= GERF25 planning meeting; 19Mar25, 15:00 GMT =

**ZOOM:** https://cern.zoom.us/j/62425599272?pwd=ZiBMjP37amcRHqUC75LQFBYmVw8s7k.1

== Agenda ==

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.
  - **Being done.**
 * **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(!)]

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
   - MetaQuest3 ... some s/w issues; being solved.  Story board being developed, by WS.  AI transcripts "sheeting"; language issues.  
     - Gather dates.
 - 3D model            : WS
   - Design referred to model on white board.
     - Gather dates.
 - Lego model          : KG, WS
   - No progress up to now.  But, can progress with 3D model.
     - Gather dates.
 - Eve Chair           : ST, TU
   - Martina to make call; look at dates.
 - Posters             : RA, KG
   - 
 - TriFold/WWW doc     : EM?, KG 
   - and posters.
 - Videos              : KG 
   - 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.
   - Meet with press officer; Jake Hedgbyrn.  Graphic design will look into project.  Popssible help with poster.
   - For CNRS, look for INP etc.  We meet 08:00 Friday am.  Kai, Pat, Stuart, Emmuel may have contacts with clinicians.
 - Plasma demonstrator : WB  
   - Need person ... 
 - Gathering statistics:
  - What questions     : KG/KL
    - Ask James; 
  - Implementation     : WS
 - CNRS/Santiago/EU    : AFR/KL/All
Ask Yolanda.

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


7. __DONM__ \\
  02APr25 -- 15:00 BST

8. __AoB__ \\

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