Organize Rust All-Hands 2025

[nikomatsakis]

Metadata
Point of contact	@m-ou-se
Team(s)	leadership-council
Goal document	2025h1/all-hands

Summary

Organise another Rust All-Hands in 2025!

Why this goal?

May 15, 2025 marks the 10-year anniversary of Rust's 1.0 release; it also marks 10 years since the creation of the Rust subteams. At the time there were 6 Rust teams with 24 people in total. There are now 57 teams with 166 people. In-person All Hands meetings are an effective way to help these maintainers get to know one another with high-bandwidth discussions. This year, the Rust project will be coming together for RustWeek 2025, a joint event organized with RustNL. Participating project teams will use the time to share knowledge, make plans, or just get to know one another better. One particular goal for the All Hands is reviewing a draft of the Rust Vision Doc, a document that aims to take stock of where Rust is and lay out high-level goals for the next few years.

Tasks and status

• Pick the dates ()
• Allocate funds (leadership-council )
• Allocate funds ()
• Book the venue ()
• Catering / snacks / food / drinks ()
• [Register] for the Rust All-Hands 2025 ()
• Send out conformations/tickets (@m-ou-se)
• Send out detailed information (@m-ou-se)
• Answer logistical questions (@m-ou-se)
• Interface between project and RustNL (@m-ou-se)
• Make hotel reservations ()
• Book hotel ()
• Book travel ()
• Miscellaneous (leadership-council )
• Submit talks for the "Rust Project Track" ()
• Moderation / safety ()
• Accessibility and covid safety ()
• Come to the Rust All-Hands 2025 ()
• Reimburse travel costs ()

Team swag

• Miscellaneous (leadership-council )
• Acquire swag ()

Make plans for what to do at the all-hands

• Gather input from your teams ()
• Provide input for planning team ()
• Make an agenda for your team's room ()
• Coordinate the overall process ()
• Make a room plan (after gathering input) ()

Organise an optional "pre all-hands day"

• Organisation (@m-ou-se)
• Acquire gifts (secret!) (@m-ou-se)

[nikomatsakis]

This issue is intended for status updates only.

For general questions or comments, please contact the owner(s) directly.

[m-ou-se]

What happened so far:

• Allocated a budget for the event.
• Funds have been transferred from the Rust Foundation to RustNL.
• Booked the venue, including lunch and snacks.
• Remaining budget from last year's travel grant programme added to this year's, to help cover the travel costs.
• Announcement published: https://blog.rust-lang.org/inside-rust/2024/09/02/all-hands.html
• After sending many reminders to teams and individuals, about 110 project members signed up. (And a few cancelled.)
• Formal invitations sent out to all those who registered.
• Information on the all-hands: https://rustweek.org/all-hands/
• Hotel reservations available: https://rustweek.org/hotels-all-hands/
• Created a public and a private zulip channel.
• About 65 people confirmed they booked their hotel.
• Opened up discussion on what to discuss at the all-hands.
• Invited guests: project goal (task) owners who aren't a project member (12 people in total). 4 of those signed up so far.
• Acquired 150 secret gifts for the pre-all-hands day.

Next up:

• Remind folks to get a ticket for the RustWeek conference (tuesday+wednesday) if they want to join that as well.
• Invite more guests, after deciding on who else to invite. (To be discussed today in the council meeting.)
• Figure out if we can fund the travel+hotel costs for guests too. (To be discussed today in the council meeting.)
• Organise all the ideas for topics at the all-hands, so we can turn them into a consistent schedule later.
• Draft an allocation of the rooms depending on the teams and topics.
• Open the call for proposals for talks for the Project Track (on wednesday) as part of the RustWeek conference.

[nikomatsakis]

TL;DR:

Planning is proceeding well. In addition to Rust maintainers, we are inviting all project goal owners to attend the All Hands (note that the accompanying RustWeek conference is open to the public, it's just the All Hands portion that is invitation only). There are currently over 100 project members signed up to attend.

For those invited to the All Hands:

• Travel funds may be available if you are unable to finance travel through your employer. Get in touch for details.
• Please participate in the brainstorm for how best to use the All Hands time in the all-hands-2025 Zulip stream.
• If you do plan to attend, please purchase your travel + hotels in a timely fashion as the discount rates will expire.

[m-ou-se]

Update:

• Invite more guests, after deciding on who else to invite. (To be discussed today in the council meeting.)
• Figure out if we can fund the travel+hotel costs for guests too. (To be discussed today in the council meeting.)

I've asked all attendees for suggestions for guests to invite. Based on that, I've invited roughly 20 guests so far. Only two of them needed funding for their travel, which we can cover from the same travel budget.

• Open the call for proposals for talks for the Project Track (on wednesday) as part of the RustWeek conference.

The Rust Project Track at RustWeek has been published: https://rustweek.org/schedule/wednesday/

This track is filled with talks that are relevant to folks attending the all-hands afterwards.

[m-ou-se]

Update:

Below is the preliminary schedule for the "pre all hands" and all hands:

The last day has a lot of empty slots for now. I'm still working on filling those, but I'll leave a few empty slots to allow for flexibility during the event itself.

[m-ou-se]

I published our covid policy: https://rustweek.org/covid-policy-all-hands-and-unconf/

And got us a ton of covid self-tests and Aranet4 CO₂ sensors:

[m-ou-se]

For remote attendance, I got us a bunch of Jabra Speak2 75 conferencing speaker-microphones. They are battery powered and work out-of-the-box both over USB and Bluetooth on any platform.

I'll put them near the entrance for anyone to borrow for any of the meeting rooms.