2025 HBCU Appendix I - Meeting Space Requirements.V3 FINAL.xlsx
XLSX spreadsheet 18 KB Posted
- Solicitation number
- 91990025Q0025
About this file
This Excel file is a detailed meeting space requirements document for the 2025 Historically Black Colleges and Universities (HBCU) Conference, specifying comprehensive spatial and technical needs across multiple event days. The document outlines precise requirements for various conference spaces, including a pre-conference setup with a storage room, 24-hour staff office, registration area, plenary session space, VIP and Secretary hold rooms, five distinct breakout rooms, exhibition space, and an Innovation Alley. Technical specifications for the plenary session are extensive, requiring dual projection packages, ASL interpretation, StreamText CART captions, multiple cameras, audio mixers, wireless microphones, stage lighting, and specific production equipment.
The conference is structured over three days with specific daily configurations, featuring registration times ranging from 4-8 p.m., sound checks beginning at 6 a.m., and plated luncheons served between 11:30 a.m. and 2 p.m. Additional event spaces include a Federal Agency Meet & Greet from 3-6 p.m. on the first day and an exhibition space that remains consistent throughout the conference. The event requires flexible room setups, including round tables, theater-style seating, and specialized technical configurations to accommodate up to 550 participants across various session types, with specific attention to accessibility and technological support for presentations and interactions.
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Other files
| File | Type | Posted |
|---|---|---|
| 91990025Q0025-Historically Black College and Universitites Confernce-Request for Quote (RFQ).docx | DOCX document | |
| 2025 HBCU Appendix II - Price Quote Worksheet .V3 FINAL.xlsx | XLSX spreadsheet |
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Meeting Space Day Activity Desired Set Up Notes Time Proposed Space tc={121BD43B-FFD1-4CD8-A72B-8F26C5560CE1}: [Threaded comment]
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Comment:
@Mccane, Elizabeth I added the Career Fair to day 1 Monday with Direct Hire rooms, exhibition set up and then after Career Fair ends the set up of breakout rooms ending on Thursday.
We want the breakouts all day on Thursday so we have the flexibility to add or remove.
Added a Presidents and Chancellors Room separate from the Breakout rooms.
Added the storage and staff room to Friday so we aren't rushed to find somewhere to store our stuff Thursday night.
| Pre-Conference (Set Up) | |||||
| Storage Room | Empty room. Possible need to add 2-3 tables, at least 450 sqft. | Must be available all day from load in to load out. | 24-Hour Hold | ||
| Staff Office | (5) Rounds of 8, plus (5) 6ft tables along the perimeter, 2 laptops, 2 wired internet lines, 10 radios with swivel earpieces | Large enough room for 40 staff members in rounds + equipment. Must be available from load in to load out. Must be near or adjacent to the storage room and registration area. This will also be the staff meal room. | 24-Hour Hold | ||
| Registration | (6) 6ft tables plus space for registration booths, 2 wired internet lines | Needs to have ample space due to long registration lines. Heavy traffic area so open space prefered. Space needs to be able to accommodate 300 at a given time plus registration booths. Preference for an attached registration office, but if no registration office, next to storage and staff offices. Registration to open from 4 p.m. to 7 p.m. | 24-Hour Hold | Set Up | |
| Plenary Session | Rounds of 8 for 550 (72" tables), 40'x20' stage, 12'x8' press riser, tech tables in the back. |
1 – Dual 11x20 Projection Package (rear-screen or back-of-room ground supported truss) 1 – Blue Drape Screen-to-Screen 1 – Confidence Monitor 1 – Speaker Timer 1 – Video Switcher Picture-in-Picture with:
| • | ASL (provided by ED) |
| • | StreamText CART Captions (provided by ED) |
1 – Playback Pro 1 – 50”-65” Backstage Preview Monitor w/Stand 1 – I-Mag Production Camera 1 – ISO Recording 1 – Program-out Recording 1 – HDMI Video Feed w/Embedded Audio Feed (must be mic-only, no music) 1 – Audio Mixer 8 – Wireless Mic Combo Unit (lavaliere/handheld) 8 – Boom Stands 1 – Gooseneck Podium Mic 1 – Backstage Audio Speaker/Monitor 1 – Audio Interface Device (music playlist will be provided) 1 – Speaker System Sufficient Plenary Space 1 – Wireless Cue 1 – Stage Lighting Package 1 – LED Uplighting Package 3 – wireless clear comms for ED to communicate with producer/stage manager X – Vendor to identify quantity of PCs/Macs required as part of their technical approach.
