# RustFest 2020 - meeting 18

2020-02-24, 20:30 CEST

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

## Attendees
* Dirkjan
* Flaki
* Wouter
* Rafaela
* Alexander
* Erik

## Talking points

* Timeline - Updates?
* If we get a firm written statement, and a timeline for the contract, we can start the announcement.
* [name=Dirkjan] ask about VAT-number again, but last estimate was start of March.
* [name=Erik] Update: I talked to accountant today. She spoke to tax office. It looks like we will get out vat number, but the timeline is unclear. Tax office will call our accountant back this wednesday and give an update on the timeline.
* Confirmation letter is ready, just needs to be signed. Will hopefully happen in the next few days
* [name=Jan-Erik] get Stripe account ready for NL event.

* Venues
* Utrecht University is **confirmed**!
* Update on **contract**?
* [name=Dirkjan] Poke the university with regards to making it formal.
* [name=Dirkjan] Get an updated quote from the caterer
* Two documents from previous years:
* [Catering info](https://hackmd.io/wiHycjcRSN6UR-INsRBFSw?view)
* [Dietary requirements](https://alexwlchan.net/ideas-for-inclusive-events/ideas/dietary-requirements/)
* Frequent updates in Zulip?
* There's a [thread](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Netherlands/topic/Catering)

* **Accessibility**: any updates?
* [name=Dirkjan] will visit university on **28th of February**
* What details do we want to know in advance?
* Write down [here](https://hackmd.io/h19UMvJsR1OKfvx7VULf8Q?view)

* [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. Camera's are available.
* [name=Dirkjan] Chase UU about A/V options
* If Utrecht university students do it, that would be ? €

* Sponsorships

* Updates about **sponsorship leaflet**?
* [name=Erik] is working on it. Got delayed a bit last week. Will finish draft this thursday.
* Erwin(?)-s future involvement is unknown/in question right now
* 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
* Space for 200+ people on 1st day, 100-150 people on 2nd day
* School desk set up
* One/few larg(er) or many smaller rooms?
* There are pros & cons for both
* Maybe ask Zulip so ppl can share their opinion based on previous RF
* Catering requirements
* Beverages (Coffee/tea/water)
* More info [here](https://alexwlchan.net/ideas-for-inclusive-events/short-version/)
* Maybe snacks/biscuits/fruits if possible

* Accommodation - Updates?
* [name=Wouter & Martijn] Search for hotels for speakers
* 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

* Website
* [x] [name=Alexander] Share initial homepage for launch on Zulip
* [ ] [name=Erik] Communicate the sponsorship packages such that it can be added. (but first receive feedback from [name=Rafaela])

* Get insurance ready before we sign venue contract
* [name=Erik]

## Past actions

* [ ] Get initial funds from Mozilla or Barcelona (Rafaela)
* Sent out invoice today
* [ ] [name=Wouter] Get access to bank account (Erwin, Wouter)
* [ ] Look for [keynote speaker(s)](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Netherlands/topic/Keynote.20speaker.20suggestions)
* selected by the team
* take into account diversity
* does not need to be Rust-related / from the Rust-community
* two keynote speakers
* suggestions by Jan-Erik:
* Cecile
* ARM (Jan-Erik will ping Florian for contact)
* [suggestion](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Netherlands/topic/Keynote.20speaker.20suggestions/near/188957198) by Flaki
* [ ] Clear e-mail list and make NL team admins (Jan-Erik)
* Follow up with Wouter and Dirkjan
* [ ] [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
* [ ] [name=Flaki] Will create an expectation documenting regarding the general design and branding of RustFest (not just Netherlands)
* *Still* in progress
* [ ] [name=everyone] impl days venue search + potential hotels

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