# RustFest 2020 - meeting 45 (2020-11-03)

###### tags: `rustfest`

- Meeting time:
- 05:00 CST (Mexico City)
- 08:00 ART (Buenos Aires)
- 11:00 UTC
- 12:00 CET (Berlin)
- 13:00 EET (Tallinn)
- 20:00 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)

## Attendees

* Jan-Erik
* Rafaela
* Flaki
* Wouter
* Pilar
* Tomohide
* Inaki
* Alexander
* Yuki
* Stefan
* cybai

## Quick Updates
:::info
*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).*
:::

- 💰 **Confirmed [sponsors](https://docs.google.com/spreadsheets/d/1KsGC8DpXmV-guZfEGZJt5JY-iYQYDYrraFOFnrsYs4s/edit#gid=209203691
): 15** (Σ: 22,500€)
- 💹 **[Budget](https://docs.google.com/spreadsheets/d/1lDjraU4f32DWH4x_3PZMB02YivNRrrU_MHzDp5GvDsg/edit?usp=sharing) status: +5K** (~€39,000 revenue / ~€32,000 projected costs)
Funded! With ongoing ticket sales, we will build a bit of a headroom for incidentals, but currently all costs are budgeted to the best of our knowledge.
- 🎫 **Ticket sales**: 742+ confirmed registrations, incl. lots of paid tickets (Σ income: ~10,000€)
- **Pre-Event:** Success with 30min delay https://youtu.be/Yb-QR3Vm3sk

:::success
*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.*
:::

### Annoucements today

* Ticket claiming
* RustCh.at announcement
* Reject.rs pre-event
* Web Monetization

### Conference day

* It's going to be a long day
* [**Run Book**](https://tmp.fnordig.de/priv/rustfest/global/runbook.pdf)
* This will have all times, speakers, StreamYard links, responsible people, etc.
* Will see more updates this week
* APAC
* MCs
* @Tomohide Takao, @Yuki Toyoda and @chikoski
* Tech responsbile:
* Jan-Erik
* **I need someone else here, too!**
* WhiteCoat wants a phone number they can call in case of emergency
* Volunteers?
* Backup as last resort: Pilar
* Chat moderation
* Yuki
* UTC
* MCs
* Stefan, Pilar
* Sync with LLogiq is planed
* Tech responsbile:
* Jan-Erik
* Flaki
* Chat moderation
* Alexander
* Rafaela
* What do I need to know / do?
* Admin role (full control over chat)
* Handling questions / things people come up with
* Moderator that attendees can approach for questions should point themselves out in the chat frequently
* Calming down conversations
* Mute / kick people
* Take notes (what happened?) if anything happens for follow ups
* **for any incidents at all always take screenshots!**
* LATAM
* Yuli, Tomás, Iñaki
* Tech responsbile:
* Jan-Erik
* Flaki
* Chat moderation
* Alexander
* Rafaela
* Tomás?

* Tech check / introduction to StreamYard, chat system etc. for MCs, moderators etc.
* Sync with Jan-Erik on Friday
* [Organizer Guide](https://hackmd.io/BCyCCKQJT96g7DZjfRj0Zw)

### Pre-Event

* Good to go: Release [Zürisee event](https://www.youtube.com/watch?v=Yb-QR3Vm3sk&feature=youtu.be) on YouTube
* Reject.rs tomorrow (2020-11-04) - CfP Submissions and the Rust Project

### Post-Event planned

* Vienna
* Berlin
* Tallinn

### MC

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

* [Intro Slides](https://docs.google.com/presentation/d/12Cshnt1jhGpLMeZlZdRL95GSda-PHKrMyaWq4Y1l7vM/edit)
* Please extend with what you want to say
* We need to name all sponsors
* Part of the contract!

### Code of Conduct

* @all: Please read once more our [Code of Conduct](https://rustfest.global/code-of-conduct/) before the conference
* Links to translations are broken
* Jan-Erik will fix it
* Needs an update for online conference format
* Rafaela will type up something
* We should point out the people in the chat & the channels where people can approach us in case of any issue - at the start of each block
* Moderator = Awareness?
* Ideally, everyone should be approachable
* Do we want something similar like [JSConf Korea](https://youtu.be/s4RrmlXJPqc?t=3599) (1:03:20)?
* TL;DR: Someone from their team re-citing the CoC and framing the behaviour that is desirable in a video
* No, but live and different for each block instead
* Mention / read this in the conf block intros
* Rafaela will type up something for the slides
* Another example: https://youtu.be/T64Kn4sceR4?t=3642 (React Summit 2020)

### Chat

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

* Please sign up: <https://rustch.at>! Send a message to `@jer:rustch.at`

* Do we have guidelines for how people can ask questions for the MCs to ask?
* e.g. Other conferences have used prefixing with `Q:`
* People that attendees can approach for questions should point themselves out in the chat

This was posted in the React Summit talk channel at the start of each talk.

Flaki: we can use the bot to our advantage to help us pick out questions.

### Other

- Inaki will get a decent photo of himself for the webpage & slides.
- Stefan may print a T-Shirt or two in Zürich, a bit pricy and hard/impossible to ship in time
- We have plans to print shirts / swag after the conference
- For RustFest team members
- For CfP committee 'special edition'
- Sell high-quality hoodies with unique design to fundraise Bay Area Tech Club
- Pilar made Animal Crossing conf swag! Would be super nice to take screenshots together to share them out along with the QR codes for others to wear them too. DM me on Zulip so we can coordinate, and I'll also upload simple screenshots on Zulip (Branding) - Haven't yet because I'm trying to get Poncho to move to my island...
- Pictures? :innocent: - _Coming soon, blame Poncho._
- [name=Wouter] The budget is looking good. Are we going to do stipends for CfP crew members?
- Offer: Either conf ticket + limited edition fancy swag *or* payment?
- [name=Wouter] What is the state of the speaker reimbursements?
- 2 persons so far
- Jan-Erik will mail them
* Ticket sales
* Currently a lot of company tickets are being sold
* We expect free ticket streamers to buy a regular pass during the conference to upgrade their experience

:::info
***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.*
:::