= 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
 i. 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
 ii. 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**

 i. //3D model//: W.Shields
 ii. //VR//: W.Shields
 iii. //Quad trap//: C.Whyte
 iv. //Popamatic//: N.Dover
 v. //Treatment planning//: R.Amos, R.Hugtenburg
 vi. //Eve chair//: Fiona, Simon, Bethany?
 vii. //Backdrop/graphics//: PJ and KL to meet with Ellie Barrand from IC, who offered to help 
 viii. //Layout//: O.Jeremy \\ - needs our immediate attention, in parallel with the development of individual activities


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

5. __Discussion of C&S__
 i. //Budget estimate//: ~ £16.5k
 ii. //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__

----