# RustFest 2020 - meeting 38

###### tags: `rustfest`

**2020-09-15**
11:00 CDT (Mexico City)
13:00 ART (Buenos Aires)
16:00 UTC
18:00 CEST (Berlin)
01:00 JST (Tokyo)

[Updated timeline](https://docs.google.com/spreadsheets/d/1JpeBViX8C5lKCRl-BMWLiPxsffh1DViiPB2hZc6ShP4/)
[Past meetings](https://hackmd.io/WfdkTzJdQjuUeozuYpqMEw?view)
[Zoom](https://zoom.us/j/259035034)

## Attendees

* Stefan
* Tomohide
* Wouter
* Flaki
* Jan-Erik
* Rafaela
* Cybai
* Misaki
* Aya
* Yuki

## Talking points

### New members / teams

* New e-mail channels for Tokyo and Latam team
* See Zulip threads
* Add yourselves to the [contact info sheet](https://docs.google.com/spreadsheets/d/1fDYHtAhRUY6I3QcZ3kSwMf0gREN5_9aap1X0d0W3YQA/edit#gid=0) once you have access to G.Drive :)
* Does everybody have access to Google Drive, Zulip, GitHub etc.?
* If not, please let us know
* [Link to Google Drive](https://drive.google.com/drive/u/1/folders/10kj1K_BM2uCjOgb5NZ4mK46EIQ_4hDjW)
* Weekly meeting time
* For now: Tuesdays, switching on a weekly basis
* Japan-friendly: 12pm CEST / 7pm JST / 7am ART
* LATAM-friendly: 6pm CEST / 1am JST (Wed)/ 1pm ART
* Feel free to suggest a time that is not necessarily convenient for EU-based team members
* New Zulip channel & email aliases for LATAM & APAC teams!
* https://rustfest.zulipchat.com/#narrow/stream/172915-general/topic/Team.20updates

### Sponsorship tiers

* Confirmed sponsors: Centricular, openSuse, Mullvad, ÖBB, Mux, Embark, RedSift. From earlier this year: Mozilla.
* **Total current budget**: 10.350€
* Invoices ready to be sent, waiting for double-check
* More companies to join the budget, tba
* [Updated Budget](https://docs.google.com/spreadsheets/d/1lDjraU4f32DWH4x_3PZMB02YivNRrrU_MHzDp5GvDsg/edit?usp=sharing)
* [Template e-mail to contact sponsors](https://docs.google.com/document/d/1Jf6EdOBsYzRjUbHdTj4Vm1xpc-V7Et0uqEuco6hDDWA/edit) - everybody's welcome to reach out
* Don't forget to put [e-mail] in CC:
* Add the date when you contacted them to our [sponsorship sheet](https://docs.google.com/spreadsheets/d/1KsGC8DpXmV-guZfEGZJt5JY-iYQYDYrraFOFnrsYs4s/edit#gid=0) as well as the contact person + their e-mail
* If a company wants to sponsor, please make sure to get the following details:
* company name and address
* VAT number
* We want new additions to our [possible sponsor list!](https://docs.google.com/spreadsheets/d/1KsGC8DpXmV-guZfEGZJt5JY-iYQYDYrraFOFnrsYs4s/edit?usp=drive_web&ouid=116192070466845230375) - please feel free to add companies that might want to sponsor
* There is currently a lot of companies added, but no contact person / e-mail address
* Please fill in if you have more details :) (mostly companies added by Erwin, Erik, Dirkjan)
* [name=Wouter] will ping Erwin
* Contacts added from Tokyo team: who is reaching out?
* Latam team: If you can think of local companies, please add them [here](https://docs.google.com/spreadsheets/d/1KsGC8DpXmV-guZfEGZJt5JY-iYQYDYrraFOFnrsYs4s/edit#gid=0)
* [name=Wouter] Will double-check the pending invoices.

