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

Agenda

1. Updates: P.Jurj
   1. Website landing page launch, this Friday March 27th
      • Darien prepared the page on ​https://www.lhara.org/, and coordinated with Josie & Calvin on content
      • May 1 deadline to finalise the landing page
      • You can review the landing page here: ​https://www.lhara.org/royal-society (password:RoyalSocietyLhARA); please reach out to Darien, Calvin and Josie with comments/suggestions
   2. Upcoming RS milestone - May 1
      • Form C - need to deliver team list for the week, incl. soirees
      • Send risk assessment
      • Public liability insurance - handled by IC
      • Final Exhibit plan

2. Exhibit items updates:

Last meeting's call to action: each lead to provide a timeline and updated costing for the next meeting

1. 3D model: W.Shields
2. VR: W.Shields
3. Quad trap: C.Whyte
4. Popamatic: N.Dover
5. Treatment planning: R.Amos, R.Hugtenburg
6. Eve chair: Fiona, Simon, Bethany?
7. Backdrop/graphics: PJ and KL to meet with Ellie Barrand from IC, who offered to help
8. Layout: O.Jeremy
   - needs our immediate attention, in parallel with the development of individual activities

3. Topics for preparation:
   1. Messaging and briefing by audience: J.McGarrigle
   2. Fact sheets/briefing documents: KL - Sarah Quinlan to provide stats on RT
   3. Difficult conversations: (KL) Charity/Patient reps - Ken in talks with a patient rep, through Sarah Quinlan
   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): KL - space available from mid April at IC
   2. Clothing: we need to finalise team list
   3. Comms: (KL) E.Green, O.Goodfellow

5. Discussion of C&S
   1. Budget estimate: ~ £16.5k
   2. Funding update -- and call to action: K.Long, PJ
      • ~£1-2k contributions in cash or in kind from partner institutes
      • shopping list for in-kind contributions [link]

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

6. DoNM

7. AoB

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