# Asquera Event meeting #2

## 2020-01-27, 11.20-12.30; 13:20- CEST, Asquera office

## Attendees

* Rafaela
* Flaki
* James
* Jonas
* Sina
* Valentina

# Agenda

# Oxidize

* July, Berlin
* 21/50 Early Bird Tickets sold / 250€ each incl. VAT and everything else
* 100 conf tickets, 50 workshop tickets
* Broke even 2019, 30k total (incl. VAT); Sponsorships: 3500€
* Sponsorships 2020: one person reached out so far
* No travel sponsorships or free tickets in 2019, but rebated tickets at 50€ (students, unemployed, underrepresented people etc.)
* 2019: 1k per workshop trainer, full-day workshops

## Asquera Event

* Double-check the [Info needed for bookings & reimbursement document](https://docs.google.com/document/d/1Bl7VWY71ArCPBCb7GTcMdG14bpMf7BlFhUvmUjpqxas/edit)
* Reimbursements: above 150€ invoice needed with company name on it, below regular receipts sufficient
* Reimbursing scholarship applicants from Asquera Event? > Ask tax accountant, do we have German tax liability? Does it count as income?
* Revenue idea: Asquera Event currently has some funds for starters, make it sustainable this year + profitable in 2021
* Funds left: 9,2k + 5k ticket sales from Tito in Asquera Event
* Adding James to Twist platform; Flaki and Rafaela join their Zulip for Oxidize coordination
* Providing quote for Ferrous (monthly invoices) for organizing Oxidize
* Stripe can only be linked to *one* bank account
* Separating funds on Stripe for better overview is possible
* Asquera Event main bank account, but different sub-bank accounts for better overview and budget separation, but: all of the money comes together in the end
* We need to leave some money in the account for taxes etc. at the end of the year
* Establish recurring online meetings
* Suggested tool for Oxidize (To-Do-Lists): asana.com
* Mid- to late-February: Have final date and venue ready
* To-Do by Monday, 10th February (latest)
* [name=Flaki] Set up budget plan for Oxidize
* [name=Rafaela] Look at German venue proposal
* Dates + venues
* Draft regarding expectations by **February 3rd**
* Numbers/wages for 5 months
* Legal framework, contract between Ferrous and Asquera Events
* What services does Asquera Event offer to Ferrous, and what not?
* Overview of operating costs for Asquera Event
* Create bulletpoint list / shared doc of what needs to be done
* 3 bullet goals:
* Shared communication platform (Zulip, Twist)
* Async communications (Weeklies?)
* Shared doc/bulletpoint list/tasks
* Legal/framework questions: Sina, Felix / Florian in CC
* Sina can put Rafaela in contact with German-speaking tax accountant, but: **we need international tax accountant** who speaks English and knows international taxation rules etc.
* Create bulletpoint list of everywhere where money exchange happens
* Factor in info about different tax regimes
* [name=Rafaela] Look for local tax accountant in Leipzig
* Look for English-speaking tax accountant in Greece

## Asquera Event year planning

* Figure out running costs of Asquera Event in general > can't be answered because it's different every year & depends on what we do
* We need to figure out the costs ourselves
* Global Sponsorships?
* Put on hold until 2021
* Try to make Asq Event sustainable without these

# RustAllHands

* Mozilla is subcontracting Asquera Event to organize RustAllHands
* Status on bank account/debit/credit card for RustAllHands?
* On hold
* VAT on ticket sales in Greece, register for Greek VAT / we need number!
* Create bulletpoint list of expectations between Asquera Event and All Hands / Mozilla

# RustFest

* General Data Protection Regulation for collection attendees info (scholarship awardees etc.)
* Status on separate credit/debit card for RustFest

# Action items

* Bullet point expectation list + How much money for how many hours
* Find international tax accountant
*

# NOTES meeting Rafaela + Flaki

* Pass on some work to local team (invoicing etc.)
* Separate time tracking for RustAllHands (Rafaela)
* How to make Asquera Events sustainable: RustFest + RustAllHands + Oxidize (minimum: +-zero) (+Global Sponsorships)
* Potentially in future: if enough income from other sources to cover all Asquera Events sources, not charge RustFest and gifting our work
* Problematic: Some people have paid positions, some people not
* Customer Relations Management System / Global Sponsorships : connecting sponsors to confs as service, establishing contacts
* Leftovers ballpark figures after Oxidize?
* Profit for Oxidize to make Asquera Events sustainable
* Async Oxidize in Fall 2020
* 20k Remaining funds from RustFest Barcelona: How much for RustFest NL and how much for Asquera Event / establish policy = 50%/50%
* What if future RustFest teams don't meet sponsorship goals? Think about policies
* Hire long-term designer for branding (**graphics designer** vs. web designer) > new tweet / ask for portfolio : looking for someone to work with us on long-term branding

* Selling tickets in Greece > Figure out taxes, regulations?
* Focus on Rust All Hands 2021 instead
* Reach out to Erin > who needs travel assistence?
* Possible to sell tickes without VAT number (or only later on?)
* Separate time tracking for RustAllHands
*