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
     • 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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