Specifications include, but are not limited to: Provide a comprehensive event proposal (i.e. food and beverage order) inclusive of the requirements in the scope of work. Bidder shall include: • Venue location • Venue rooms to be utilized • Catering requirements including proposed menus • AV equipment for general session • AV equipment for breakout rooms • Anything else pertinent to the specific venue. Bid pricing shall include all required items in the scope of work. EVENT DETAILS: • Event length: one-day event • Event date: June 11 or 12, 2024 • Event start time: 8:30 a.m. – Rooms set up by 7:30 a.m. • Event end time: 5:00 p.m. • Expected attendance: 150 people • Food and Beverage Services will be included in this event and served on the premises. Venue must be able to provide the following: REQUIRED SPACES: General Session Space: • Shall accommodate 150 people set with rounds of 8 and with room for a stage at a minimum of 12 feet x 40 feet o Venue must provide chairs and tables for each of the 150 participants to have their own seat at a table o General Session Space shall be used a Breakout room • Shall accommodate breakfast and lunch service. (The buffet can be set up near the general space room, but participants will utilize the general session space for a working lunch.) • Functioning climate control shall be available in the room • 12-foot x 40-foot stage with stairs • Zoned lighting capabilities • Access to power of 100 amps in this room is required • Conference space shall be set by 7:30 a.m. for the 8:30 a.m. start. All AV equipment should be tested and working by 7:30 a.m. The planning team shall have access to all contracted conference spaces 1 hour prior to the start of the event. o Seating and AV access must be provided and set up by the venue/bidder. o The space must be able to be locked once equipment is in place. o The planning team must be able to access the space at any time with the presence of a venue representative. 3 Breakout Rooms: Each breakout space must meet the following requirements: • 3 separate rooms shall be available for breakout sessions • Each room shall be able to accommodate a designated area of 6 feet by 10 feet where the speakers will present in addition to 50 people classroom style with chairs provided by the venue for each of the 3 spaces • Functioning climate control available in each of the 3 breakout conference rooms • Access to power of 100 amps in these rooms is required • Set up is required 1 hour prior to the start of the event. All AV equipment should be tested and working prior to the start of the conference o The planning team shall have access to all contracted conference spaces 1 hour prior to the start of the event . o Seating and AV access shall be provided and set up by venue/bidder 1 hour before the start of the event. o The space shall be able to be locked once equipment is in place. o The planning team shall be able to access the space at any time with the presence of a venue representative...
