= GERF25 planning meeting; 16Apr25, 15:00 BST =

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


== Agenda ==

1. __[wiki:Research/LhARA/GERF25/Meetings/2025-04-02 Notes on the last meeting]__ \\
 // Actions//:
 * **KL**: Find out the survey questions being collected centrally to feed into the definition of our survey.
  * **Underway.**
 * **PJ**: Follow-up with WB re quadrupole trap delivery to IC and operator/s during the festival.
  * To bring the trap to IC on May 9th (~ 9 am start). Will be joined by Richard Hugtenburg and will provide training on using the trap.
 * **PJ**: Finalise agreement to use Blackett level 8 Common Room for practice setup.
  * **Underway**. Aim to finalise by May 2nd.
 * **PJ/KL**: Risk assessment.
  * Initial RA approved and sent. WS to make some amendments on the VR activity.
 * **KL/PJ**: Advertisement - identify a volunteer to produce an A4 digital poster to accompany outreach emails. PJ to ask James Romero about the graphics that could be included in the poster.  
 * **PJ**: Plasma screen - send KL instructions for payment.

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
  - Extended reality                : WS
    - CAD model to be implemented in the virtual tour.
    - To update risk assessment
  - 3D model                        : WS (Email update)
    - Expect design to be ready within 2 weeks.
    - Need to find/buy a small (1m x 0.6m?) magnetised whiteboard
  - Lego model                      : KG, WS
  - Eve Chair                       : ST, TU (Email update)
  - Posters, TriFold/WWW docs/videos: RA, KG, EM
    - RA to prepare clinical images for posters and review the poster text (to be kept to a minimum)
    - Ken reached out to the IC PR person (Eleanor Green). To follow up.
  - Plasma demonstrator (Quadrupole trap)             : WB
  - Gathering statistics            : KG, KL
    - Suggestions: QR codes on posters; count number of trifolds, Survey Monkey. Once Survey Monkey questions ready, to ask JR to review.


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__ \\

4. __DONM__ \\
  29Apr25 -- 15:00 BST

5. __AoB__ \\

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