Quarterly_Board_Meeting_Specifications.pdf

Meeting Requirements Quarterly Board Meetings

Who We Are:

The National Assessment Governing Board (Board) is an independent, bipartisan board that sets policy for the National Assessment of Educational Progress (NAEP), commonly known as “The Nation’s Report Card”. The assessment makes objective information on student performance available to policy makers and the public at the national, state, and local levels. It has served an important role in evaluation the condition and progress of American education for more than three decades. The Board conducts its business via quarterly meetings. Information on the Board and its work can be found at www.nagb.gov.

Meeting Dates: February 28- March 2, 2019 - May 16-18, 2019 & November 14-16, 2019

Guest Rooms at per diem rates:

Wednesday Thursday Friday Saturday # Guest Rooms (King rooms preferred)

25 45 45 5

Meeting Specifications:

Day One (Wednesday)

TIME FUNCTION SET UP

12:00 noon – 24 hours Office Work space for up to 10 pp. Meeting materials (20 pieces to include 6 large cases with laptops, 1 case with a projector, and 1 large sign box) will be delivered by local courier. Staff will arrive on site to set up the office. Hotel to secure the room 24 hours, and provide keys for staff to access after business hours. See diagram attached.

Day Two (Thursday)

TIME FUNCTION SET UP

24 hours Office See diagram attached. Work space for up to 10 pp 7:00 am – 6:00 pm Breakout Room 1 Conference Style for 20 pp, perimeter for 35 pp 7:00 am – 6:00 pm Breakout Room 2 Conference Style for 25 pp, perimeter for 35 pp 7:00 am – 7:00 pm Breakout Room 3 Conference Style for 30 pp, perimeter for 50 pp Set Up General Session

We require 3,000 square feet of meeting space to accommodate the required set up. The general session room is used on Thursday for set up only. Governing Board staff will work with the hotel staff to set up the hollow square, check the placement and test the microphones (approximately 26 needed) and other AV equipment.

http://www.nagb.gov/

Day Three (Friday)

TIME FUNCTION SET UP

24 hours Office See diagram attached. Work space for up to 10 pp 8:30 am – 6:00 pm General Session Hollow square with classroom seating, see attached diagram attached (room must be at least 3,000 sq. ft.). The audiovisual test and walk through must be completed by 7 am.

7:00 am – 6:00 pm Breakout Room #1 Conference Style for 20 pp, perimeter for 35 pp 7:00 am – 6:00 pm Breakout Room #2 Conference Style for 25 pp, perimeter for 35 pp 7:00 am – 9:00 pm Breakout Room #3 Conference Style for 30 pp, perimeter for 40 pp

Day Four (Saturday)

TIME FUNCTION SET UP

until 1:00 pm Office See diagram attached. Work space for up to 10 pp

Local courier will pick up meeting materials (17 pieces) to return to NAGB offices on Monday am. All items will be packed and labeled.

7:00 am – 12:30 pm General Session Same requirements as Friday 7:00 am – 10:00 am Breakout Room #1 Conference Style for 10 pp, perimeter for 10 pp

Capability Statements must meet the following minimum requirements:

Meeting Room Square Footage Requirements

• Space proposed for the General Session must be at least 3,000 square feet without any columns in the room.

• Space proposed for each breakout room must range from 750 square feet to 1,100 square feet.

Concessions Requested:

• 1/40 comp

• Complimentary coffee service and 20% discount on Food and Beverage prices

• 5 Discounted guest rooms at staff rate with complimentary overnight parking. Staff will pay own room, tax and incidentals charges.

• Complimentary parking passes for 5 local attendees

• Complimentary Wi-Fi in meeting space

• Five keys to the staff office at no charge

• 15% discount on AV equipment

• Group rate honored 3 days post and prior to meeting

• Complimentary easels for signage

Other Requirements:

• Facility must be located in the Washington, DC, Arlington or Alexandria and must be within walking distance of the Metrorail.

• Parking garage for local attendees who may drive.

• On-site audio visual contractor.

• Contractors will need to complete registration in the System for Award Management (SAM) at https://www.sam.gov/portal/public/SAM/ to be eligible for award.

https://www.sam.gov/portal/public/SAM/

National Assessment Governing Board General Session Room Set Up Diagram

Hollow Square for 26 persons

Classroom style on either side of the square for 8 on left 6 on right.

Set up Note: Use three 6’ tables top to bottom and four 6’ tables at sides with two per 6 ft table.

All tables should be at least 3’ wide.

Microphone Rule:

One microphone for every two attendees (except where indicated), with 3 microphones top and 4 at the bottom of Hollow Square

2 Confidence Monitors inside square (for head table viewing)

Power strips on board & staff table (NAGB to provide).

AV company to use cord covers.

NAGB to provide own LCD projector for GS & breakout rooms

Court Reporter

Screen

PODIUM

Classroom seating will maximize occupancy for each side of the aisle.

Audio feed needed

NATIONAL ASSESSMENT GOVERNING BOARD STAFF OFFICE SET UP DIAGRAM

Small

Table

(coc

Chair

Chair

Chair

Chair

Chair

La rg e

W as te b as ke t

Large

W aste b aske t

Coat rack