LSST:UK All Hands Meeting, Planning Session for

Time and venue

Friday 26th April 2019, during 11:30am--noon.

Attendees

George Beckett (MGB); [minutes]
Erminia Calabrese (EC);
Tim Davis (TD);
Cosimo Inserra (CS);
Bob Mann (RGM);
Stephen Smartt (SJS)

Apologies

Alastair Edge (AE);
Tim Naylor (TN);
Graham Smith (GS);
Aprajita Verma (AV)

Actions arising/ continuing

[MGB] Invite remote meeting participants (Catherine H and Brandon K) to join Zoom test on Friday 10th.

[CI] Circulate coordinates for Zoom test on Friday 10th.

[MGB] Share attendees spreadsheet with LOC, for catering and badges.

[CI] Update meeting budget based on confirmed catering numbers.

[CI] Arrange for name badges to be printed.

[MGB] Email registrants to confirm their registration and request they sign up to CoC.

[RGM] Confirm PoC for meeting.

[MGB] Set up mailing list for registrants.

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Actions completed/ deleted

[RGM] Check if Steve K and Bob B would be willing to extend their talk to 60 mins and to include a Q&A on ODF.

Steve and Bob are happy to extend talk and to include ODF Q&A.

[MGB] Note to LOC who requires room at Mercure.

[MGB] Add date to wiki page for registration closing.

[MGB] Send out reminder email for registering for meeting.

[CI] Check which v/c system is in place at venue for video conferencing.

Will use Zoom for both Board meeting and All Hands meeting

[MGB] Check what is required for simultaneous Welsh translation.

[MGB] Offer to book SOC meeting for Thurs 2nd to review contributed talks.

[RGM, GS, AV] Register for workshop :-).

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Notes from discussion

Attendees

- Have 74 registrations, though expect 78 based on Pool Travel Fund and Contributed Talks outcomes. MGB will check missing for registrations.

- MGB has created spreadsheet with registration information, using which catering numbers and badge details can be extracted.

*** Code of Conduct and Meeting Points of Contact

- RGM will confirm PoCs shortly.

- MGB will ask registrants to sign CoC.

Remote Participation

- Zoom confirmed as remote-participation technology.

- Test call on Friday 10th to confirm everyone is set up.

Date of next meeting

None planned