# RustFest 2019 - Scholarship meeting ## 2019-07-25, 10:30 CEST ## Attendees * Pilar * Flaki * Rafaela ## Agenda Flaki: "So, allow me to jot down just a few considerations/talking points for tomorrow: - We have limited budget (usually around 5k total) that we want to distribute well - Free tickets are the "cheapest" so the more tickets we can give away the better - We usually have trouble finding locals to give tickets away to - Usually the problem is that most people will want travel (rather expensive, especially from outside of the continent), and accommodation covered (SUPER expensive, only intercontinental travel is more expensive). - Historically we chosen 1 person from further away, a few from the continent and a few from the region, plus however many tickets we could give away. Figuring out what form our Scholarship manifests (historically: Google Form), and the various deadlines (e.g. considering visas, flight bookings and other criteria) we want to impose. Historically "travel stipend"-scholarships closed somewhat early, while the "free tickets" offer we kept open for rather long enough. Also, selection process. All the thoughts. We had a pretty ad-hoc one in prev years. That should be enough to get your brain cogwheels turning. I'll drop y'all a cal invite for tomorrow's chat." Rome Scholarships call: - https://diversitytickets.org/en/events/258 Blogpost for Paris: - https://blog.rustfest.eu/this-week-in-rustfest-2 Usually it should be: releasing scholarship programme at the same time as ticket sales diversitytickets.org > used since 1st RustFest * other platform? * RustFest tito? Ideally: separate scholarship from giving away free tickets diversitytickets application form: * Ask for travel needs (how much needed?) * Book hotel themselves or not? * Current location? * Already got a ticket? Pilar: scholarship holders - share AirBnB WG Optional: Offer couchsurfing option Establish platform for scholarship holders to chat before the conference > blogpost explaining all this! Put together HackMD for scholarship questions - Flaki will look up last year's form(s) to share w the team Create timeline: * when closing stipend applications * how to award free tickets * invite letter * visa * flight details, book their flights * credit card needed, does Barcelona foundation have one? What happens if a scholarship receiver ends up being a speaker? - we can have that part of the scholarship go back to the pool Reimbursing if they already have a ticket? - how about we just ask in the form if they already have a ticket? ask them how they got it? - saves some awkwardness - allows us to offer reimbursements on a case-by-case basis Reach out to & invite people Reimbursements 2-4 weeks after conference Diversity budget: 3-5(?)k * t-shirt sales from Rome * 10% from full price ticket sales ✅ Yes, looking at roughly 5k budget! Explained in more detail [here](https://rustfest.zulipchat.com/#narrow/stream/194911-RustFest-Barcelona/topic/Diversity.20outreach/near/172027955) If there's leftover money from the budget, we can offer attendees reimbursement of a small amount so they might be able to attend More *local outreach* within Barcelona area - give away free tickets, take care of it earlier Rafaela: providing something more base-level than Rust Bridge for people? (for non-programmers) Flaki: Could be asking too much from people (2 days of the conf + another thing) Pilar: motivate local communities to organize events, meetups even before the conference, engage community to do introductory workshop Pilar reaches out to them Workshop CfP before the conference Way to distribute free tickets **ACTION ITEMS** Add Pilar and Rafaela to @diversity e-mail Flaki sets up tito demo HackMD for scholarship questions: https://hackmd.io/zo63RfbESO6WjnGANOeBkg Flaki shares the Rome form - Here it is: https://docs.google.com/forms/d/1YTONuEdb-d2Jjlx59q7NHypz4_pYcdH6frEVlyNox5s/edit