GERF25 planning meeting; 01Apr25, 15:00 BST

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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
   • Extended reality : WS
   • 3D model : WS
   • Lego model : KG, WS
   • Eve Chair : ST, TU
   • Posters, TriFold/WWW docs/videos: RA, KG, EM
   • Plasma demonstrator : WB
   • 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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