GERF25 planning meeting; 05Feb25, 15:00 GMT

Present: A.Fernandex-Rodriguez, M.Pokorna, P.Price, P.Price, P.Jurj, K.Gregory

Agenda

1. Notes on the last meeting
   Actions:
   • KL: Create DropBox share
     • Done
   • KL: Invite LEO, Richard Amos, Jason or Emma
     • Done.
   • KL: Put WS and Leo in contact. Short term issues:
     • Digital version of Eve chair
     • Liaison re VR for LhARA and Eve Chair
     • Stands.
   • PP: Pat will send slides on bio to Leo
     • Nearly done.
   • KL: Share with LhARA collaboration at next Fortnightly asking for input and volunteers
     • Also, volunteers for videos.
     • Done.
   • KL, PJ: Populate mailing list.
     • Done.
   • KL: invite leads as identified above.
     • Stands.
   • KL to make introductions for Paul so that he can make sure access to space etc. is possible as required.
     • Stands.
   • PJ: will organise rota for exhibition days and for necessary preparation and rehearsal sessions.
     • Stands.

3. Topics and leads:
   • First planning document
   • Extended reality : WS
   • 3D model : WS
   • Eve Chair : KL --> Leo
   • Posters : RA, KG. --> KL: Put in contact [Done]
   • TriFold/WWW doc : ??, KG volunteer(s) Need colaboration volunteer (E.Melia?)
   • Videos : KG --> Richard;
     • Contacts made within STFC (CLF/ISIS). Planning to do video production by KG. Need to get contacts with collaboration. :
       • KL/KG: to coordinate.
     • Email to collaboration straight
     • Perhaps exploit collaboration meeting at UCL in April.
     • Need to get in touch with right away. KL, KG to liaise.
   • Plasma demonstrator : KL --> WB
   • [Top Trumps : KL]
   • Gathering statistics:
     • What questions : KG/KL
     • Implementation : WS
   • Lego model : KG, WS
     • Permeant in R1 exhibition area

• What do we do for CNRS ...

5. Timeline:
   • Agreed time line in 2025-02-05-GERF-001-r1
     • Feb25:
       • Identify key elements in presentation/stand, identify leads and ask them to prepare a timeline so a schedule can be generated.
     • Preparation for Festival:
       • 30May25: Exhibits/stand to be ready, and set up at IC, one week before:
     • 04Jun25: “Rehearsal session”, e.g. in Level 8 Common Room

• GERFoS: 07/08 June 2025

6. Actions
   i.e. new actions to add to above list.
   • KL: Find collaboration volunteer for "trifold"
   • KL/KG: Coordinate to get collaboration contacts for posters, trifolds and videos.

7. DONM
   19Mar25 -- 15:00 GMT

8. AoB
   

Paul to send me text

---