---
# System prepended metadata

title: RustFest 2020 - meeting 27
tags: [rustfest]

---

# 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)
        * ![](https://i.imgur.com/sHRpd04.png)
        * 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



