# RustFest 2020 - meeting 13

2020-01-20, 20:30 CEST

[Past meetings](https://hackmd.io/WfdkTzJdQjuUeozuYpqMEw?view)
[Zoom](https://zoom.us/j/259035034)

## Attendees
* Martijn
* Rafaela
* Wouter
* Ari (Sweden event)
* Jan-Erik
* Alexander
* Jeske
* Imperio
* Dirkjan

## Past actions

* [ ] Send photos to Alexander for team bios on NL homepage
* [ ] Set up checklist / requirements document for potential venues (Jan-Erik)
* [x] Cross-check other confs in June 2020 (Jan-Erik and Wouter)
* [ ] New web design > get in touch with Tweede golf for sponsoring (Wouter and Martijn)
* [ ] Get initial funds from Mozilla or Barcelona (Wouter)
* Pending VAT-number
* [name=Wouter] bother accountant for status update.
* [ ] Get access to bank account (Dirkjan)
* Will discuss with Wouter after meeting.
* [ ] Send a post to meetup-group as a Call to Arms (Dirkjan)
* [ ] Create a new CfP event for 2020 (Jan-Erik)
* currently shut down because it costs money, but ready when we need it
* [ ] Discuss infra in perpetuity (Flaki, Jan-Erik, Rafaela)
* [ ] Clear e-mail list and make NL team admins (Jan-Erik)
* [x] Get in touch with accountant and approve document (Dirkjan)
* [x] Link up the budget overview of Barcelona (Rafaela)
* [ ] Figure out costs & if it's allowed to bring own tech team to Utrecht and Eindhoven university (Dirkjan)

## Talking points
* Foundation
* Legal entity
* Bank account
* [name=Wouter] Get initial funds from Mozilla or Barcelona - 2k
* NL bank details ready? So Rafaela can get in touch with Mozilla
* everything up and running!
* [name=Rafaela] Will link up the budget overview of Barcelona
* [Budget overview](https://docs.google.com/spreadsheets/d/1Jfhfy5CJeY7OjvF1kKxeLe1w1gPZjMHqOAdkpJXQxLA/edit#gid=366287700)
* Accountant: needed for clarifying things regarding VAT, which is needed for invoicing and getting the Mozilla and photographer funds
* She is working on getting a VAT number. It's expected that she will get that sorted in the next couple of weeks

* Planning
* https://docs.google.com/spreadsheets/d/1tn21PbARxiMoPMWwFrllTlavV65sPZfAnIuDGpI4W4w/edit#gid=0
* First priority should be locking down the date/venue
* [name=Flaki] We should have venue/dates locked down by mid-January
* [name=Martijn] Created a overview document for potential venues, venue details and total costs

* Venues
* [Document with requirements](https://docs.google.com/document/d/1dIpdZTsU2VGcJ_rCmLXpNDlwFmcEuvRztKIHjq8GqDI/edit)
* [Venue overview with costs and availability](https://docs.google.com/spreadsheets/d/1TCPNe7-Ei_fHkxjEvR9vXESej-0dcrhwoZvAgeodJ50/edit?usp=sharing)
* 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] Got a Quote, see drive.
* University Utrecht
* [name=Dirkjan] Close down on venue by end of this week if no other quotes come in, so we can move on
* [Cost overview Utrecht](https://docs.google.com/document/d/1Xuqg_trMUY_QivViLT96317b8we9wXUd9OHQRlLQKc8/edit)
* [name=Dirkjan] Check the AV recording/livestream cost, and whether we could access to the site equipment for our own team
* [name=Dirkjan] Can we substitute our own catering?
* [name=Dirkjan] Parking costs?
* [name=Dirkjan] Hallway to congregate/put up sponsor stands
* [name=Dirkjan] Space for impl days

* Date
* We have to pick a date based on the venue availabillity.
* That date is: June 6-7, 2020
* Decision pending between Utrecht and Eindhoven university
* Preference for Utrecht, unless the price suddenly becomes higher then Eindhoven
* Settle this async

* Zoom meetings
* Switch to weekly meetings from now on > Mondays 20:30 CEST

* Website
* Website is under construction at:
* https://github.com/RustFestEU/netherlands.rustfest.eu
* [name=Alexander] Create GitHub issues on what can be done
* [name=Alexander] Send links to Markdown pages for content reviews
* Blockers:
* Search for someone to do a nice design + wireframe.
* Tweeted from RustFest account
* Photo's and bio for the team page
* [name=everyone] send photos to Alexander
* Add CfP as soon as date and venue is set (next ~2 weeks)
* "Talked to one of my colleagues at our company (Tweede golf) about being a sponsor for the website. Like Martijn mentioned elsewhere we are a bit too busy to take it on. Couldn’t guarantee things would get done on time. We’re happy to be a regular sponsor though."
* [name=Alexander] Compose a general list of design-items to do.
* Presentation assistance
* Off-site Marketing
* Website
* CfP
* Etc.?
* [name=Ari] might have contacts
* Go for a simple color change for the time being, get a proper design makeover by end of February

* RustFest Sweden
* Ari suggested November 2020
* alternatively March 2021
* Who else would be in the team?
* some people from Gothenburg
* look for people who are interested to get involved