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# System prepended metadata

title: Draft for Scholarship Application form

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# Draft for Scholarship Application form

## Blog/Announcement/Detailed Rules for the website etc.

- TODO:
    - Talk about our commitments to diversity & accessibility
    - Talk about self-booking (reimbursement) or RustFest-booked options
    - Talk about the Airbnb option
    - Talk about reimbursement limits
    - Talk about what can be reimbursed (e.g. meals, local transportation etc.) in the stipend
    - Talk about invite letters and visa support
    - Talk about contributions how to contribute to the scholarship fund


## Questions

> Note: feel free to shuffle these questions around if you feel another order makes more sense.
`rafaela:` moved self-booking/RustFest-booked to the second position.

### The Applicant is...

 * [ ] ...is a member of an underrepresented minority in tech
 * [ ] ...is disabled
 * [ ] ...couldn’t afford to attend the conference without a scholarship

_Please note: The answer given to this question is only used for statistics purposes. Answering this question has no influence on the evaluation of the application. Answers are collected on a self-reported basis, feel free to check any number of boxes that apply (and that you are comfortable with), or none at all._

> **Discussion**:  
>  `flaki:` Since now we only have one unified "scholarship", do we want to ask for what grounds are they applying on? This would be interesting from a data standpoint, whether or not we want to use this information during the evaluation of applications. Could keep this really generic, and optional, or maybe we should just omit it altogether..?
>  `rafaela:` I'd keep it, would be interesting to know from which backgrounds people apply.

### Do you need a ticket for the conference?
- No, I already have a ticket.
- Yes, I would like to request a free ticket.

> **Discussion**:  
> `flaki:` Was thinking if we want to add another option (e.g. "I would like a discount" or something) but at our ticket price (100 EUR for community tickets) it doesn't really make sense.
> `flaki:` We could potentially offer to reimburse awardees tickets who select "No, I have a ticket". One situation when this would make sense (mentioned by Pilar) was if someone was gifted a ticket by a friend/family member, but they apply to the Scholarship to get sponsorship for the travel costs.
> 

### Where would you be traveling from (city/country or airport):
[______________________] text input

### Do you need our help covering travel costs?
- Yes, I would prefer my travel be booked by the conference
- Yes, I will book my travel and would request to be reimbursed after the conference
- No, I don’t need to travel/will arrange my own travel

We offer up to 400 EUR for regional/European travel and 800 EUR for awardees needing inter-continental travel. Beyond core travel costs, we offer a 100 EUR stipend for other costs (e.g. meals around the conference, local transportation, airport transfer etc.) as a reimbursement after the conference. Similarly, we offer reimbursements of visa costs, after the conference with other reimbursements, on a case-by-case basis.

> **Discussion**:  
>`rafaela:` oh, I didn't realize it changed from 800 to 1000€?
> `flaki:` oopsie! It didn't! Haha! Well technically we always "made it work", the 800 EUR is really just somewhat of a baseline/"guaranteed" etc. number

### Other remarks related to travel
[______________________] text input

### What's the expected travel cost of your itinerary (in EUR)
[______________________] text input

### Do you need assistance getting a visa to be able to attend the conference?

- No, I don’t need a visa/already have a visa
- Yes, I will need a visa and an invitation/travel letter for the application

We can help scholarship recipients who require a travel letter issued by the conference to complement their visa application. Visa costs, for applicants who request it here may also be reimbursed following the conference (please ensure you keep the payment receipt issued by the embassy and submit it after the conference as part of the rest of your reimbursement request).

### Do you need our help with accommodations?
- Yes, I would prefer to have the accommodation provided by the conference
- Yes, but I will book my own accommodation and will submit for reimbursement after the conference
- No, I do not need, or I will arrange my own accommodation

### What kind of conference-provided accommodation you would be comfortable with?
- [ ] Private hotel room
- [ ] Private room in apartment shared by other Scholarship-recipients
- [ ] Separate guest room, offered by one of the members of the local community
- [ ] Couchsurfing, offered by the local community members

If you have requested accommodation provided by the conference, let us know what kind of conference-provided accommodation would you be comfortable with. You can learn more about the options [here](https://barcelona.rustfest.eu/scholarships/#shared-accommodation-option), you may check as many options as you like.

> **Discussion**:  
> `flaki:` I think if we go with the Airbnb route, we should ensure rooms and also the bathroom(s) are individually lockable.
> 

### Other remarks related to accommodations
[______________________] text input

### What’s the expected cost of your accommodations? (EUR)
[______________________] text input

If you will be booking your own accommodations, tell us your expected costs (in Euros), so we could offer to reimburse you (in full, or part of the cost) after the conference. Scholarship recepients will receive an upper reimbursement limit with their acceptance confirmation. Accommodation reimbursements will be submitted based on the receipt of the travel booking/hotel folio after the conference as part of other reimbursements.

