= 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
 i. Public Engagement Training – training materials pending; please submit your travel expenses
 ii. Form B submission – **done**
 iii. Next RS milestone – website landing page, March 27th. Darien, Josie & Calvin to coordinate content and messaging

2. __Exhibit items:__
 i. //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
 ii. //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
 iii. //Quad trap//: C.Whyte
    * No updates; Colin to contact Will B.
 v. //Popamatic//: N.Dover
    * No updates
 v. //Treatment planning//: R.Amos, R.Hugtenburg
    * R. Amos aiming to bring a PhD student to the activity; will devise a plan
 vi. //Eve chair//: Fiona, Simon, Bethany?
    * Simon: Tracy to lead, call for more Leo colleagues to be involved
 vii. //Film//: KL to organise lead
  - To play in loop at exhibit & of exhibit
 viii. //Backdrop/graphics//: ??
 ix. //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__: 
 i. //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			
 ii. //Fact sheets/briefing documents//: Radiotherapy UK/Pat?
 iii. //Difficult conversations//: (KL) Charity/Patient reps
 iv. //Key messages, briefing, & relation to LhARA initiative by exhibit// 
   *Exhibit leads/presenters to be fully aware of their activity link to LhARA & the mission.
 iv. //Evaluation//: ????
 v. //WWW site//: D.Laird et al

4. __Logistics etc.__
 i. Local set up (space and logisics): K.Long
 ii. Clothing: PJ to follow up with Peter H. 
 iii. Comms: (KL) E.Green, O.Goodfellow

5. __Discussion of C&S__
 i. //Budget estimate//: P.Jurj
   * ~£16.5k current upper estimate 
 ii. //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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