Joint_conference_specs.docx

Charlotte, NC Lodging and Meeting Requirements

SDC/CIC Steering Committee Meetings June 10-11 Meeting #1

DDTB Program June 11-13

Meeting #2

Joint SDC/CIC Annual Conference June 12-14 Meeting #3

· Hotel must have at least one restaurant and coffee shop on site

· Hotel must be in a central location surrounded by restaurants, coffee shops, etc.

· Restaurants and coffee shops must be within walking distance (1 mile)

· Onsite or nearby parking

· No major construction at hotel (please specify if construction will be going on in the area outside the hotel)

· Offers government rate

Check in on June 9- check out on June 11

· 25 sleeping rooms each night (June 9, June 10)

· Within Gov rate

· Wifi in sleeping rooms

June 10-All DAY

· 2 conference rooms holding 15-20 ppl each

· Wifi in meeting rooms

· A/V including projector, sound and screen.

· Covered tables, water dispenser

· Hollow square set-up

June 11-Meeting ends at 2:00pm

· 1 conference rooms holding 40 ppl each

· Wifi in meeting rooms

· A/V including projector, sound and screen

· Covered tables, water dispenser

· Hollow square set-up Check in on June 10- Check out on June 14

· 49 sleeping rooms each night (June 10, June 11, June 12, June 13)

· 5 block rooms for call in presenters

· Within Gov rate

· Wifi in sleeping rooms

Day 1 – June 11, 2019- ALL DAY

· 1 Conference Room (ballroom) holding 50 ppl.

· WIFI connection in meeting room,

· 1 podium with microphone

· 1 Lavaliere microphone

· 1 microphone per table

· 1 projector, 1 screen and sound,

· 1 teleconferencing system

· 1 Head table with 3 chairs

· 2 mics with stands for head table

· 10 Half round tables with 5 chairs to accommodate 50 people

· 1 power cord per table

· 1 table and 2 chairs outside room

· Water dispenser

· Registration table outside of meeting room

1 breakout room with the following requirements:

· Needed only from 10:00am – 3:30pm

· Accommodates 25 people

· Classroom style setup

· A/V requirements – WIFI connection, 1 projector, screen and sound

Day 2 – June 12, 2019 – No rooms needed.

Day 3 – June 13, 2019- 12:00pm-5:00pm

· 1 Conference Room (ballroom) holding 50 ppl.

· WIFI connection,

· 1 podium with microphone, 1 Lavaliere microphone

· 1 microphone per table

· 1 projector, 1 screen and sound

· 1 teleconferencing system

· 1 Head table with 3 chairs

· 2 mics with stands for head table

· 10 Half round tables with 5 chairs to accommodate 50 people

· 1 power cord per table

· 1 table and 2 chairs outside room

· Water dispenser

Check in on June 11- Check out June 14

· 113 sleeping rooms each night (June 11, June 12, June 13)

· Wifi in sleeping rooms

· Within Gov rate

· 10 block rooms for call in presenter

· 3 extra sleeping rooms for the night of June 10

· 5 extra sleeping rooms for the night of June 14 June 12-ALL Day

· 1 Conference room (ballroom) holding 200 ppl.

· Wifi in meeting rooms

· Registration table outside of meeting room

· Basic AV (w/sound)

· 2 Screens

· Projector

· 1 Podium with mic

· 4 wireless mics

· Head table for 3 people

· 2 mics with stands for head table

· 1 teleconferencing system

· Need Conference room and AV set up @4pm the afternoon of June 11th.

· 30 round tables with 7 chairs per table

· Covered tables, water dispenser

· 5 parking spaces

June 12, 2019 – In addition to the big conference room (holding 200 ppl) we need

· 2 breakout rooms with the following requirements:

· Needed from 2:00pm – 4:30pm

· Accommodating 25 people per

· Hollow square set-up June 12

· Welcome Reception from 4:30-6:30 area needs to accommodate 200 ppl

June 13- ALL DAY

· 1 conference room holding 200 ppl.

· Wifi Connection

· Registration table outside of meeting room

· Basic AV (w/sound)

· Screen

· Projector

· Podium with mic

· 4 wireless mics

· Head table for 3 people

· 2 mics with stands for head table

· 1 Teleconferencing system

· 30 round tables with 7 chairs per table

· Covered tables, water dispenser

· 5 parking spaces

June 14- Meeting will send at 12:30pm

· 1 conference room holding 125 ppl.

· Wifi Connection

· Registration table outside of meeting room

· Basic AV (w/sound)

· Screen

· Projector

· Podium with mic

· 4 wireless mics

· Head table for 3 people

· 2 mics with stands for head table

· 1 Teleconferencing system

· 25 round tables with 5 chairs per table

· Covered tables, water dispenser

· 5 parking spaces

10:00 am-12:30 pm

· 1 meeting room holding 50 people

· 10 covered round tables with 5 chairs per table

· Basic AV (w/sound)

· Screen

· Projector