Changes between Version 6 and Version 7 of Research/LhARA/GERF25/Meetings/2025-03-19


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Timestamp:
Mar 20, 2025, 8:25:57 AM (2 weeks ago)
Author:
longkr
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  • Research/LhARA/GERF25/Meetings/2025-03-19

    v6 v7  
    11= GERF25 planning meeting; 19Mar25, 15:00 GMT =
    22
    3 **ZOOM:** https://cern.zoom.us/j/62425599272?pwd=ZiBMjP37amcRHqUC75LQFBYmVw8s7k.1
     3**Present:** KL, AFR, EM, WS, EB, PJ, KG
    44
    55== Agenda ==
    … …  
    1818  - **Done.**
    1919 - **PJ:** will organise rota for exhibition days and for necessary preparation and rehearsal sessions.
    20   - **Being done.**
     20  - **Underway.**. PJ has initiated this, drop action as will now appear in planning of activities.
    2121 * **KL/KG:** to coordinate over collaboration contacts.
    2222  * **Done.**
    … …  
    2424  - Done.
    2525 * **KL/KG:** Coordinate to get collaboration contacts for posters, trifolds and videos.
    26   - **Done!**
     26  - **Done**
    2727
    28282. __Information from organisers:__
    2929 * [raw-attachment:GERF-2025_Equip-order_College-Main-Entrance-teams.xlsx Equipment list]
    3030 * [raw-attachment:GERF-EU-zone-floorplan.docx Floor plan]
    31  * [raw-attachment:Mandatory-GERF-2025-training-engaging-audiences-with-your-research.pdf Mandatory training(!)]
     31 * [raw-attachment:Mandatory-GERF-2025-training-engaging-audiences-with-your-research.pdf Mandatory training(!)] \\
     32 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. \\
     33
     34 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.
    3235
    33363. Topics and leads: \\
    … …  
    3942 Topics:
    4043 - Extended reality    : WS
    41    - MetaQuest3 ... some s/w issues; being solved.  Story board being developed, by WS.  AI transcripts "sheeting"; language issues. 
    42      - Gather dates.
     44   - 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. 
     45   - 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.
     46   - **Agreed** to generate tracking milestones to be assembled into overall plan before the next meeting.
    4347 - 3D model            : WS
    44    - Design referred to model on white board.
    45      - Gather dates.
     48   - 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.
     49   - **Agreed** to generate tracking milestones to be assembled into overall plan before the next meeting.
    4650 - Lego model          : KG, WS
    47    - No progress up to now.  But, can progress with 3D model.
    48      - Gather dates.
     51   - No progress up to now (KG rightly prioritising video).  Can progress lego with same 3D model used for the development of the magnetic model.
     52   - **Agreed** to generate tracking milestones to be assembled into overall plan before the next meeting.
    4953 - Eve Chair           : ST, TU
    50    - Martina to make call; look at dates.
    51  - Posters             : RA, KG
    52    -
    53  - TriFold/WWW doc     : EM?, KG
    54    - and posters.
    55  - Videos              : KG
    56    - Main focus; enlisting help; videographer Kye Tricket.  Freer to travel.  Has created a story board including information to capture.  Has tried to make a timeline.  End-date Monday 12May25.  Social media leads also.
    57    - Meet with press officer; Jake Hedgbyrn.  Graphic design will look into project.  Popssible help with poster.
    58    - For CNRS, look for INP etc.  We meet 08:00 Friday am.  Kai, Pat, Stuart, Emmuel may have contacts with clinicians.
     54   - 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.
     55 - Posters, TriFold/WWW docs/videos: RA, KG, EM
     56   - **Agreed** to fold three items together as they are three vehicles to present the same information.
     57   - 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.
     58   - KG has met with press officer, Jake Hedgburn.  "Graphic design" will look into supporting preparation of posters etc.
     59   - 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.
     60   - 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.
    5961 - Plasma demonstrator : WB 
    60    - Need person ...
     62   - 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.
    6163 - Gathering statistics:
    6264  - What questions     : KG/KL
    63     - Ask James;
     65    - **Agreed** KL will ask JR what statistics are being collected centrally so that we can fit in.
    6466  - Implementation     : WS
     67    - Probably survey monkey.
    6568 - CNRS/Santiago/EU    : AFR/KL/All
    66 Ask Yolanda.
     69   - Liaison AFR, other points noted above.
    6770
    68715. Timeline:
    … …  
    7275   - 30May25: Exhibits/stand to be ready, and set up at IC, one week before:
    7376  - 04Jun25: “Rehearsal session”, e.g. in Level 8 Common Room
    74 
    75   - GERFoS: 07/08 June 2025
    76 
     77  - __GERFoS: 07/08 June 2025__ \\
     78 **Agreed** need tracking milestones by our next meeting.
    7779
    78807. __DONM__ \\