### Ticket pricing update (from Flaki)

* We have a new Budget (see above)
* The budget now has our actual sponsorship support income
* The ticket sales are realistic projections based on this proposal
* (but also only amount for 20-25% of the budget)
* The budget is currently still missing a couple thousand euros on the income side but based on our ongoing sponsor talks we full expect to balance it out in the next 1-2 weeks.
* All the above means: **I'm confident in our sponsorships and income side enough to propose the below ticket pricing:**
* Two tickets for sale:
* 1) Corporate / Supporter ticket: 100 EUR (plus VAT where applicable)
Explicitly request that people who get the tickets from their company (paid, or reimbursed) they buy these tickets. Also we ask people who want to support the conference and can afford to do so to buy these tickets. The budget projection is 40 of these tickets sold for 4.000 EUR income (but there's no limit)
* 2) Pay-what-you-can ticket: defaults to 0 EUR, but any amount can be specified (plus VAT is added where applicable)
This means that we can offer practically free tickets, without pegging them at e.g. 30 EUR or something (and thus making it feel like there's an "expected" amount to pay for tickets). Besides the people who get their ticket for free we budget for ~ 100 tickets sold for *some* amount of money, we conservatively estimate these will add up to ~1000 EUR income (10 EUR per ticket on average).
* It is very important that we are approaching being fully funded even without any ticket sales!
* not only because offering a 0 EUR ticket is the most inclusive way for ensuring everyone who wants to can attend RustFest Global, but also...
* we won't be able to sell tickets until early October, ~1 month ahead of the conf
* even if we *could* start ticket sales anytime before, people rarely buy online conference tickets ahead of the event
* any actual ticket sales/extra remaining funds can go towards "nice-to-have"-s at the conference or towards supporting future events (by any of the collaborating teams)

### CfP

* [CfP](http://cfp.rustfest.eu/events/2020)
* Latest submissions: 21 proposals
* Not enough, aiming for at least 50
* Usually up to 100
* Posting CfP in different meet up groups
* Posting examples of well received talks to inspire people what interesting topics could be + embedd link to YouTube channel
* Give examples of beginner-friendly talks as well as more advanced ones
* Brainstorm tweets to post later on
* Communicate new mentoring e-mail address
* Work on translations to reach more people
* LATAM team, and Pilar, will be discussing Spanish translation and other local languages

* [name=Wouter] Update mentoring e-mail address on CfP page to [e-mail]

* [name=Wouter] Reach out to potential CfP-committee members.
* [Shortlist](https://docs.google.com/spreadsheets/d/1I1bE0GZaQA82u9jP7rBp4ABh6cH83WdHt_M1mqVGrCo/edit?usp=sharing)
* Updates?
* currently 4 members, with 2 pending, 1 nack
* aiming for ~10 members
* Offer perks for CfP committee members
* Free ticket
* Tokyo + Latam team
* Please reach out to people from your country / continent to submit to the CfP :)
* Pro-actively mention the mentoring program
* People who want help should reach out to [e-mail] (*not* [e-mail])
* Only do this if you're not on the CfP committee
* Also don't mention in weekly meetings for bias reasons
* Latam: already reached out to speakers with previously accepted talks?
* Asking those talks accepted (yes/maybe) to re-submit to our CfP
* Send e-mail: "Would you consider re-submitting your talk to RustFest Global?" and put [e-mail] in CC:
* Create separate thread for previous Latam submissions on Zulip
* Ongoing task: Diversify CfP submissions by reaching out to underrepresented people - LGBTQIA+ (LesbianGayBisexualTransQueerInterAsexual+), BIPoC (Black Indigenous People of Color), women, disabled people etc.
* Sheet to [document diversity outreach](https://docs.google.com/spreadsheets/d/1-YLca0-0hrSDjYCkxiqpLWrjDDNpJ2lFaNxyRMlZcCs/edit#gid=0)
* Reached out to some individuals as well as organizations, CfP has been shared on Twitter
* Who else could we reach out to? Ideas for people (that might know people / have a lot of contacts), organizations etc. that can help spread the word?
* [Open Up Summit, Taipei](https://www.openup.global/)
* [List of Japanese women speakers](https://speakher.jp/)
* Can the Tokyo team check and potentially reach out?
* Updates?
* Women Who Code: Yuli - updates?
* Diversify Tech Newsletter: https://twitter.com/venikunche/status/1303037804641951744
* Check if they tweeted about us
* Reach mutual deal: twittering about each other
* Updates?
* Martina has contacts in the Argentinian community
* Inaki will check with Santiago about progress
* Jan-Erik will contact Brazilian colleague
* Pilar knows someone from Brazil that is based in Sweden and used to organize Women Techmakers
* Inaki offered to help Pilar in CFP translation
* There's a Zulip thread: https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Global.202020/topic/CFP.20l10n.20for.20LATAM.20region

### Social Media

* Feel free to RT anything from `@rustfest`!
* Send Twitter accounts to flaki to get access to TweetDeck

### Website

Quick update from Flaki:
* Agreed with URA design for taking on the design work a new design based on the spec
* `rustfest.global` going live with temporary design this week
* Primarily to host the CFP page and localizations: `rustfest.global/cfp`
* More updates on Zulip later this week!
* Update from Stefan:
* Draft animation can be [watched here](https://data.estada.ch/rfg_intro/out_0001-0250.avi)
* More animations for conference, proposals welcome
* Add localized versions of Code of Conduct and Accessibility info

### Misc

* Team Vote: Should Flaki get ice cream for his efforts during this meeting?
* 🍦🍨🍦🍨🍦
* Ice cream for everyone