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# System prepended metadata

title: RustFest 2020 - meeting 11

---

# RustFest 2020 - meeting 11

2019-12-30, 20:30 CEST

[Past meetings](https://hackmd.io/WfdkTzJdQjuUeozuYpqMEw?view)

## Attendees
* Martijn
* Dirkjan
* Flaki

## Past actions
* [x] Update budget sheet (Insurance, accountant, VAT discrepancies? etc.)
* [x] Fix bank account statement document (all)
* [ ] Check why some people did not make it tonight (Wouter)
* [x] Create committee interest document (Wouter)
* [ ] Set up checklist / requirements document for potential venues (Jan-Erik)
* [ ] Cross-check other confs in June 2020 (Jan-Erik)
* [x] Set-up NL website (Alexander)
* [ ] New web design > get in touch with Tweede golf for sponsoring (Wouter)
* [x] Update sponsors@ to new set of people (Jan-Erik)
* [x] Add Wouter as Zoho-admin (Jan-Erik)

## Talking points
* Foundation
    * Legal entity
    * Bank account
        * [name=Wouter] Get initial funds from Mozilla or Barcelona.
        * [name=Rafaela] Will link up the budget overview of Barcelona
            * [Budget overview](https://docs.google.com/spreadsheets/d/1Jfhfy5CJeY7OjvF1kKxeLe1w1gPZjMHqOAdkpJXQxLA/edit#gid=366287700)
    * Accountant
* Meetup
    * It is going on right now.
    * **Dirkjan** Send a post to meetup-group as a Call to Arms.
        * Formulated, but did not send it yet.
* Planning
    * https://docs.google.com/spreadsheets/d/1tn21PbARxiMoPMWwFrllTlavV65sPZfAnIuDGpI4W4w/edit#gid=0
    * Are we still on schedule?
        * Probably behind schedule by a bit
        * First priority should be locking down the date/venue
        * [name=Flaki] We should have venue/dates locked down by mid-January
    * Sponsors
        * We should reach start reaching out to sponsors once we have the date
        * We could offer special sponser things like cookie sponsor.
    * December:
        * [x] Review feedback from Barcelona
        * Date, venue, website moved to January
    * January:
        * [ ] Choose date at least
            * [name=Wouter] Oxidize is also in June, so we should coordinate. Get in touch with Florian.
        * [ ] Venue
        * [ ] Website
        * CFP
            * [name=Jan-Erik] Application exists already Jan-Erik can create a new event for this over the holidays.
        * Ticket sale
* Venues
    * Discussion result: *Focus on university offers to get a venue & dates locked down*
    * ~~SS Rotterdam: info on drive, roughly 80k~~
        * ~~[name=Erwin] got price quote~~
        * ~~They also offer rooms, which we could~~
    * Jaarsbeurs
        * > [name=Dirkjan] got an offer from Jaarbeurs, see https://drive.google.com/drive/folders/1ajiAXoC5eIdvnUvmTBCeZqjgqZmoAncP
        * ~34k + VAT
        * One day of talks; one day of workshops
        * Workshops problem: quote is for theater-setup, contrary to school-setup.
        * Wifi
        * Extra mic's
        * Videostreaming
    * ~~Tivoli~~
        * ~50k
~~* max 300 people~~
    * University Utrecht
        * 15.5k
    * University Twente
        * [name=Alexander] asked for a quote.
        * No concrete info about UT yet, they want to meet up. Hopefully next week, otherwise after Christmas holiday
        * Alexander inquired about Speaker/Commitee/Community stays at campus hotel (UParkhotel) they have another 5 day conference from 8-12 june, so no hotelrooms/conference rooms available in that timeframe. 30 rooms available for the night of 5 to 6 june. 3 conference rooms available on Saturday (C1, C2, C3) and all conference rooms available on Sunday.
    * University Eindhoven
        * [name=Wouter] Asked for an official.
    * Klokgebouw Eindhoven, 7k
        * Hall is 3k a day, could get a discount for two days
        * Wifi is included, could get our own A/V team
        * Probably not be a great setup for workshopping
        * Backup option or impl days option
        * See https://www.klokgebouw.nl/Facts

* Date
    * June 6th-7th
    * We communicate `Q2 2020`
    * Focus on **June 2020**
    * Try to pick a date in discussion with picked venue.
    * Really want to pick this date next time.
* Website
    * Is it time to get our website up?
    * Domain works!
        * https://netherlands.rustfest.eu/
    * https://github.com/RustFestEU/netherlands.rustfest.eu
    * Search for someone to do a nice design + wireframe.
        * [name=Wouter] and [name=Martijn] **Ask Tweede golf for sponsoring.**
        * [name=Erwin] Ask UX designer if Erik says no.
        * [name=Flaki & Rafaela] will also be working on finding a designer for upcoming events to create a ongoing/morphing brand for RustFest.
* Sponsors
    * See the planning section for our points on this.
* **Jan-Erik** Transfer of infra
    * *ongoing*
    * [name=Jan-Erik] Added **Wouter** as an admin
    * [name=Jan-Erik] Updated sponsors@ to new set of people.
    * [name=Jan-Erik & Rafaela & Flaki] Will discuss infra in perpetuity.
* Next meeting
    * Proposal was made to Move January meetings ahead one week, with next meeting on January 6
        * with same 2-week cadence
        * focus on async work in Zulip
    * Recurring Google event


🎆 🎆 🎆 **Happy New Year!** 🎆 🎆 🎆