GERF25 planning meeting; 19Mar25, 15:00 GMT

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

Agenda

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.
     • 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:
   • Equipment list
   • Floor plan
   • Mandatory training(!)

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
   • 3D model : WS
   • Lego model : KG, WS
   • Eve Chair : ST, TU
   • Posters : RA, KG
   • TriFold/WWW doc : EM?, KG
   • Videos : KG
   • Plasma demonstrator : WB
   • Gathering statistics:
     • What questions : KG/KL
     • Implementation : WS
   • CNRS/Santiago/EU : AFR/KL/All

5. Timeline:
   • 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

7. DONM
   19Mar25 -- 15:00 GMT

8. AoB
   

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