= 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. __[wiki:Research/LhARA/GERF25/Meetings/2025-02-19 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: \\
 [raw-attachment:2025-02-05-GERF-001-r1.pdf 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__ \\

----
== 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(!)] \\
----
== Summary of actions: ==
----