# RustFest 2020 - meeting 42 (2020-10-13)

###### tags: `rustfest`

- Meeting time:
- 11:00 am CDT (Mexico City)
- 01:00 pm ART (Buenos Aires)
- 16:00 pm UTC
- 18:00 pm CEST (Berlin)
- 01:00 am JST (Tokyo)
- [Zoom](https://us02web.zoom.us/j/81328200017?pwd=REJCeG5BR1Z3KzRNSUZLNWl3alBYdz09
) ID: `813 282 000 17`, Passcode: `595443` -- **CAUTION: NEW MEETING ID!**
- [All meetings notes](https://hackmd.io/WfdkTzJdQjuUeozuYpqMEw?view)

## Quick Updates
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*Note: Quick Updates is a new addition to our meeting agendas. Here you can post your updates that everyone can read before the meeting. These updates are not discussed during the meeting (except if there are related agenda items).*
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- 💰 **Confirmed [sponsors](https://docs.google.com/spreadsheets/d/1KsGC8DpXmV-guZfEGZJt5JY-iYQYDYrraFOFnrsYs4s/edit#gid=209203691
): 14** (Σ: 16,350€)
* We are still looking for sponsors - [read this if you want to help!](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Global.202020/topic/Sponsors/near/210735153)
- 💹 **[Budget](https://docs.google.com/spreadsheets/d/1lDjraU4f32DWH4x_3PZMB02YivNRrrU_MHzDp5GvDsg/edit?usp=sharing) status: +2%** (€27,350 revenue / €26,710 projected costs)
FUNDED! And we still have a couple sponsorships in flight. Be sure to check out this week's [budget update](#Budget-update).
- Checked with accountant on [VAT-related issues for each case](https://docs.google.com/document/d/18p2nujEtcMt8ko0YwNuiXQeeWg3ArqqSWv7J7dRDiEA/edit?usp=sharing). Will check with accountant for ticket payment service.

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*Note: anyone can add quick updates ahead of and during the meetings! If you have updates that need no discussion, just drop them in Quick Updates above, otherwise you can add Agenda Items below to have a discussion during the meeting.*
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## Attendees

* Wouter
* Jan-Erik
* Tomohide
* Rafaela
* cybai
* Flaki
* Micah

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*Note: Attendee list moved under quick updates so those are more prominent on the top of the agenda, and easier to scan after the meeting (not getting pushed down by the attendee list).*
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## Agenda Items

### Team members

* New potential team member: Micah, based in Toronto
* wants to help out with running & moderating the conference in the America block
* Software developer at Mozilla
* Attended RustConf and is now interested in getting involved
* Rafaela will add Micah to Zulip etc.

### Accountant meeting / Ticket

* See [document](https://docs.google.com/document/d/18p2nujEtcMt8ko0YwNuiXQeeWg3ArqqSWv7J7dRDiEA/edit?usp=sharing) in *Quick Updates* for info
* Updates from accountant?
* Ticket sales
* How does it work with 0€ & and "pay what you can" tickets
* Quaderno suitable tool?
* They figure out individual VAT for each country
* Great service, but they keep track of spending levels in each country
* Once a certain amount is reached, they will do a cut in receiving money
* Double-check the dashboard / overview per country
* [name=Flaki] will add Wouter to Quaderno for insight

### Speakers
[Zulip discussion](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Global.202020/topic/CfP)

* Speaker selection
* [Selection](https://hackmd.io/q6av8RU_TOCNWkjVMOBaDA)
* 20-21 talks out of 81 selected across 3 blocks
* 6-7 talks waitlisted
* 4h 40min discussion
* Diversity?

* Announcements
* Probably next week
* Interludes
* [llogiq](https://twitter.com/llogiq) -- Rust in Rhymes
* MC at previous RustFests
* Asked to split up his talk into interludes, so we have some entertainment in between the talks

### Translations

* 3 Japanese talks
* Need: transcription/translator for these
* Pay for someone professional
* [name=Jan-Erik] will create thread on Zulip

### Pre-events
[Zulip thread](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Global.202020/topic/Pre-conference.20events)

Pre-events are free to attend, will be used to test our infrastructure before the conference.

- Please continue outreach to local groups! :)
- Speakers for pre-events from list of non-accepted CfP submitters.
- :question: from [name=Flaki] Maybe we want post-events?

