RSSSE26 planning meeting; 11Mar26, 15:00 GMT

ZOOM: ​https://imperial-ac-uk.zoom.us/j/95128959767?pwd=0Or9w2xd6SP02lIgLjbDw7zLb1gzFT.1
Meeting ID: 951 2895 9767
Passcode: 7K.U.h

Minutes

1. Updates: P.Jurj
   1. Public Engagement Training – training materials pending; please submit your travel expenses
   2. Form B submission – done
   3. Next RS milestone – website landing page, March 27th. Darien, Josie & Calvin to coordinate content and messaging

2. Exhibit items:
   1. 3D model: W.Shields
      • Model mostly complete, minor work on end station remaining
      • Will pass model to ICL wkshop for production
      • Prelim. cost estimate to cover 2 units - £160; to send itemised list to PJ
   2. VR: W.Shields
      • Got a very pricy quote for the VR video, not feasible; requested alternative quote from another company
      • Prelim. cost estimate £1200
      • R. Amos to clarify if Chloe can help with the Exhibition
   3. Quad trap: C.Whyte
      • No updates; Colin to contact Will B.
   4. Popamatic: N.Dover
      • No updates
   5. Treatment planning: R.Amos, R.Hugtenburg
      • R. Amos aiming to bring a PhD student to the activity; will devise a plan
   6. Eve chair: Fiona, Simon, Bethany?
      • Simon: Tracy to lead, call for more Leo colleagues to be involved
   7. Film: KL to organise lead
      • To play in loop at exhibit & of exhibit
   8. Backdrop/graphics: ??
   9. Layout: O.Jeremy
      

Call to action: each lead to provide a timeline and updated costing for the next meeting

• Need to firm up, then use to drive agenda/discussion at future meetings.

3. Topics for preparation:
   1. Messaging and briefing by audience: J.McGarrigle
      • Owen Nicholas - mentioned importance of clinical component to the story. May be able to help, to follow up if he can join the Exhibition
   2. Fact sheets/briefing documents: Radiotherapy UK/Pat?
   3. Difficult conversations: (KL) Charity/Patient reps
   4. Key messages, briefing, & relation to LhARA initiative by exhibit *Exhibit leads/presenters to be fully aware of their activity link to LhARA & the mission.
   5. Evaluation: ????
   6. WWW site: D.Laird et al

4. Logistics etc.
   1. Local set up (space and logisics): K.Long
   2. Clothing: PJ to follow up with Peter H.
   3. Comms: (KL) E.Green, O.Goodfellow

5. Discussion of C&S
   1. Budget estimate: P.Jurj
      • ~£16.5k current upper estimate
   2. Funding update -- and call to action: K.Long
      • Secured £5k+ ICL funding, to be finalised in the coming weeks
      • ~£1-2k contributions in cash or in kind from partner institutes

5. Call for volunteers: P.Jurj, K.Long

6. DoNM

7. AoB
   • Science Museum; possible involvement
   • Schools competition for 2027
   • RS roadshow - ask for a Glasgow stop

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