### Travel preferences
- [ ] I will be attending the first day of the conference (Saturday)
- [ ] I will be attending the second day of the conference (Sunday)
- [ ] I will be attending either or both Impl Days (Monday / Tuesday after the conference)
- [ ] I am traveling from a distant time zone and would prefer to arrive one day earlier to recover (incl. an extra hotel night, if applicable)
- [ ] I am planning to spend extra days (personal time) in Barcelona before/after the conference

Tell us more about your plans/availability so we could best support your attendance.

For people whose travel would involve an especially taxing time-zone shift (6+ hours) we offer the possibility to arrive a day earlier to recuperate, including covering the extra hotel night (note, this offer is presented on a case-by-case basis and pending budget availability).

Please note, it’s perfectly fine if you planned to spend additional time before/after the conference days in Barcelona, but RustFest won’t be able to support the extra nights of accommodation for personal time (beyond the above stated exception).



> **Discussion**:  
> `rafaela:` Maybe we could here ask if they are interested in getting in touch with other scholarship awardees prior to the conference? I remember from Rome feedback that some people were struggling socially, finding it hard to meet new people.
> `rafaela:` on another note, that does of course not only apply to scholarship attendees but to attendees in general, so it might be a nice idea to establish some kind of platform for everybody to use and connect with each other in advance. and if we're being honest, the official RustFest channel is not really being used, so we might look at other options. I think the Telegram thing last year worked well, but was established too late (during/after the impl days)

# Scholarship Application form - Spanish version

## Preguntas 

### ¿Esto es una solicitud para...?

 * [ ] Soy miembro de una minoría poco representada en el ámbito de la tecnología
 * [ ] Soy discapacitado
 * [ ] No podría permitirme asistir de otra manera
 * [ ] _(¿otras?)_


### ¿Necesitas una entrada para la conferencia?
- No, ya tengo una entrada.
- Sí, me gustaría solicitar una entrada gratuita.


### ¿De dónde viajarías (ciudad/país o aeropuerto)?:
[______________________] text input

### ¿Necesitas nuestra ayuda para cubrir los gastos de viaje?
- Sí, preferiría que mi viaje fuera reservado por la conferencia.
- Sí, reservaré mi viaje y solicitaré un reembolso después de la conferencia.
- No, no necesito viajar / organizaré mi propio viaje.

Nota: ofrecemos hasta 400 EUR para viajes regionales / europeos y 800 EUR para *los ganadores* que necesiten viajes intercontinentales. Más allá de los costes básicos de viaje, ofrecemos una remuneración de 100 EUR para otros costes (por ejemplo, comidas alrededor de la conferencia, transporte local, traslado al aeropuerto, etc.) reembolsables después de la conferencia. Del mismo modo, ofrecemos reembolsos de los costes del visado, que serán reembolsados después de la conferencia junto a otros conceptos y serán estudiados caso a caso.


### ¿Cuál es el coste de viaje estimado de su itinerario (en EUR)?
[______________________] text input

### ¿Necesitas ayuda para obtener un visado para poder asistir a la conferencia?

- No, no necesito un visado / ya tengo un visado.
- Sí, necesitaré un visado y me gustaría solicitar una carta de invitación a la conferencia para la solicitud del visado. Puedo solicitar el reembolso de los costes del visado después de la conferencia, en base al recibo de pago emitido por la embajada.

### ¿Necesitas nuestra ayuda con el alojamiento?
- Sí, preferiría que el alojamiento fuera proporcionado por la conferencia (habitación de hotel, apartamento compartido o couchsurfing, consulte la siguiente pregunta).
- Sí, reservaré mi propio alojamiento y solicitaré un reembolso después de la conferencia.
- No, no lo necesitaré o organizaré mi propio alojamiento.

### Haznos saber con qué tipo de alojamiento proporcionado por la conferencia te sentirías cómodo. Verifica [este enlace](#link) para obtener más información.
- [ ] Habitación privada de hotel.
- [ ] Habitación privada en piso compartido.
- [ ] Habitación, ofrecida por uno de los miembros de la comunidad local.
- [ ] Couchsurfing, ofrecido por la comunidad local.


### Si va a reservar su propio alojamiento, infórmenos del coste estimado (en EUR, se le reembolsará después del evento)
[______________________] text input


# Scholarship Application form - Catalan version

## Preguntes  

### Això és una sol·licitud per a...?

* [ ] Sóc membre d'una minoria poc representada en l'àmbit de la tecnologia
* [ ] Sóc discapacitat
* [ ] No podria assistir d'una altra manera
* [ ] _(altres?)_


### Necessites una entrada per a la conferència?
- No, ja tinc una entrada.
- Sí, m'agradaria sol·licitar una entrada gratuïta.


