2.1. Dates and Availability Needed: 2.1.1. The Event will occur in Honolulu, Hawaii on August 22 and August 23 of 2025. 2.1.2. Two to three staff will begin to arrive on August 19, 2025 and 12-13 staff will arrive on August 20, 2025. Some will check out as late as August 24, 2025. 2.2. Attendees: 2.2.1. There will be an estimated 100-125 Event attendees and15-18 University staff. 2.2.2. Some Event attendees will be local to semi-local. Others will travel to the venue and need to book rooms. 2.3. Spaces and Accommodations Required: 2.3.1. 15 guest rooms for University staff, accommodating 15-18 staff members. 2.3.2. A room block of five to ten rooms for families attending the Event. 2.3.3. An office or conference room for staff workspace. 2.3.4. A ballroom for parent programming with round tables for participants sit in crescent rounds. (Parents, students, and staff will eat meals here together so this should be the largest space. Parents will remain in this space for their portion of programming.) 2.3.5. One ballroom/auditorium/space to accommodate up to 100 participants in lecture style seating. (Main student presentation space.) 2.3.6. Three to four break-out rooms to accommodate concurrent sessions: i. These should be spaces able to accommodate up to 25 people in which to have small group discussions. 2.3.7. Central conference check-in space with three registration tables for the duration of the Event. 2.4. Audiovisual Equipment Required: 2.4.1. Audiovisual needs for ballroom rooms to include projector, screen, microphone, speaker, wifi, and HDMI input. 2.4.2. Audiovisual needs for breakout rooms may include a microphone, projector, screen and HDMI input; and wifi in some rooms. 2.5. Services Required: 2.5.1. Catering. i. Food and beverage services (include all service charges) for breaks, breakfasts, lunches, and dinners during the Event as follows: a. Lunch on the first day of the Event; b. Breakfast and lunch on the second day of the Event; c. Afternoon snacks on both days (15-minute breaks with light refreshments); d. Vegetarian/Vegan options. University will collect dietary restrictions in registration and communicate these to the awarded Proposer; and e. Buffet style service is preferred. ii. Coffee, tea, water refresh during Event. 2.5.2. Audio-Visual Equipment set up and troubleshooting. 2.5.3. The awarded proposer will provide main points of contact available throughout the Event. 2.6. Other Specifications (Items marked as preferred are not required to submit a proposal, but are preferred by University): 2.6.1. Day-only and overnight parking availability for Event attendees; i. Prefer discounted parking rates. 2.6.2. Special room rate for Event attendees for up to three nights. i. Prefer discounted room rate for any conference-related lodging.
