Questions and Answers.docx

1. Your SOW states 60x60 tent, the site plan shows 80x80 to fit 350 chairs/people comfortably. Our experience tells us that an 80x80 tent would allow (2) rows of 15 chairs with a 5 foot aisle between and 7 foot aisles on the outside along the walls of the tent. Per NFPA Fire Code I wouldn’t try to go any tighter. That does require 80 feet across. We recommend an 80x80 tent. Please be sure all proposals are apples to apples the same or equal.

Answer: I believe we noted 60x60 as a *minimum size*. We have no issues with 80x80 or any size that will fit up to 350 chairs. Something like this below would work too potentially. In the end, we want it look GOOD – suitable for the Secretary of Agriculture.

1. Your SOW calls for a stage but does not provide any size, height or specification. Typically we need to know the weight load or heaviest object, how many people or what equipment will be on the stage.

Answer: The stage needs to hold a podium and space for 2 to 3 people to stand.

1. If the stage is 12 or 16 feet deep that would allow 9 feet in front of the stage, 12 rows of chairs, 10 feet for the media platform and 9 feet between the media platform and the last row of chairs. Again we recommend the 80x80 tent (tension fabric structure) Answer: That all sounds great! As noted above, we don’t need a big stage – probably closer to 12 feet deep. Needs to fit a podium and space for 2-3 people to pass.

1. What are the requirements of the media platform?

Answer: We may only end up with a couple of cameras because we might end up livestreaming the event. But worst case, we would need room for 5 to 6 tripods/cameras and the people operating them.

1. 80x80 tension fabric structures do not go up in a day. They take at least a week, probably 2 depending upon my crew size at that time, schedule dependent.

Answer: My concern about putting it up too early is keeping the grass mowed underneath it. We will be able to provide people to assist, but if the tent needs to go up earlier, that shouldn’t be an issue.

1. Confirm what is the time of the event, start time and end time?

Answer: The event is scheduled for Wednesday, May 24. The start/end time is still being finalized (looking at 1:30-3:30pm) – but we will likely have people on campus all day for the event.

1. You show asterisk at all of the tents and stage setup. Are you sure? The 80x80 requires man lifts, boom lifts and the roof height is about 20+ feet tall. The 20x20 tents are no small feat either. You asterisk the chairs but not the tables. I would recommend you can help labor the traffic control stations and tables and chairs. Unless you really have the man power and equipment for the tents and stage and media platform.

Answer: Please include some labor for the all the items you think will require it. We will want to get most everything up on Monday, May 22. But we won’t be able to put the 20x20 tents up until the day of the event (Wed., May 24) – possibly the night before. These 20x20 tents will be going up on concrete – so they will have to be weighted (not drilled into the ground). We will be able to provide several people (likely 10-15) to assist with labor/setup as needed.

1. Are lights required?

Answer: To ensure the speaker behind the podium can been seen on video, lights would be great!

1. Is power just for the stage and media platform? Is there a sound system being used and lighting control? 80 feet is a pretty good distance to hear anyone on stage without a sound system and some lighting would be helpful at least at the podium, even in a white tent on a sunny day. Answers to this will help my know your power requirements. Your 100 Amps of 3 phase 208 power might be excessive that would be about a 40KW generator. This event would probably be fine with a 20KW generator or smaller. 20kw tows behind a truck and is pretty large. 40kw is delivered on a semi-truck.

Answer: We have not discussed lighting control, but we will be using two Bose audio systems. Let’s plan on a 20KW generator.

1. Your site plan does not show the 20x20 tents for staging. Where do they go on the site plan? They may require separate power (generators).

Answer: They will be used at the location across the street (Kansas State University Athletics parking) where we’ll be parking vehicles and bussing guests to our campus. The tents are just to keep people out of sun/rain while they’re waiting to load buses. Again, these will be on concrete. No power will be required.

1. The SOW calls out 1 power box. That may not be what you really need. I would like to know more about your power requirements. Maybe we can schedule a phone call.

Answer: We need enough power to handle 2-3 cameras for a livestream, audio (2 Bose systems), lights, and possibly a monitor or two for before the event.

1. Your SOW calls out 500 feet of cord but does not describe what cord. A good start may be 6/4 SO connected to 50 amp power boxes, 1 at the podium and 1 at the media platform. Are there any other power requirements inside or outside the tent?

Answer: We got that information from our electrician team. We will have a separate generator and water support trailer for a portable restroom/VIP trailer. The only other need we’ll have is to possibly power a couple of monitors that we’ll use to display images/video prior to the event.

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