---
# System prepended metadata

title: RustFest 2020 - meeting 20

---

# RustFest 2020 - meeting 20

2020-03-09, 20:30 CEST

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

## Attendees

* Rafaela
* Alexander
* Jan-Erik
* Wouter
* Nik
* Dirkjan
* Erik
* Martijn
* Flaki

## Talking points

* New team members

    * New potential RustFest team member: Niklas Nik Büchner who is joining the call today

* Timeline 
    * **[SEPTEMBER AVAILABILITY](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Netherlands/topic/September.20date)**

    * [Discuss scenarios regarding Corona Virus (continue discussion on Zulip)](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Netherlands/topic/Coronavirus.20discussion)
    * Flaki came up with alternative proposal in the thread: move on with planning physical conference, but make it remote-friendly
        * Timing: June or September?
        * Encourage more people from the Netherlands and West Germany
        * Suggest to people to book travel later on
        * Avoid booking transatlantic speakers
        * If we decide for date in September, [name=Dirkjan] will reach out to uni for new date
            * Aim for announcement on Wednesday
        * Survey: would previous RustFest attendees be willing to pay for a digital conference? Do research on possible interest
        * Tito: add check-box 
            * *would I be attending the digital conference* or *refund my ticket?* 
            * *digital conference only*
        * Make value & costs of digital conference clear
     * [name=who?] We need to write blog post and announce asap, ideally tomorrow
* Cancellation insurance 
     * [name=Erik] Get an updated quote for the [old one](https://drive.google.com/file/d/1j7WTZ9A0hEgY8P6MgQNh-jFyuL1EsKYz/view) which implies a Corona virus scenario
     * Find trusted sponsor that commits to paying non-refundable fees in case of cancellation
    
* Finances
    * **VAT number is ready!**
        *  We can start using it immediately for invoicing, see [Trello](https://trello.com/c/QkPI1SBf/35-vat-nr)
        * Open point: tax office will let us know by end of the week if it needs to be 9% or 21% for tickets. For sponsoring it is 21%.
    * Barcelona can't transfer the full remaining amount from last year yet because they still have to finish the accounting, but they offered us to transfer 10k for starters and the rest, once finalized, later
        * Go for that option?
    * Written statement regarding venue signed?
    * [name=Wouter] Check roles in foundation.
    * [name=Erik] Contact Erwin ask what his plans are concerning the foundation & RustFest.

* Sponsorships

    * Sponsorship leaflet
        * [name=Erik] created a [draft leaflet](https://hackmd.io/@6kCTvzQOQee9xwqcePiXTw/BJJaD0sm8)
        * Erwins future involvement is unknown/in question right now. Any updates?
        * Two people only is ok
    * Discuss: Have sponsorship contracts this time
        * [name=who] Figure out conference/sponsoring/cancellation policies for scenarios of:
            * both physical and digital
            * digital only
    * Nik will join sponsorship team

* Venues
    * Utrecht University
        * [name=Dirkjan] Get an updated quote from the caterer
    * 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)
        * Dependent on getting Barcelona funds
                
* 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 there garbage bins in the toilets? 
        * Check which busses go on the weekend of the conference, and if they are wheelchair accessible too
        * 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
        * 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.
        
* 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] 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

## Past actions

* [ ] Invoice Barcelona for remaining funds (Rafaela)
* [ ] Add Nik to all relevant channels (Rafaela)
* [ ] Feedback on team availability for September and October on Zulip
* [ ] Get an updated quote for cancellation insurance (Erik)
* [ ] Reach out to uni for new date (Dirkjan)
    * September and October
* [ ] Establish general refund policy for Tito and website (Jan-Erik)
* [x] Get Stripe account ready for NL event (Jan-Erik)
* [ ] [name=Wouter] Ask in Zulip about feedback for impl days venue
* [x] 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
        * Still missing: Dirkjan (bio), Erik, Nik
* [ ] [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
