# RustFest 2020 - meeting 39 (2020-09-22)

###### tags: `rustfest`

- Meeting time:
- 05:00 AM CDT (Mexico City)
- 07:00 AM ART (Buenos Aires)
- 10:00 AM UTC
- 12:00 PM CEST (Berlin)
- 07:00 PM JST (Tokyo)
- [Zoom ID:](https://zoom.us/j/259035034) `259 035 034`
- [All meetings notes](https://hackmd.io/WfdkTzJdQjuUeozuYpqMEw?view)

## Attendees

- Wouter
- Flaki
- Jan-Erik
- Tomohide
- Pilar
- cybai

## Quick Updates
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*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 read, nor discussed during the meating (outside of agenda items).*
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- **Confirmed [sponsors](https://docs.google.com/spreadsheets/d/1KsGC8DpXmV-guZfEGZJt5JY-iYQYDYrraFOFnrsYs4s/edit#gid=209203691
): 10** (Σ: €12,350)
We are still looking for sponsors - [read this if you want to help!](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Global.202020/topic/Sponsors/near/210735153)
Mullvad and Centricular paid 🎉
- **CFP submissions: 37**
We still need more submissions - [please continue the outreach!](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Global.202020/topic/CFP.20Outreach/near/210185206)
- **[Budget](https://docs.google.com/spreadsheets/d/1lDjraU4f32DWH4x_3PZMB02YivNRrrU_MHzDp5GvDsg/edit?usp=sharing) status: -34%** (💹 €23,350 / €31,280 projected)
Currently underfunded, but given the sponsorships in flight we expect this to even out in the coming weeks.
- Received foundation Credit Card.

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*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.*
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## Agenda Items

### Extend the Call for Proposals ==`PROPOSAL`==

:::info
Note: Agenda items marked with ==`PROPOSAL`== result in a decision to be made by the team.
All such agenda items must already have a Zulip discussion thread, that is linked at the top of the issue followed by a short description of the issue. The proposals are initially discussed in Zulip, then in the in-person meeting a decision (resolution) is made which concludes the proposal and the Zulip discussion.
The people present in the meeting can delay the final decision to Zulip (async) or to the next in-person meeting.
All proposals must be made on Zulip at least 1 day ahead of being discussed on a weekly meeting (so people who cannot attend the meeting can share their thoughts on Zulip).
:::

- **[Zulip Discussion]()**
- **Proposal: CfP extension until September 30 CEST midnight (1 week)**
- Why?
- We have 26+ unique submitters to 18-24 slots (37 submissions).
- We need continued outreach, the diversity of submissions is really poor.
- Announce in blog a post with updated presenter perks (see below) on Wednesday afternoon.
- Already submitted talks can still be revised until the new deadline by their submitters
- Draft blogpost: [here](https://hackmd.io/@flaki/HJspilUHv) (see CfP draft below for the updated wording in the Call for Proposals)
- It explains why we couldn't offer extra perks before (TL;DR: we didn't know our budget)
- It tries to encourage people to take on our offer for submitting talks in non-english languages

### Updated CfP text & explicit presenter perks ==`PROPOSAL`==

- **[Zulip Discussion](#cfp-perks)**
- **Proposal: 200+200 EUR explicit speaker stipend & hardware reimbursement for presenters**
- Why?
- Without speakers there's no conference, this should have been in there since the first moment.
- Can we afford this? In short: yes (even if it doesn't look like it). See the [zulip post](#costs) for details.
- Also note: budget costs are "maximum" costs if we have 24 speakers and full 100% of the hardware refunds claimed. Realistically our cost will be more like around ~60-70% of what is budgeted.
- Also, make it more explicit that we accept talks (and CfP-s) in non-english languages
- New CfP draft: [here](https://hackmd.io/@flaki/r1FMDXrSw) (see [diff](https://github.com/rustlang-tokyo/RustFestGlobal2020-CFP/compare/master...flaki:master) for changes)
- Notes
- More active outreach needed to make this successful
- CfP text addition: what happens to the recordings afterwards (youtube + moderated comments)
- "Feel for the conference": introducing the communities we reach (e.g. by team)
- Collect Testimonials for the future

### Website update & translations

- The current version of the CFP and all 5 translations are now live on the interim website:
- https://rustfest.global/cfp/
- The CMS is also deployed but not quite ready for prime time:
- https://cms.rustfest.global/
- I'm going to transfer all important content from the [current site](https://2020.rustfest.eu/) to the new site before we announce the CFP page
- We're going to link the CFP page and translations from the CFP submission app (the app will only have the, English information, possibly shortened):
- https://cfp.rustfest.eu/events/2020
- If the above changes to the CfP text are accepted, **we will need updated translations too**
- For now these could happen in GitHub and I can put them into the CMS to avoid overwriting content (later it will be possible to deploy these collaboratively)
- See the GitHub diff above to see [what changed](https://github.com/flaki/RustFestGlobal2020-CFP/commit/427ea4c7477f19001890439380d7326ef4f6885c#diff-88dd463bb3199380b15c14d3e7948004) for changes)
- Pilar helps with Spanish translation
- Tomohide & cybai for Japanese, Traditional Chinese
- The final website design is progressing, we already have [wireframes](https://github.com/RustFestEU/brand/issues/4#issuecomment-694804396) for the new layout, we are waiting for the first branding updates as well.

### Sponsors
- ~~Wouter to create invoices~~, Jan-Erik will send them out
- There's an invoice draft, it's mostly copy-paste
- Mux asked for invoice and a sponsorship contract
- Send them a detailed invoice instead with addons and see if they complain.
- 2 sponsors already paid

### Collaboration

- Response from Open Up Summit
- Haku/cybai emailed them to ask about their experiences!
- Will discuss on Zulip and Haku/cybai will email them again to discuss more

### [...]

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*please add your agenda items*
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