GERF25 planning meeting; 19Mar25, 15:00 GMT

Present: KL, AFR, EM, WS, EB, PJ, KG

Summary of actions:

• PJ/KL: Coordinate compilation of equipment list.
• PJ: add the training requirement into the event/personnel planning.
• MP: broker call with Leo personnel.
• KL: Find out the survey questions being collected centrally to feed into the definition of our survey.

Notes

1. Notes on the last meeting
   Actions:
   • KL: Put WS and Leo in contact. Short term issues:
     • Digital version of Eve chair
     • Liaison re VR for LhARA and Eve Chair
     • Done.
   • PP: Pat will send slides on bio to Leo
     • Done.
   • KL: invite leads as identified above.
     • Done.
   • KL to make introductions for Paul so that he can make sure access to space etc. is possible as required.
     • Done.
   • PJ: will organise rota for exhibition days and for necessary preparation and rehearsal sessions.
     • Underway.. PJ has initiated this, drop action as will now appear in planning of activities.
   • KL/KG: to coordinate over collaboration contacts.
     • Done.
   • KL: Find collaboration volunteer for "trifold":
     • Done.
   • KL/KG: Coordinate to get collaboration contacts for posters, trifolds and videos.
     • Done

2. Information from organisers:
   • Equipment list
   • Floor plan
   • Mandatory training(!)
     We noted the floor plan. We need to compile the equipment list. We agreed to make a first draft of the list by 31Mar25. PJ/KL will coordinate compilation of list.
     

Also noted that we need to make a risk assessment and that everyone involved in the event needs to take the training. PJ will add the training requirement into the event/personnel planning. We'll begin to work on the risk assessment as soon as we have the equipment list.

3. Topics and leads:
   First planning document
   Goal: go through topics to identify:
   • Principal milestones (including transport where appropriate)
   • Costs covered and not covered
   • Size/storage needs
   Topics:
   • Extended reality : WS
     • Plan to use "MetaQuest3". Find that from one version to the next interface issues arise. At some point need to freeze the version. Issues are being addressed.
     • WS is developing a story board. Planning to use AI-generated transcripts to play over the video. Some tweeting of language is required as the s/w does not recognise, e.g. Gabor. Again, being solved.
     • Agreed to generate tracking milestones to be assembled into overall plan before the next meeting.
   • 3D model : WS
     • Planning now to have printed elements referred to drawing on a white board; magnets will be held onto the board magnetically. People can then pick components and use them to build a model.
     • Agreed to generate tracking milestones to be assembled into overall plan before the next meeting.
   • Lego model : KG, WS
     • No progress up to now (KG rightly prioritising video). Can progress lego with same 3D model used for the development of the magnetic model.
     • Agreed to generate tracking milestones to be assembled into overall plan before the next meeting.
   • Eve Chair : ST, TU
     • Leo have confirmed that it will be possible to send the chair to the event. They have requested a meeting to discuss details (also need to discuss details of the VR). MP agreed to coordinate a call. Need to include WS, KG, KL, PJ.
   • Posters, TriFold/WWW docs/videos: RA, KG, EM
     • Agreed to fold three items together as they are three vehicles to present the same information.
     • KG reported that his main focus has been on enlisting help for the video; he has recruited the videographer Kye Tricket who has more freedom to travel to uni/lab groups. KG has created a story board which includes ideas of the information he wishes to capture. A draft timeline has also been developed. Current end-date is Monday 12May25; this gives time for editing/approvals etc. KG is also developing social media plan.
     • KG has met with press officer, Jake Hedgburn. "Graphic design" will look into supporting preparation of posters etc.
     • EB suggested that for promotion of CNRS he will look for contacts in INP(?) etc. Noted that CNRS colleagues agreed to meet 08:00 Friday, it would be an opportunity to progress the inclusion of CNRS in the preparations. Agreed that AFR will be liaison with CNRS and Santiago.
     • We discussed clinical/pre-clinical contacts and agreed that PP, SG, MH, YP, AG and EM are key contacts. EB propsed other contacts with CNRS and potential contacts with clinicians.
   • Plasma demonstrator : WB
     • WB confirmed loan of plasma demonstrator. It's a table-top scale device. KL had conversation with WB who is looking for colleague to take the lead on preparing for the Festival.
   • Gathering statistics:
     • What questions : KG/KL
       • Agreed KL will ask JR what statistics are being collected centrally so that we can fit in.
     • Implementation : WS
       • Probably survey monkey.
   • CNRS/Santiago/EU : AFR/KL/All
     • Liaison AFR, other points noted above.

5. Timeline:
   • Feb25: -- Done.
     • 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
     
   Agreed need tracking milestones by our next meeting.

7. DONM
   02APr25 -- 15:00 BST

8. AoB
   

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