PHAP_Conference_Space_Requirements_October2016.docx

PHAP Off-Site Conference and Hotel Room Requirements – October 31-November 4, 2016

· 200 sleeping rooms at the current government rate (Checking in 10/30/2016-Checking out 11/4/2016)

· One ballroom for plenary sessions (M-Th- 6:30am-6:00pm and Fri- 6:30am- 2:00pm)

· 25 round tables with 10 chairs each

· Need stanchions for each of the 25 round tables

· One round table with four chairs for speakers

· One rectangular table with seating for two staff members on the perimeter of the room

· Seating for 40 staff around perimeter of room or in back

· Dais and podium

· Tables and seating for six-person panel presentations on dais

· Ballroom AV needs:

· microphone on podium,

· lavalier microphone,

· laser pointer and remote to control slides,

· projector and two screens with connections for CDC-provided laptop,

· three floor microphones,

· PC audio laptop sound port,

· DL 1608 mixer,

· Video switcher,

· table mikes for six-person panel table on dais.

· Four breakout rooms (full week)

· AV needs for each breakout room – only need AV for three conference days:

· microphone on podium,

· projector and screen with connections for CDC-provided laptop,

· One small staff room (full week). Available for materials drop-off and storage at noon the Friday before.

· Should allow staff to store materials, answer emails, and make phone calls (will use personal devices for email and phone calls). Need locking storage for laptops.

· One secure room (full week). Available for set up on the Friday before.

· The secure room will be used for CDC security processing and will need to have hard walls, a locking door, and access limited to CDC security staff for the week of the conference. Room should accommodate 6 work stations.

· Security room must have 6 hardwire lines for high speed internet access.

· A/V support in all rooms for the week

· High speed Wi-Fi internet access for 15 staff members. Access should be available in ballroom, breakout rooms, and staff room.

· Four tables and eight chairs in ballroom lobby for registration, etc.

· Lactation room with locking door for staff use during week

· Complimentary on-site parking for at least 15 staff members

· Sessions will run 8AM-5PM Monday through Thursday, 8AM-Noon on Friday. Registration begins at 7AM daily.

· Walking distance to MARTA train station

· Walking distance to restaurants