GERF25 planning meeting; 02Apr25, 15:00 BST

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

Notes

1. Notes on the last meeting
   Actions:
   • PJ/KL: Coordinate compilation of equipment list.
     • Done.
   • PJ: add the training requirement into the event/personnel planning.
     • Done.
   • MP: broker call with Leo personnel.
     • Done.
   • KL: Find out the survey questions being collected centrally to feed into the definition of our survey.
     • Underway.

2. Topics and leads:
   First planning document
   Collect by topic:
   • Principal milestones (including transport where appropriate)
   • Costs estimates, what's covered and not covered
   • Size/storage needs
     
   Topics:
   
   • CNRS/Santiago/EU : AFR/KL/All
     • No update. AFR to meet with EM and Yolanda on Friday. Action: Draft up timeline with principal milestones and follow up with KL following the discussion on Friday.
   • Extended reality : WS (Email update)
     • Unable to deliver the AR activity, due to lack of time/resources. VR activity goes ahead as planned. Need to consider an alternative method for surveying visitors. Action: Draft up timeline with principal milestones and provide a cost estimate.
     • Equipment list (not final):
       • Padded seat with back rest (in a 2x2m space)
       • Optical / lens cloths
       • Wet wipes (cleaning between visitors)
       • Power point for continuous supply (2-3 hrs on battery is insufficient)
   • 3D model : WS (Email update)
     • Propose components have magnetic base (magnetic tape), to be assembled on a magnetic whiteboard.
     • Equipment list (not final):
       • 1m x 1.2m (or similar) magnetic white board to be laid flat on a table
       • Table (needed for lego model anyway)
       • Whiteboard pens
       • Metre stick (drawing LhARA outline on the whiteboard)
       • Whiteboard eraser
     • Action Draft up timeline with principal milestones and provide a cost estimate.
   • Lego model : KG, WS
     • Started work based on the CAD model. Initial cost estimate £63. Estimate the whole process to take no more than a month, but currently prioritising the video. After the LEGO model is complete and more accurate cost estimate, to ask STFC if they provide funding support.
     • Action To define timeline, update cost estimate, identify STFC funding support.
   • Eve Chair : ST, TU (Email update)
     • Dimensions for the Evette system: 1000 x 640 mm
     • Considering a crate and delivery by a logistics company, pump truck needed for transporting the crate around the campus. Action PJ to follow up with ST on the delivery.
     • Team members lined up to help with the stand, likely two Leo reps.
     • Prepared 'Why upright?' leaflets for the festival.
   • Posters, TriFold/WWW docs/videos: RA, KG, EM
     • KG enquired about the size of the poster - A0?
     • KG identified timeline for the video: first draft text video and poster - 23 Apr; graphics and poster display - May 15th, Feedback and last minute changes - May 23rd.
     • KG to get estimate for poster printing cost.
   • Plasma demonstrator (Quadrupole trap) : WB
     • Main trap demo size ~ 0.5m x 0.3m, with control box to go under the table.
     • Either a student/postdoc from WB's group or a postdoc from Swansea to attend the festival. They could also train other people to operate the demo. Timeline on confirming the person to unclear, due to visa issues. Action PJ to chase this up.
     • Transport: WB potentially available to travel by car to bring the equipment to IC (last week of April, first two weeks of May). Alternatively, could use a shipping service or find someone else travelling from Manchester to London that are physically equipped to transport to equipment. Action PJ to follow up.
   • Gathering statistics : KG, KL

3. 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.

4. DONM
   16APr25 -- 15:00 BST

5. AoB
   

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Information from organisers:

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

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Summary of actions:

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