# RustFest 2020 - meeting 17

2020-02-17, 20:30 CEST

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

## Attendees

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

## Talking points

* Timeline
* RustFest is supposed to happen in 3 1/2 months and timing starts to get rather tight
* We should move forward ASAP
* Blocking the announcement & starting on formalization.
* 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=Jan-Erik] get Stripe account ready for NL event.

* Venues
* Utrecht University is **confirmed**!
* Update on **contract**?
* [name=everyone & Wouter] impl days venue search
* [name=Dirkjan] Poke the university with regards to making it formal.
* A professor of the university has to write up a document
* Set up informal document of confirmation in the mean time / written agreement?
* [name=Dirkjan] will ask how long this will roughly take
* [name=Dirkjan] Get an updated quote from the caterer
* Details?
* Requirements:
* Separate portions for extra dietary requirements (no nuts, gluten free, lactose free)
* I'd advise against this and rather have a general vegan-vegetarian dish for majority, makes it easier, because everyone could technically eat this (less excluding than having mainly meat-dairy-dishes)
* Vegan and/or vegetarian options? Separate costs and full vegan for all with a meatish side-dish.
* Extra coffee caterer or espresso + cappuccino options?
* We do have a coffee sponsor (Techno Creatives)
* Two additional food moments next to lunch.
* Diet requirements for [Rome](https://drive.google.com/file/d/11L5uHJT-9bMYctobbiv2iJRiFLe1UiLL/view?usp=sharing) and [Barcelona](https://docs.google.com/spreadsheets/d/1UFGn3UOPEwZ3eQHmHCCbTaoqirvHZveJZTApbY02tBY/edit#gid=0)
* Options for climate-friendliness

* **Accessibility**: any updates?
* Is public transport in Utrecht wheelchair accessible? (elevators available? stairs?)
* [name=Dirkjan] Check & walk the path from bus/tram stop to university and within the university itself; are there any stairs etc.? Take photos + write short text describing this for homepage
* Take pictures / video of location
* Where to put up signs at the day of the conf etc.
* [name=Dirkjan] will do this on **28th of February**
* Wheelmap (thanks Jan-Erik)
* Educatorium https://wheelmap.org/nodes/pispxbh5bG37Y5BgF
* Marinus Ruppertgebouw https://wheelmap.org/nodes/B7EB5KKddg8daonJH

* [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 ? €

* Impl Days venue
* The Hague venue:
* Twitter poll: Would people like this idea?
* Blocked on announcing Utrecht
* Do this once the date is officially confirmed
* impl days search: [name=Wouter] + [name=Jeske]
* impl days shouldn't be a blocker, it's still optional and "best effort" after all
* we could also do one day only

* Sponsorships

* Updates about **sponsorship leaflet**?
* [name=Erik] will work on it this week
* Previous sponsorship discussion meetings:
* [Zoom](https://hackmd.io/@6kCTvzQOQee9xwqcePiXTw/Hkkv87lz8)
* [In-person](https://hackmd.io/@6kCTvzQOQee9xwqcePiXTw/rywP8KFfL)
* [name=everyone] Provide feedback on sponsorship packages etc.
* Discuss [budget](https://docs.google.com/spreadsheets/d/1lDjraU4f32DWH4x_3PZMB02YivNRrrU_MHzDp5GvDsg/edit#gid=366287700)
* [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
* Put accessibility info on homepage
* Update for date + venue info.
* Nice pictures of Utrecht + info about city.
* Unsplash
* https://www.utrechtmarketing.nl/merk-utrecht/toolkit
* Info: https://www.bezoek-utrecht.nl/
* Public transit overview and accessibility.
* [name=Dirkjan, Martijn]
* [name=Alexander] -> Biggest hurdle is content
* Policies
* Some updates necessary
* Some updates depend on the venue
* [name=Flaki] wants us to adopt a [Climate Policy similar to this](https://newadventuresconf.com/2020/climate/)
* [ ] [name=Alexander] Share initial homepage for launch on Zulip

## Past actions

* [ ] Get initial funds from Mozilla or Barcelona (Rafaela)
* **No answer** from Mozilla so far, reached out 1 week ago. Anybody got contacts?
* [name=Jan-Erik] I'll take care of that. Leah Phelps was the contact?
* Yes, but wondering: why does the Barcelona sponsorship document state Lucie Click ([e-mail]) as contact?
* [ ] [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)
* [ ] 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)
* In progress, picking this up again this week
* [ ] [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