Sparks! Coordination Meeting 16 April
510 R-035
Introduction about Sparks!
* Useful to mention during the public event what has happened during the whole day.
* Poster: use 20:00
ACTION:
- Daniel and Melanie to the loop
- Update poster
- DANTE to Provide more detailed schedule
——
Logistical and technical (team SG)
* Cost of backdrop and buying the structure:L 25 000
* Idea:L obtain a general backgrop of CERN design, and then use projections about Sparks! These projections would be made on the sides and below.
* Extra cost for projection: 2000.-
* Dimensions for the projections need to be sent to Daniel. He will do simulations.
* We would also need a carpet for the stage.
* Promteur: OK to use one screen in the middle of the auditorium, need to condemn a few seats around.
* Seating: ok with normal black seats. We will install them during the last clip.
* Draft plan:
* 18 June PM: Start of technical installation
* 19 June morning: Technical rehearsal (village)
* 19 June early afternoon: Speaker rehearsal
* Need to take into account Rachel and the Alumni recording, scheduled to be on 18 June
* Cocktail: choice of Labs VS IdeaSquare. IdeaSquare would make more sense.
* For cocktail: we can reserve VIP seats, also with names
* Plan meal for technicians
* Need to provide indico description for Forum.
ACTION:
- SG to go forward with ordering backdrop
- SG to share dimensions of the backdrop for the Design team to produce a generic CERN theme
- SG to order projection lights and share dimensions of projection with Design team
- SG to get quotes and order carpet for the stage
DANTE to provide
- Updated indico description
- Provide overall schedule
- Confirm cocktail at IdeaSquare
- Confirm meal for technicians
- Confirmation about the CERN Alumni event
——
Audio Visual
* Capsules: best to do by video (like CERN 70), it offers the advantage of being able to reuse them, including on social media. We would need to include a vertical format.
* To create the capsules in the studio, Sparks! Background can be used.
* Live Stream: will be on Youtube, vertical live possible. Other channels will be studied. (! no copyright music as it will be shown on YouTube).
* Script of the event: needs to be received by mid-May
* TPG video and teaser for SoMe: can be similar video to gain in efficiency. Gabrielle it to produce.
ACTION:
- AUDIO VISUAL to start producing trailer and TPG video
- AUDIO VISUAL to confirm live stream platforms and vertical live formats
DANTE to provide
- Clarity on the video capsules and key messages after the 24 April meeting with management
- Meeting to discuss the trailer and TPG
- First version of Script
———
Design
* Team design is to produce a graphical chart (charte graphique) of the event
* Dante is to provide a list of formats needed
* Need to provide script for animation to Daniel
* For slides: they need to be simple with pictures (inspiration: Al Gore Presentation). We need to develop a “Cahier des charges” for the slides with instructions, by mid-May which will then be sent to speakers.
ACTION
- DESIGN to produce a generic CERN backdrop, once the dimensions are sent by SG team
- DESIGN is to produce a graphical chart of the event
DANTE to provide
- All types of formats for the event
- Script for animation to Daniel
- More information on the “Cahier des charges” for the slides of the speakers
———
Communication
* Launch of the campaign: 19 mai
* As of 19 mai: weekly content is to be produced by SoMe. Tyra is to share a communication plan
* Put Press office in the loop
* During live stream: question about moderating the chat. Needs one person from SoMe and an expert, quite heavy
* Website: we can also put Lucie in the loop
* Website: YES for livestream
* Create “behind the scenes” videos of Forum and Sparks! Connect
* An organic reach is planned
* Daniela will check if we wish to invite content creators
ACTION
- SoMe to provide communication plan and more details on what is expected for the weekly content
- Daniela to check regarding content creators
DANTE to provide
- Liaison with Press office
- Investigate possibility of chat moderation
- More information on the use of the website
——
Donors C&SF
* Acknowledgment of donors in the communication campaign is important, synchronisation with the SoMe team is therefore necessary
* C&SF Will check logo requirements
ACTION
- Provide a first list of guests the Foundation wishes to invite (if names are not available, at least a number of people)
- Check logo requirements
DANTE to provide
- More detailed agenda of the day
- Draft posters with logos