= GERF25 planning meeting; 07May25, 15:00 BST =

**Present:** KL, PJ, WS, MP

== Agenda ==

1. __[wiki:Research/LhARA/GERF25/Meetings/2025-04-02 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: \\
 [raw-attachment:2025-02-05-GERF-001-r1.pdf 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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