GERF25 planning meeting; 16Apr25, 15:00 BST

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

Agenda

1. 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:
   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:

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

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Summary of actions:

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