### Branding / Website updates

* Flaki is busy working on the new website
* Separate update tomorrow

### Budget update

- "Operating expenses" gone! Why? Read the details of this change [on Zulip](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Global.202020/topic/On.20Yearly.20Operating.20Expenses/near/213188387)
- Planning to move RustFest organization work to a non-profit foundation
- This work will be funded by the foundation instead of the RustFest budget
- This change already puts us into POSITIVE budget and we still have a couple more sponsorships in flight!
- This change also enables "nice-to-have"-s we were planning for some time already:
- Paying local organizers!
- 170 EUR for up to three people working on one of the conference blocks (studio operation, MC, social media/chat moderation roles)
- Paying in-break experiences/artists
- Currently budgeted 6x500 EUR (two 30-minute session for each block, one in lunch and one at the end of the block)
- See the pre-selection of artists on our [Zulip](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Global.202020/topic/Break.20Content) - opinions? Still looking for more suggestions, especially local ones to APAC and LATAM. Ideas?
- DJ Dibs seems interested, planning to reach out to the rest of the artists tomorrow if there's no hesitations
- Live-streamed sketchnoting!
- We already have someone for Europe - see [Malweene's work from RustFest Paris!](https://www.youtube.com/watch?v=23lRkdDXqY0)
- **Still looking for two more sketchnoters for APAC & LATAM!**
- We will live-streamed the sketchnoters as they draw their drawings
- I know a few other conferences (both [in-person](https://twitter.com/saltnburnem/status/1116308878898147335) & [online](https://twitter.com/slsoftworks/status/1300906963698700295)) who have experimented with live sketchnotes before, it's really cool!
- This will be shown in a separate window on the stream (people can turn it off if they want)
- Sketchnotes will be posted on Twitter & talk pages, and used in published videos

### Ticket sales
[Zulip Thread](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Global.202020/topic/Tickets)

- Quaderno is set up: [here is a test ticket](https://rustfest.quadernoapp.com/checkout/session/d73e5d734f4190d9349b692b454d0eefdbaa499e/init)
- :grey_question: to [name=Wouter]:
I don't think we need to register for [VAT MOSS](vat_on_digital_services) because we ourselves are based in the EU (but might be worth asking the accountant)? -- [Quaderno Netherlands guide](https://quaderno.io/resources/worldwide-tax-guides/netherlands-vat-guide.html)
- I don't think "pay what you want" is supported by Quaderno (emailed them to ask), BUT we CAN do 0€ tickets as separate tickets or via discount codes.
- Will probably push out ticket sales to Friday or next week
- Current thinking:
- "Pay what you can" tickets for a *limited time only*:
- 0€, 10€, 20€ ticket links on the website
- these ticket option expire before the conference
- probably on or around Nov. 1. (in ~2 weeks)
- 30€ ticket option ('regular ticket') is also live and remains live throughout November
- People can sign up to watch talks even after the conference
- We might even have "post-events" with new talks if we can't fit all speakers in pre-events
- 100€ ticket option ('corporate ticket')
- for people who are getting a reimbursement from their employer, or who want to support RustFest
- no extra perks compared to the 30€ ticket
- **BUT still even without a ticket:**
- the conference still streams for free on the website
- talks are still released for free on YouTube in December
- VAT is always automatically added on top by the ticketing system
- people need to give us credit card information (a limitation of Quaderno) even for 0€ tickets
- this is not as bad as it sounds, it would be hard to deal with "ticket spam" if it was too easy to buy a 0€ ticket
- we can leave a note on the website that says:
> "if you are unable to buy your 0€ ticket on the website for some reason please reach out to team@rustfest..."
- we can still have "private" free links after the public ones expire, e.g. to local communities, for raffle and similar, just ping anyone with ticket access (Flaki/Jan-Erik/Rafaela/Wouter)
- everyone who has a ticket gets Web Monetization coupons (0€ tickets too!)
- **What do you all think? Please share your thoughts in [Zulip!](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Global.202020/topic/Tickets)**

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***Please add your agenda items!***

*Please remember to have a linked Zulip discussion for your Agenda Items, so they can be discussed asynchronously, and also so that people who cannot attend the in-person meeting are informed of and can discuss the updates.*
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