### D'on viatjaries (ciutat/país o aeroport)?:
[______________________] text input

### Necessites la nostra ajuda per a cobrir les despeses de viatge?
- Sí, preferiria que el meu viatge fos reservat per la conferència
- Sí, reservaré el meu viatge i sol·licitaré un reemborsament després de la conferència
- No, no necessito viatjar / organitzaré el meu propi viatge

Nota: oferim fins a 400 EUR per a viatges regionals / europeus i 800 EUR per als guanyadors que necessitin viatges intercontinentals. Més enllà dels costos bàsics de viatge, oferim una remuneració de 100 EUR per a altres costos (per exemple, apats no inclosos en la conferencia, transport local, trasllat a l'aeroport, etc.) reemborsables després de la conferència. De la mateixa manera, oferim reemborsaments de costos de visat, després de la conferència amb altres reemborsaments, individualment.


### Quin és el cost de viatge estimat del seu itinerari (en EUR)?
[______________________] text input

### Necessites ajuda per a obtenir un visat per a poder assistir a la conferència?

- No, no necessito un visat / ja tinc un visat.
- Sí, necessitaré un visat i m'agradaria sol·licitar una carta d'invitació emesa per la conferència per a la meva sol·licitud de visat. Puc sol·licitar el reemborsament dels costos del visat després de la conferència, aportant el rebut de pagament emès per l'ambaixada.

### Necessites la nostra ajuda amb l'allotjament?
- Sí, preferiria que l'allotjament fos proporcionat per la conferència (habitació d'hotel, apartament compartit o couchsurfing, consulti la següent pregunta)
- Sí, reservaré el meu propi allotjament i sol·licitaré un reemborsament després de la conferència.
- No, no ho necessitaré o organitzaré el meu propi allotjament

### Fes-nos saber amb quin tipus d'allotjament proporcionat per la conferència et sentiries còmode. Verifica [aquest enllaç](#link) per a obtenir més informació.
- [ ] Habitació privada d'hotel.
- [ ] Habitació privada en pis compartit.
- [ ] Habitació, oferta per un dels membres de la comunitat local.
- [ ] Couchsurfing, ofert per la comunitat local.


### Si reservarà el seu propi allotjament, informi'ns del cost estimat (en EUR, se li reemborsarà després de l'esdeveniment)
[______________________] text input



# Applications page (on the website)

### About our Scholarships

RustFest's primary goal has always been bringing the community together. _"Community"_, hereby of course includes many different groups, marginalized people and all those who wouldn't normally be able to afford to come -- many of our [policies](/diversity/) are put in place to ensure that we provide an affordable, caring event that strives to be as inclusive and welcoming as humanly possible.

Complementing all our other policies we are launching a Scholarship program again this year to support our community members who need assistance in joining us at RustFest. We welcome members of underrepresented minorities in tech to apply for this support. This includes, but <span style="color:red"> **is** </span> not limited to people who belong to one or more of the following groups: people of color, women, nonbinary and gender non-conforming people, disabled people, people with mental health issues, and LGBTQIA+ people. The Scholarship offers travel and accommodation support, as well as complementary access to the conference.

Additionally, we have a limited number of free tickets available for people who otherwise would not be able to afford to attend the conference and live in Barcelona or the wider region.

If you feel any of the above applies to you, please [scroll down to the end of this page](#send-an-application) and submit an application. If not, please help us by spreading the word, or by [contributing](#funding).


### Timeline

Applications are open as of August 15., and will remain open until all tickets are assigned and the budget is exhausted (but at least until September 15).

We may start responding to some of the awardees as soon as early September, however we will continue assigning grants on a rolling basis during September/October, until the budget runs out. Everyone who has requested a travel grant will receive an update on the status of their application by at least 4 weeks before the conference.


### Self-booking and reimbursements

RustFest Scholarships may come with travel support, when requested. We understand, that not everyone can afford paying the upfront cost of travel to RustFest, even when we provide reimbursements for these costs, so we also offer the option of booking travel on behalf of the awardee. This as well can be requested while filling out the application form.

For the awardees who prefer to book their own travel, we provide an upper reimbursement limit based on their stated expected travel costs so there are no surprises on either end. For those who prefer the flexibility/privacy of booking their own travel, this is a great option and could even save us money and hassle (that we could reallocate for other tasks and awardees), but by all means, take advantage of the conference's offer for travel booking if you feel you need it.

