Sparks coordination meeting 5 May 2025

General Information


• The Sparks Master Event brief document was shared, which induced a detailed plan of the day in addition to the script
• The Sparks internal Forum led by QTI has been cancelled 

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Logistical and technical (team SG)

• Backdrop has been confirmed. We are waiting on Zory to know if we can go ahead with the purchase of the projectors for mapping, or if we need to stick to a cheaper solutions (printing a poster)
• Draft plan for the installation and rehearsals has been validated:
    
  • 18 June PM: Start of technical installation

  • 19 June morning: Technical rehearsal
  • 19 June early afternoon: Speaker rehearsal

• Dimensions have been shared with Design team for backdrops

• Networking reception has been confirmed at the labs

ACTION:


• obtain quote for the networking reception
• Update Indico
• Support for speakers visits

DANTE to provide

• Confirmation on the purchase of projectors via Zory
• validation of Indico text
• Details to book make-up
• Information for CERN visits

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Audio Visual


• CERN Capsules: 3 out of 4 have been confirmed and are on the master event brief.
• Jacques, Fabienne and Daniel are to check for a carpet to place at the centre of the stage
• The video of the trailer and the TPG are ongoing
• Freelancers have been confirmed 

ACTION:


• -AUDIO VISUAL to start producing capsules

• - Get the carpet 

DANTE to provide


• First version of detailed Script
• More support for the CERN capsules

———

Design 


• All materials have been finalised
• It has been agreed that the deadline for us to receive the slides would be June 10

ACTION


• DESIGN is to continue with the animation and the mapping (if possible on the model of the city metro map)

DANTE to provide


• Script for animation to Daniel with validation of speaker titles

• -More information on the “Cahier des charges” for the slides of the speakers

———

Communication


• Liaison with the press office was made and there is an interest from them
• Website is also underway
• Templates for SoMe have been finalised and are available on the CERNbox of Sparks!

ACTION


• SoMe to provide communication plan by end of the week and more details on what is expected for the weekly content

• Daniela to check regarding content creators

DANTE to provide
 

• Investigate possibility of chat moderation
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Donors

• C&SF
Logos for the posters have been updated, awaiting confirmation from Rolex

ACTION


• Provide a first list of guests the Foundation wishes to invite (if names are not available, at least a number of people)
• Obtain confirmation of Rolex