# RustFest 2020 - meeting 27

###### tags: `rustfest`

2020-06-15, 20:30 CEST

[Updated timeline](https://docs.google.com/spreadsheets/d/1JpeBViX8C5lKCRl-BMWLiPxsffh1DViiPB2hZc6ShP4/)
[Past meetings](https://hackmd.io/WfdkTzJdQjuUeozuYpqMEw?view)
[Zoom](https://zoom.us/j/259035034)

## Attendees

- Jan-Erik
- Wouter
- Flaki
- Rafaela
- Alexander
- Jeske
- Stefan

## Talking points

* Date & time
* Naming: **RustFest Global 2020**
* Final date: 7th and 8th November 2020

* Announcement
* Stefan drafted a [blog post](https://github.com/RustFestEU/blog.rustfest.eu/pull/99)
* Review & discuss
* Have it ready and post tomorrow (Tuesday 16th)

* Domain:
* 2020.rustfest.eu
* Jan-Erik takes care

* Financial access
* NL Foundation ("Rust Netherlands")
* Wouter and Dirkjan had a board meeting: they will manage it financially
* Wouter will be secretary and treasurer
* Dirkjan is president
* They will take financial responsibility
* Looking for new board member, but not necessary in particular
* Has money?
* Increase redundancy for access to the bank account
* Run it via Asquera?
* Money from Barcelona received
* We can give money towards the conf for starters, but we also would need to budget for operating costs of Asquera Event
* How much would that me specifically?
* Last year was 10k
* Might be less than that for this time
* Start creating rough budget sheet, so we can estimate costs
* First estimate around 24k
* Foundation expenses should also be included for overviews' sake
* Ticket sales
* Do we have to pay VAT?
* Does it depend on the location of the user?

* CfP
* Leading: Wouter & Martijn
* Make two events for workshops and talks in the CfP app
* Aiming for opening in June (when exactly?)
* Create talk format draft
* Hesitation: too early to push CfP; submissions for Oxidize Global are only few
* First sell/shape conf, then launch CfP
* What kind of conference do we want to have?
* Figure out in the next 1-2 weeks
* Announce speakers after RustConf (end of Aug)?
* Open CfP during month of July

* Format
* Flaki is working on a prototype and will present it soon-ish
* Jan-Erik has a meeting with Suse tomorrow, they are building own tool
* Jan-Erik tried https://theonline.town/ with the rust berlin meetup
* Everybody gets a 2D Avatar
* It is simulating space, so when one moves towards people their videos appear in the client
* Interactivity
* Attendees could call a local phone
* Attendees could ask on a matrix text chat
* Speakers and team should have a direct line
* Tito Tool: vito.community
* Alpha status
* Basically a chat + timetable + stream UI
* Not that different from other tools / quite basic
* Hopin (experienced by Alexander with JamStack Conf)
* 
* Networking pairs one up with a stranger for 5min
* Overall not a great time (the integrated chat is not very useful, the other features are gimmicks)

* Sponsorships
* We want sponsors
* Research
* So far: lots of adhoc, because conferences had to shift
* What do we want to / can we offer to sponsors?
* Shipping swag to attendees?
* Would we have to do the logistics so we keep the data safe?
* GDPR policy
* Offer exposure
* Free tickets
* Branding livestream for platinum sponsor
* Do some research on what other confs offer
* Selling attendee data? -- Big No. Not comfortable
* Let companies sponsor workshop material
* Make sponsors your co-organisers by encouraging them to set-up local initiatives around the conference