Public Event Advisory Board – 24 March 2025

Present: Enrique Rico Ortega, Mélissa Gaillard, Loraine Massarotti, Matthew Chalmers, Louise Carvalho, Dante Larini, Zoe Nikolaidou, Clarissa Stolfi, Antonella Del Rosso, Barbara Solich

Excused: Chiara Mariotti, Frederick Bordry, Malika Meddahi, Manuela Cirilli

1) Introduction of news members

• New members of the committee were introduced and welcomed by the board: Barbara Solich, Enrique Rico Ortega, Chiara Mariotti and Malika Meddahi.

2) Review of the opening of the 2025 Quantum! season

• An overview of the season was shared, including its promotion via videos on TPG. This was met positively. An important feedback was shared by Louise about the first event, De Temps en Temps, who really appreciated the link between physics and music. This connection was seen as highly interesting and could be recreated for other events (for example between light and physics).
• An overview of the concept of Sparks! and the list of confirmed speakers was shared and aknowledged by the members.

3) Feedback on the theme: 

• The idea of Aurora was seen rather positively. There were concerns about the connection of high-lumi with youth. Probably not the best timing and place to communicate on high-lumi, since there is already communication for FCC.
• 2026 will be the year of the new European Strategy for Particle Physics, as link with this new milestone could also be considered.
• Keep in mind that these projects may have a long timescale, people that that will work on future colliders may not having been born yet.
• “Aurora” connotates more the northern lights, which is also positive as these are a cosmic ray-related phenomenon, and therefore a physical event. Some concerns were raised about the title sounding a bit nerdy. 
• Maybe add a subtitle could be shared alongside the main title, like “catching the light”.
• Message: togetherness and the meaning of collaboration.
• Send the positive message of youth in a challenging period; we need to be part of the solution.
• Aurora: can be seen as a showcasing CERN as a “beacon of light” promoting and sharing the light of science outside our doors. It is also a positive message in a time full of negative and uncertain events around the world.
• According to Barbara, Public Events are also a door to CERN for potential donors. For them, seeing events putting forward strong messages for the next generation can be useful.
• Which is the target different audience for the season and the specific events? More work needs to be done to identify this point

4) How to involve youth? 

• Early career professionals network – Louise to provide more info. A collaboration with the Diversity service should be made, as involving youth is also a new priority for them.
• Think about how to engage school kids.

5.        5) Feedback on the events: 

•       Binome – what is the ticketing rule? What can we accept or not? More broadly speaking, we need to have more clarity on establishing partnerships, in order to develop a policy.
•       Barbara will also check the implications of external partnerships, and their ticketing, in terms of the ToRs of the Foundation.
•       Orbite Cineglobe – Consider a new film such as Star Wars.
•       Hunting the Higgs – ok from Louise to go ahead in terms of reputational risks, the theme is considered a bit obsolete by Matthew, though. More investigation should be done.
•       Georgian Dance – are we just a venue for this performance? More needs to be considered

6.        6) Things to be considered: 

•       Avoid adding a lecture at the end of a cultural event, because people leave the room.
•       There is a fundraising board and important decisions on fundraising can take up to 5 weeks.
•       Some donors can be invited to specific events. Dante and the Foundation team to decide whom and when to invite.
•       Avoid using the term sponsors that relates to commercial activities.
•       It would be useful to add a column with target groups in the table of events.
•       There is a new system of recruiting volunteers for events put in place by the SGW team.
•       Enrique put forward an idea of event to be considered, based on one done by Physicist and Nobel A. Zellinger having a conversation with the Dalai Lama. Further reflections are needed.
•       Matthew shared that we needed to aim high, to attrach big names to CERN through events. This is also an opportunity for the Foundation, who can then seize opportunities.
•       An intermediate meeting before the next board needs to be planned in order to confirm the season.

Key Actions from the meeting:

Dante:

• To organise next session and interim session
• To prepare an updated version of the next season and concept, considering the target audiences and the main messages with the events
• continue the development of events mentionned during the session
• suggest a policy regarding partnerships in the context of join events.
• Prepare feasibility of other events for next session, including the Antigel Festival.

Louise:

• To share contact of the Early career professionals network, for us to consult them.

Barbara:

• To seek clarity on the establishment of partnerships from the point of view of the foundation, specifically on external partners charging for tickets.
• To provide guidelines regarding the use of logos, including Rolex
• To work with Dante, Mélissa and Zoe regarding a systemic approach to invite VIPs, and also target them

Zoe:

• To share the communication strategy of public events, and together seeking to adapt it to our new conditions.