Specifications include, but are not limited to: General Session Space Seating, crescent rounds, for 700 ppl and tables as needed for attendee breakfast buffets, beverage stations, and snack stations. The space will also need to accommodate a large stage, screens, and other AV equipment needed to effectively host sessions based on the size of the room and number of attendees. A green room for speakers is preferred but not required. The general session space should be located as close as possible to breakout session spaces and the exhibit area. Staff/Storage Rooms 1 room, preferred size can accommodate up to 6 ppl at boardroom or classroom setup Breakout Session Rooms These spaces should allow for 9-15 concurrent breakout sessions with these requirements: Rooms that can accommodate 75-100 ppl in crescent rounds (each) allowing space for a screen and projector to be set up. Spaces should be located as close as possible to general session space and the exhibit area. Exhibit Area Space for a minimum of 45 booths including an 8’x30” draped table, 2 chairs, wastebasket Set up in the event space hallways is required Registration Area The registration area should allow space for up to 4 registration counters and 700 ppl to check in on any day of the conference. Parking Preferred: Parking for conference attendees should be provided on site at the venue and should be complementary to event attendees. If parking is available onsite/managed by the venue, parking rate not to exceed $15 per vehicle per day with in/out privileges. Wi-Fi Required: Complimentary wi-fi for in all event spaces, each day of the event Required: Network speed should be suitable for checking email, downloading documents, and browsing websites. Food & Beverage Preferred: Food & Beverage minimum in exchange for complimentary space rental Estimated food & beverage is as follows Sunday: water stations Monday-Tuesday: water stations, lunch & snack for attendees and exhibitors Wednesday: water stations, lunch for attendees Room Nights Required: The venue must have sleeping rooms onsite, assigned rooms for conference attendees should be as close to the conference spaces as possible. Required: No deposit required for room reservations. Attendees are not able to use non-personal funds prior to the event, so they are not able to use non-personal funds to make their room reservations/deposits. Room rate per night to be government per diem Includes complimentary Wi-Fi in guest rooms, network speed suitable for checking email, downloading documents, and browsing websites Expected room nights Sunday: 50 room nights Monday: 300 room nights Tuesday: 300 room nights 20% allowable attrition, calculating room night usage cumulatively 1 comp room per 50 rooms reserved Ability to reduce the room block and have attrition numbers adjusted accordingly Reservation deadline to be 10 days prior to event start date No cancellation fees when cancellation occurs more than 72-hours prior to the event start date Conference rate to extend to Saturday night prior to the conference at Saturday night after the conference If the venue has a resort fee, this fee must be included in the room night fee. Staff Support Venue will provide appropriate staffing to set up, maintain, and break down the conference spaces within the times allotted. Venue will provide adequate staffing (venue staff, food & beverage staff, etc.) throughout the conference to respond to any issues that may arise.
