
* Timeline 
    * Written statement regarding venue signed?
    * VAT number was estimated to be ready by start of March, any news?
        * It is not ready. The accountant has a direct line to the tax office and will get an update end of the week. Tax office is very busy this time of the year. 
        * Don't start ticket sales until we have VAT number

* Venues
    * Utrecht University
        * [name=Dirkjan] Get an updated quote from the caterer
        * Updates? 
    * Get insurance ready before we sign venue contract
        * [name=?] A foundation board member can approve the quote online, by clicking on the link "Aanvragen", here: https://drive.google.com/file/d/11XSRnKgn7ME1f_WrmjHD5J-jRrbbhnFH/view 
                
* Accessibility: 
    * [name=Dirkjan] and [name=Erik] visited the university on **28th of February**
    * Details [on HackMD](https://hackmd.io/h19UMvJsR1OKfvx7VULf8Q?view)
    * Photos and videos on [Google Drive](https://drive.google.com/drive/folders/196ryuHbMfSVwHtaQm34M-a2seUP7F8vy)
    * Remaining questions:
        * Internet 
        * Toilets: Are all of them non-gendered, as on the photo? Wheelchair accessible? Are there garbage bins in the toilets? (we received a complaint about the latter last year)
            * We can re-label the toilets
        * Check which busses go on the weekend of the conference, and if they are wheelchair accessible too
        > "We aren’t allowed to use tape, but should use “gum stuff”   
        * What exactly is meant by "gum stuff" ?
            * Probably stuff like "Adhesive Putty", e.g. https://www.amazon.com/Scotch-Brand-860-Removable-Multicolor/dp/B000AN7EW4 
        * Is maps and orientation material available?
        * Which address/recipient can we get the sponsor stuff shipped to?
            * Ship to reception, [name=Dirkjan] will find out address
        * Is there space to leave jackets? 
            * Yes, cloth hangers
        * Room to lock stuff already on Friday night?
        
* Tech stuff
    * [name=Jan-Erik] talk with AV-company again about price & conditions
        * If we book our own people, they would bring cameras etc.
        * ~3000€, but [name=Jan-Erik] will reach out again
        * Talked with the company, will give a concrete offer next week. Cameras are available.
        * [name=Dirkjan] Chase UU about A/V options
            * If Utrecht university students do it, that would be ? €
                * They can't do live streaming by default, would probably be more expensive
                * Not a good option
                * They can offer one of their A/V personal for Saturday morning to show us around
                * Live streaming is only add-on, if it's in the budget

* Sponsorships

    * Sponsorship leaflet
        * [name=Erik] created a [draft leaflet](https://hackmd.io/@6kCTvzQOQee9xwqcePiXTw/BJJaD0sm8)
        * [name=Everyone] Provide feedback in the sponsorship thread 
        * [name=Erik] ~~Round sponsorship package pricing to 2-4-6-12k~~
        * Erwins future involvement is unknown/in question right now. Any updates?
            * No updates
            * Wait a week for updates before putting more people on sponsorships.
        
* Impl days
    * Wouter has been looking into places
    * There's a place that could be both impl days venue and hotel
        * Any info on this on Zulip?
    * [name=Jeske] has been [looking into a venue](https://www.liskcenter.io)
    * Requirements:
        * Space for 200+ people on 1st day, 100-150 people on 2nd day
        * School desk set up
        * Catering requirements:
            * Beverages (Coffee/tea/water)
            * Maybe snacks/biscuits/fruits if possible
            * More info [here](https://alexwlchan.net/ideas-for-inclusive-events/short-version/)
        
* Accommodation: Updates?
    * [name=Wouter & Martijn] Search for hotels for speakers
    * Requirements:
        * booking for friday-monday (3 nights)
        * potentially book +1 night for some people (keynotes, speakers traveling from far away) before/after (ask for this in the offer)
        * should be nice-ish.
        * max 150 euro per night.
        * aim for 20 rooms reserved.
        * with some flexibility
        * get booking-code or block-reservation to allow speakers paid by their company book into this reserved block.
        * can really start communicating when we can place a deposit.
        * Near a public transport line that goes to the venue.
        * Search for hotels that can be communicated on the Website as options/recommendations for attendees

* New potential RustFest team member
    * E-mail from Niklas Nik Büchner, see [Zulip thread](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Netherlands/topic/Prospect.20Members)
    * Do we want to tell them about the planned date and invite to team orga?
    * Yes, invite them to attend the meetings
        * [name=Rafaela] will do

* Announcement
    * Publish on Wednesday or Thursday, if everything is ready by then

## Past actions

* [ ] Establish general refund policy (Jan-Erik)
* [ ] Get Stripe account ready for NL event (Jan-Erik)
    * almost done
* [ ] [name=Wouter?] Ask in Zulip about feedback for impl days venue
* [ ] Get initial funds from Mozilla or Barcelona (Rafaela)
    * They received our invoice and will process payment within 45 days
* [x] [name=Wouter] Get access to bank account (Erwin, Wouter)
* [ ] Clear e-mail list and make NL team admins (Jan-Erik)
    * Remove Barcelona people from list (Jan-Erik)
    * Follow up with Wouter and Dirkjan
    * Sync netherlands@ and team@
* [ ] [name=everyone] Provide photos and short text to Alexander for team bios on NL homepage (or add them on GitHub yourself)
    * Overview here: https://github.com/RustFestEU/netherlands.rustfest.eu/tree/master/content/teammembers
    * [name=Rafaela] Ping people on Zulip
        * Couldn't take care of it because I was sick last week, will do this week
        * Still missing: Dirkjan (bio), Jeske?, Jan-Erik (bio), Flaki (bio)... 
* [ ] [name=Flaki] Will create an expectation documenting regarding the general design and branding of RustFest (not just Netherlands)
    * *Still* in progress ("writer's block")

Tasks dependent on **fixed date**:

* [ ] 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)
    * Progress once date is fixed
* [ ] Approach keynote speaker(s)
* [ ] Organize new meet up and date