2026 Tuesday, March 3 - Sunday, March 8, 2026 2027 Tuesday, March 2 – Sunday, March 7, 2027 Wednesday – Starting at 11:am provide large storage room for UT movers to transport, delivery and secure all meeting boxes. Thursday – Starting at 7:am begin setup for Exhibitors and Vendors and Meeting Room to include on-site registration, classroom signage, package pick-up. Friday - Sunday – Assist with any issues that may occur with use of meeting rooms, Audio visual support, cleaning etc. Monday – UT movers will begin removal of all UT property use for meeting. Requirements to host this 2.5 day continuing education conference and alumni weekend: Free Parking w/ security for meeting guests staying at the hotel and local attendees traveling to attend meeting. Parking minimum 375 spaces. Hotel room accommodations: Room Nights Reservations: Tuesday– Sunday Double Queen and King Bedrooms Cost: Quote Prices Minimum Comp Room(s) at per 40 room nights secured by block. Ability to bring Outside Projector for A/V for lectures. Complimentary WiFi in meeting space and lobby for attendees. Complimentary VIP Welcome Amenities for specified VIP from meeting planner Waived Meeting Room Rental fees for all meeting space being utilized and limit of $1,000 to $2,000 setup fee(s) Food and Beverage for entire weekend with set menu costs to stay at same rate for 2 year contract. See item 13 for more detail. Food Tasting and Pre-Con Meeting w/ Meeting Planner and Core Team 3 months prior to meeting. Meeting Space: Lecture Halls to accommodate up to 500 people at one time in various rooms simultaneously. Lobby space for meeting to setup registration packet pickup and registration onsite are: Registration packet pickup: 4 (6-foot tables) On-site: 2 (6-foot tables) w/ hard wired internet connection or separate wireless connection (at not cost) that’s outside of the complimentary WiFi for attendees. This is to ensure registration doesn’t fail or slow processing when registering attendees on site. Friday Setup: 4 rooms for main lectures on Friday 2 rooms for lunch Friday 1 room for staff/storage room (Wednesday – Monday) 1 exhibitor and speaker hospitality room 3 rooms for mini-sessions outside of main lecture rooms – can hold 40 - 50 people theatre style 1 room for lactation 1 room for band storage 2 rooms designated for lunch on Friday turns into Welcome Party space to start at 5:30 pm. Saturday Setup 5 rooms for main lectures on Saturday 1 room for lunch on Saturday 1 room for staff/storage room (Wednesday – Monday) 1 exhibitor and speaker hospitality room 3 rooms for mini sessions outside of the main lecture rooms – can hold 40-50 people theatre style 1 room for lactation Variety of setup at one time for each day: Theatre style Classroom style U- shape In-house A/V Company on site during the entire meeting to meet lecture needs for the multiple speakers each day (minimum needs below): Podium Sound System and Microphone LCD Projector Standard Size 8” Screen Podium Microphone Hand-held wireless microphone Wireless Lavaliere microphone Approval to use school’s projectors in some meeting rooms with a Projector Support Package A/V ability to set-up dance floor for welcome party on Friday night and Band FBT Vertus CLA 604 A Column Active Line Array FBT Vertus CLA 208SA Processed Active Subwoofer Soundcraft Si Expression 3 32ch Digital Mixer SM58 vocal mics (with boom stands) JBL Eon 515 XT Powered Speaker – Stage monitors: 3 front stage, 1 drums, 1 keys Shure SM57 Microphone and 1-short mic stand (guitar amp) XLR lines to mixer for rhythm guitar amp, bass amp and keyboard amp to run direct Drum Mic Set – 5 – 1-kick; 1 snare, 3-hovers Horn mics (with stands) – sax and trumpet Ability to setup pipe and drape for luncheon on Friday and stage w/ 2 risers on each side. Food and Beverage: Coffee stations to accommodate up to 400 people Friday: Banquet staff to serve plated luncheon at 400 with round tables and seating chairs and accommodate 3 entrée options and with those some variety of dietary restrictions in the 2 designated lunch rooms. Friday & Saturday: Exhibitor breakfast in their designated hospitality room. Saturday: Ability to provide boxed lunch to 300 people simultaneously and ability to accommodate several dietary restrictions. Saturday Lunch room: accommodate 150 w/ rounds and food tables. Saturday: Breakfast Buffet – 150 people in 1 meeting room as early bird meeting before main sessions begins. Staff Breakfast each day in staff office- Friday, Saturday and Sunday Reception Friday night: 175 attendees- 2 bars, reception style food Exhibitors: Meeting space lobby to accommodate 35 to 37 6x6 Booths for exhibitors with pipe and drape. Diagram attached. Ability for outside company to setup exhibitor space w/ pipe and drape – unless hotel accommodate service. Separate hospitality room for exhibitors Ability to provide electricity to all vendors in hallway at no additional cost. Hotel Amenities: Free Parking Non-Smoking Rooms On-Site Restaurant and Bar Fitness Center Pet- Friendly Handicap Accessible to rooms and entrances