**Both self-booked and conference-booked participants** will have the ability to submit expenses after the conference to cover/refund various costs arising from their attendance. The following receipts can be submitted for reimbursement after the event:

- travel and accommodation costs (refunded up to provided limit)
- visa application fees (refunded in full)
- up to 100 EUR in miscellaneous travel-related costs (travel stipend)

The travel stipend can be used to cover travel to/from the embassy (for visa application) and airport; also the local transportation, meals, groceries, medication etc. in Barcelona. Please note, strictly no alcoholic drinks will be reimbursed. The embassy's payment receipt upon visa application should be preserved and submitted by the applicant to receive a reimbursement of the visa fees.

Our baselines for travel & accommodation reimbursement limits are:

- 200 EUR for regional travel (trains, buses or fuel/mileage)
- 400 EUR for international/inside Europe travel (flights, trains, buses)
- 800 EUR for inter-continental/outside Europe travel (flights)
- 110 EUR per person per night for accommodation

These are just guidelines, all upper limits for reimbursements will be communicated ahead of time to the awardees, as part of their acceptance letter, and we may only diverge from these set limits under special circumstances. All expenses should be submitted after the conference, and will be reimbursed as soon as possible, historically this meant that all awardees have received their refunds in 1 to 4 weeks after submission.


### Travel letter

All Scholarship awardees who need it will be issued an official travel letter that they may use at border crossing and Visa application. For applicants who are not awarded a Scholarship but decide to come to the conference on their own cost we can also provide this option, please [get in touch](mailto:info@rustfest.eu).


### Support for Scholarship awardees

We try our best to make the conference experience of our Scholarship awardees as seamless and accessible as possible. The Scholarship Team (Rafaela, Pilar & Flaki) can be [reached](mailto:diversity@rustfest.eu) anytime with requests that can help us make awardees' conference experience better. Examples of these include, but not limited to:

- airport pickup on arrival by someone on the team
- hotel pickup at the day of the event
- help getting around in Barcelona
- finding prepaid SIM cards / medication / special food items

Of course, none of those above are limited to Scholarship awardees (the RustFest organizing team is always happy to help with whatever we can), but we wanted to emphasize that our scholarships don't (necessarily have to) end at "enabling attendance", but we strive to provide a comfortable and memorable experience.

Somewhat related to the above, for our awardees who would require a support person (or [other companion](https://twitter.com/bodil/status/1000344195951972352)) to accompany them to be able to attend, please let us know in the application form, and we will see what we can do to make that happen, or at least lessen the cost.


### Shared accommodation option

Another new (and thus, experimental) addition to this year's Scholarship offering is the option to opt for shared accommodations with fellow Scholarship awardees.

Every awardee who chose the conference-provided accommodation has the right to get their own, private hotel room for the conference days. **As an option**, though, those who feel comfortable may note in the form that they were interested in shared accommodations, and if we have enough interest and are able to find a place that satisfies our requirements (see below), we may offer this option in a followup.

We are still looking at accommodation options, but our requirements are:

- A maximum of 4 awardees co-located in the same apartment
- Every awardee gets separate, _lockable_ rooms with comfortable beds
- Lockable bathroom (shared, but ideally more than one)

While cost is certainly a concern, with the above constraints having this option is not a major vehicle for savings, and this option is more focusing on the acceptance of the fact that everyone has a different idea about conference attendance. For some people this may mean the sanctity and calm of a private hotel room with an en-suite bathroom, while others may enjoy the company & kinship of their fellow participants even beyond the event. We want to enable both without forcing either of these situations onto anyone.


### Send an application


# Blogpost

RustFest has historically been an avid supporter of increasing diversity and accessibility of our events. Among other things, we have provided diversity tickets & sponsorships to underrepresented people in tech, including disabled people. This hasn't changed, but this year we have consolidated all our initiatives into a single Scholarship.


RustFest has detailed policies around our approach to increasing diversity of our events (see https://barcelona.rustfest.eu/diversity/) as well as an accessibility statement (see: https://barcelona.rustfest.eu/accessibility/) in which we try to be as precise and thorough as possible to make sure our attendees can be sure they will be able to attend and enjoy the conference without much hindrance. That said, sometimes even most thorough docs may end up being inadequate, so please reach out to us if you have any questions or concerns still and we'll be happy to assist you (and this also helps us do better in the future).

Please note that RustFest is dedicated to providing an accessible and friendly environment for all our attendees, regardless of sponsorship status. If you have concerns, feel free to email us at team@rustfest.eu and we will be happy to provide further information and assist you the best we can.




What is included? Our ability to support you is primarily driven by our empathic attendees (via Diversity Sponsorships) and amazing sponsors. All selected applicants recieve a ticket, and a travel stipend to meet their needs where possible.

Am I welcome at RustFest? YES! Our community wants to meet you! That’s why they’re donating and coming to RustFest! There is no value in a homogenous echo chamber.





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