= 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. __[wiki:Research/LhARA/GERF25/Meetings/2025-02-19 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:__
 * [raw-attachment:GERF-2025_Equip-order_College-Main-Entrance-teams.xlsx Equipment list]
 * [raw-attachment:GERF-EU-zone-floorplan.docx Floor plan] 
 * [raw-attachment:Mandatory-GERF-2025-training-engaging-audiences-with-your-research.pdf 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: \\
 [raw-attachment:2025-02-05-GERF-001-r1.pdf 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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