GERF25 planning meeting; 30Apr25, 15:00 BST

Present: KL, MP, WS, KG, RA

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.
     • Done. Centrally they record numbers. We are free to do what we want and should keep it simple.
   • PJ: Finalise agreement to use Blackett level 8 Common Room for practice setup.
     • Stands. Update: It's been agreed to use the north-east corner of the level 8 Common Room on June 4th until 4 pm.
   • PJ: Plasma screen - send KL instructions for payment.
     • Stands.

2. Topics and leads:
   First planning document
   Collect by topic: Topics:
   
   • CNRS/Santiago/EU : AFR/KL/All
     • No representation from CNRS on presence at London. But actions on video.
   • Extended reality : WS
     • Working through the model. With most recent model have made cut-down version for VR model. Now in progress with student who is responsible.
   • 3D model : WS (Email update)
     • Has bought a magnetic whiteboard. Will make a 50:1 model. Will transport in pelicase.
   • Lego model : KG, WS
     • Had meeting with PR team ahead of our meeting. Costing for mode is at the £50; likely to be more. Encouraged to continue.
   • Eve Chair : ST, TU (Email update)
     • Will to contact Leo.
   • Posters, TriFold/WWW docs/videos: RA, KG, EM
     • Ken reached out to the IC PR person (Eleanor Green).
     • Ask how much we should print ...

• Plasma demonstrator (Quadrupole trap) : WB
  • Arrives Friday week.

• Gathering statistics : KG, KL
  • We agree:
    • Count handouts
    • Count VR use
    • Count QR codę hits on posts
    • Counter on www site:
      • Survey monkey for www site ...

• Film:
  • 5 interviews, not enough footage.

3. Timeline:
   • Feb25: -- Done.
   • 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
   14May25 -- 15:00 BST

5. AoB
   
   • Article: STFC -- 19May deadline for Kai -> Comms @ STFC
     • Coordinate with imperial coms ... pick up tomorrow with Department.
     • Get dates asap ...

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Information from organisers:

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

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Summary of actions:

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