2.3 Scope of Services The scope of the services the Contractor will be expected to provide are the following and not limited to: 2.3.1 One (1) ready to use main conference room to accommodate 450 – 500 attendees. 2.3.2 Three (3) Workshops session rooms set up in a theater style with the ability to accommodate at least one hundred and fifty (150) attendees per room for each workshop session. 2.3.3 One (1) hospitality room with 2 tables and 10 chairs for the Speakers. The hospitality room must always remain locked during the conference but made available to speakers and Governor’s Office of Crime Prevention and Policy designated personnel. 2.3.4 The staff, labor and equipment necessary to fulfill the terms of this contract. 2.3.5 Speakers and Exhibitors. 1) Handle speaker and exhibitor set up including Audio and Video (AV) needs throughout the event. Workshop Session rooms must be set up as specified in Section 2.3.6 Venue Requirements and confirmed during the walkthrough. 2.3.6 Venue Requirements 1) The main conference room shall have chairs and tables set up in a banquet style for 400 - 500 attendees, with a podium and microphone (s) with AV cable, clicker/remote, screen, laptop, projector, podium, microphone 2) The Workshop Session rooms shall be set up in a theater style for approximately 150 attendees each with chairs and tables; including a microphone and podium, a projector screen with clicker/remote and a laptop for each room 3) Three (3) tables for registration (three, 8-foot tables with 5 chairs at each table) 4) Five (5) reserved/assigned parking spots for the officials. 2.3.7 Audio and Video (A/V) Needs 1) Set up and break down A/V equipment, as necessary. 2) Provide immediate resolution of issues related to A/V or other technical issues. 3) Assist speakers with uploading their presentations. 4) Ensure security of equipment throughout the event 5) Complimentary wireless internet 6) Have an available technician in the event room to operate A/V equipment. 2.3.8 Signage Workshop Sessions Rooms - Workshop session rooms signage should include the name of each workshop and should interchange during workshop sessions. GOCPP will provide workshop session titles for the Contractor once the contract is awarded. 2.3.9 Food and Beverages 1) Boxed lunch meal for 450 attendees. 2) A typical boxed lunch meal that includes an entree (specialty sandwich), fruit and/or salad, beverage, and chips or a dessert. See Attachment P - Vendor’s Proposed Menu Items 3) Provide all condiments, which are normally served with specific menus, including, but not limited to, salt, pepper, mustard, ketchup, cream, sugar. 4) Coffee, water, and refreshments throughout the day.
