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# System prepended metadata

title: Minutes of the ORSO Chairs meeting on 2nd. July 2024

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Present: Tom Arnold (TA), Andrew Nelson (AN), Max Skoda (MS), Andrew McCluskey,  Bridget Murphy (BMM), Stefan Kowarik (SK), Jochen Stahn (JS), Ben Humphreys (BH), Philipp Gutfreund (PG), Brian Maranville (BBM)


Apologies:


# Agenda


## 1. Review previous minutes and assign a note taker

- [ ] ACTION TA to Highlight the constitution in TA working group report.
- [x] ACTION BMM to prepare short blurb describing the prize to advertise on the SXNS webpage.
>  In order to promote excellent science through open data. ORSO and DAPHNE4NFDI jointly sponsor a poster prize at the SXNS. All posters demonstrating how FAIR principles have benefited scientific output will be considered.

TODO: edit above, DAPHNE4NFDI can't sponsor the prize.

- [ ] ACTION discuss at AGM way forward for sharing sample environment concerns. e.g. sharing sample environment designs from published papers.
LB troughs, solid-liquid cells, humidity cells, electrochemical cells, 
- [ ] MS and AN to present idea for collaboration at AGM.
- [ ] AMc going to setup anonymous voting system (w. QR codes). Mainly chairpeople we're voting for.


## 2. AGM at SXNS.

### Registrations (incl. remote and special)

14 online, 53 for physical attendance.
PG to enable TA tosend out announcement for various aspects (e.g. prep work that attendees can do beforehand, how)

- Include link for feedback form on how we can improve ORSO, and ask people to fill it out.
- potential entries to reflectometry database.
- potential entries to SLD database.
- have people bring simple models that they can try out.
- advertise the ORSO prize.
> In order to promote excellent science through open data. ORSO will sponsor a poster prize at the SXNS. All posters demonstrating how FAIR principles have benefited scientific output will be considered. Get tailoring your poster.

(DAPHNE can't sponsor the poster prize, ORSO would have to do it instead. DAPHNE would have a presentation stand at ORSO). 

### Timetable, room allocation & Remote connections

Ben was speaking to Eva (ILL) about this.


Breakout room: big screen, OWL microphone/camera system. Can fit 20 people. With possibility of bringing in extra chairs.

Auditorium: all setup for online video conferencing. Tracking camera, microphone.

Can create two Zoom links for remote attendees for auditorium/breakout room. Ben will acquire the two zoom links from Eva.

Both have central computers to upload files (for smaller delay). Main room to do whatever SXNS has done. Breakout room to share screen via Zoom?

We had a discussion on moving morning tea/lunch/afternoon tea sessions.


- how will the remote access be set up for remote attendees? (I don't have access to a Zoom subscription). Do we use an ILL account, an ESS account? Who starts the meeting, how do we disseminate the link? Can an auditorium computer link to the zoom meeting?

- how do we patch the sound from the presenter in the auditorium to the remote attendees? Is there a microphone? How do we connect microphone to the zoom?

- similar question for vision, is there a camera?

- for remote presenters how do they patch video and sound through to the auditorium?

- because there are 8 presenters for the analysis session we're only going to get roughly ~10 mins each to speak (90/8). Is there potential for us to retain the room for another ~30 mins so we can continue discussion?

- what is the AV setup in the auditorium? Do each of the 8 speakers use our own computer, or do we upload presentations to an ILL computer for a quick changeover?




### Planning for details of sessions





### Sponsorship

SK invited. reminder for poster prizes



## Update on ISA and SLD database / mailing list



## New website


## AOB
Date of the next meeting: 

??st week September?. 1300 ECT 2nd July.