| X – Vendor to identify required labor as part of their technical approach - must have an experienced stage manager/producer | 24-Hour Hold | Set Up | |||
| VIP Hold Room | Round or conference table for 8 + soft seating for small lounge area (if available from hotel) | Close to restroom, close to plenary session. | 24-Hour Hold | Set Up | |
| Secretary Hold Room | Round or conference table for 8 + soft seating for small lounge area (if available from hotel) | Close to restroom, close to plenary session. | 24-Hour Hold | Set Up | |
| Breakout Room 1 | Rounds for minimum of 100 + head table with 4 chairs, moderate AV (screen, projector, laptop, presentation remote, 1 table mic), podium with podium mic. | 24-Hour Hold | Set Up | ||
| Breakout Room 2 | Theater for minimum of 100 + head table with 4 chairs, moderate AV (screen, projector, laptop, presentation remote, 1 table mic), podium with podium mic. | 24-Hour Hold | Set Up | ||
| Breakout Room 3 | Theater for minimum of 100 + head table with 4 chairs, moderate AV (screen, projector, laptop, presentation remote, 1 table mic), podium with podium mic. | 24-Hour Hold | Set Up | ||
| Breakout Room 4 | Theater for minimum of 100 + head table with 4 chairs, moderate AV (screen, projector, laptop, presentation remote, 1 table mic), podium with podium mic. | 24-Hour Hold | Set Up | ||
| Breakout Room 5 | Theater for minimum of 100 + head table with 4 chairs, moderate AV (screen, projector, laptop, presentation remote, 1 table mic), podium with podium mic. | 24-Hour Hold | Set Up | ||
| Exhibition Space | up to 10- 10x10 spaces for sponsor exhibition | Space should be in the walking footprint between all allocated breakouts and plenary | 24-Hour Hold | Set Up |
| Conference Day 1 | ||||
| Storage Room | Existing | 24-Hour Hold | ||
| Staff Office | Existing | 24-Hour Hold | ||
| Registration | Existing | Registration to open at 8 a.m. | 24-Hour Hold | |
| Plenary Session | Existing | Sounds checks to begin at 6 a.m. Plated luncheon to be served as early as 11:30 a.m. to end by 2 p.m. | 24-Hour Hold | |
| VIP Hold Room | Existing | 24-Hour Hold | ||
| Secretary Hold Room | Existing | 24-Hour Hold | ||
| Breakout Room 1 | Existing | 24-Hour Hold | ||
| Breakout Room 2 | Existing | 24-Hour Hold | ||
| Breakout Room 3 | Existing | 24-Hour Hold | ||
| Breakout Room 4 | Existing | 24-Hour Hold | ||
| Breakout Room 5 | Existing | 24-Hour Hold | ||
| Federal Agency Meet & Greet | (40) High boys + small stage, check-in table outside room, podium, AV | Event is from 3 p.m. to 6 p.m. | 3pm-7pm | |
| Exhibition Space | Existing | 24-Hour Hold | ||
| Innovation Alley | Up to (75) 6ft tables | Space should be in the walking footprint between all allocated breakouts and plenary. If unavailable a separate room is acceptable. Set up will begin at 7pm. It is acceptable to occupy same space as exhibition | 24-Hour Hold |
| Conference Day 2 | ||||
| Storage Room | Existing | 24-Hour Hold | ||
| Staff Office | Existing | 24-Hour Hold | ||
| Registration | Existing | Registration to open at 7 a.m. | 24-Hour Hold | |
| Plenary Session | Existing | Sounds checks to begin at 6 a.m. Plated luncheon to be served as early as 11:30 a.m. to end by 2 p.m. | 24-Hour Hold | |
| VIP Hold Room | Existing | 24-Hour Hold | ||
| Secretary Hold Room | Existing | 24-Hour Hold | ||
| Breakout Room 1 | Existing | 24-Hour Hold | ||
| Breakout Room 2 | Existing | 24-Hour Hold | ||
| Breakout Room 3 | Existing | 24-Hour Hold | ||
| Breakout Room 4 | Existing | 24-Hour Hold | ||
| Breakout Room 5 | Existing | 24-Hour Hold | ||
| Exhibition Space | Existing | 24-Hour Hold | ||
| Innovation Alley | Up to (75) 6ft tables | Spaces will be open to public beginning at 7am daily. | 24-Hour Hold |
| Conference Day 3 (Half Day) | ||||
| Storage Room | Existing | 24-Hour Hold | ||
| Staff Office | Existing | 24-Hour Hold | ||
| Registration | Existing | Registration to open at 7 a.m. and close at 12 p.m. | 24-Hour Hold | |
| Plenary Session | Existing | Sounds checks to begin at 6 a.m. Plated luncheon to be served as early as 11:30 a.m. to end by 2 p.m. | 24-Hour Hold | |
| VIP Hold Room | Existing | 24-Hour Hold | ||
| Secretary Hold Room | Existing | 24-Hour Hold | ||
| Breakout Room 1 | Existing | 24-Hour Hold | ||
| Breakout Room 2 | Existing | 24-Hour Hold | ||
| Breakout Room 3 | Existing | 24-Hour Hold | ||
| Breakout Room 4 | Existing | 24-Hour Hold | ||
| Breakout Room 5 | Existing | 24-Hour Hold | ||
| Exhibition Space | Existing | 24-Hour Hold | ||
| Innovation Alley | Existing | Breakdown begins at 12 noon | 24-Hour Hold |
File details come from the government source that posted it. Updated .