GERF25 planning meeting; 07May25, 15:00 BST

Present: KL, PJ, WS, MP

Agenda

1. Notes on the last meeting
   Actions:
   • PJ: Finalise agreement to use Blackett level 8 Common Room for practice setup.
     • Done. It's been agreed to use the north-east corner of the level 8 Common Room on June 4th until 4 pm. Start set up at 11:00 and be away by 16:00.
   • PJ: Plasma screen - send KL instructions for payment.
     • Done.

2. Topics and leads:
   First planning document
   Collect by topic: Topics:
   
   • CNRS/Santiago/EU : AFR/KL/All
     • Goal now to have pull-up banner. Need to expedite design so procurement can start.
   • Extended reality : WS
     • Progress OK. Need some audio to play over the video.
   • 3D model : WS
     • Printing had a glitch with broken component. Expect a model in a week or so.
   • Lego model : KG, WS
     • KG will send estimate for lego components.
   • Eve Chair : ST, TU
     • PJ has liaised with Leo; by end of week expect to be able to arrange delivery of the chair. Technical help secured from HEP w/s.
   • Posters, TriFold/WWW docs/videos : RA, KG, EM
     • Drafts available; will circulate drafts to collaboration this week.
   • Film : KG
     • Additional material being collected.
   • Article and coordinated comms : KG, KL
     • Contacts mde. Draft article will be circulated this week.
   • Plasma demonstrator (Quadrupole trap) : WB
     • Arrives Friday this week.
   • Gathering statistics : KG, KL
     • We agree:
       • Count handouts
       • Count VR use
       • Count QR codę hits on posts
       • Survey monkey for www site ...
   • Meeting with D.Laird; lhara.org will have some statistics gathering info loaded.

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
   
   • Reminder of opportunity to engage with D.Laird to work on communications for GERF and to make a communications plan.

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Summary of actions:

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