= GERF25 planning meeting; 30Apr25, 15:00 BST =

**Present:** KL, MP, WS, KG, RA


== 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.
  - **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: \\
 [raw-attachment:2025-02-05-GERF-001-r1.pdf 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: ==
 * [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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