2025 HBCU Appendix I - Meeting Space Requirements.xlsx

XLSX spreadsheet 17 KB Posted Jan 21, 2025

Attached to: The White House Initiative on Historically Black Colleges and Universities (HBCU) 2025 Conference
Solicitation number: HBCU-EMAP2025-Q-01
Issued by: Department of Education Contracts and Acquisition Management

About this file

Written by GovTribe AI · Jan 22, 2025

This is a meeting space requirements document (Appendix I) detailing the room and setup needs for the 2025 White House Initiative on HBCU Conference over 5 days. The document outlines specific requirements for various spaces including a plenary session room that must accommodate 1,200 attendees in rounds of 10, multiple breakout rooms each accommodating 120 people, direct hiring rooms of 1,500 square feet each, a career fair space for 120 tables, and a scholars room for 130 participants.

The requirements specify detailed AV needs, particularly for the plenary session, which includes dual projection, video switching, recording capabilities, wireless microphones, and stage lighting. The document indicates various room transitions and repurposing throughout the event, with most spaces requiring 24-hour holds. Specific timing requirements are noted for various setups and breakdowns, such as career fair ending at 4pm before transitioning to exhibit hall space, and sound checks beginning at 6am for plenary sessions. The final day requires a President's Board of Advisors meeting setup with boardroom style for 25 plus gallery seating for 100 with specialized AV requirements.

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Other files

File	Type	Posted
2025 HBCU RFQ.docx	DOCX document	Jan 21, 2025
2025 HBCU Appendix II - Price Quote Worksheet.xlsx	XLSX spreadsheet	Jan 21, 2025

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Meeting Space

Day	Activity	Desired Set Up	Notes	Time	Proposed Space
Pre-Arrival Day 1 - Arrival
	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 45 staff 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 Area	(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.	24-Hour Hold	Set Up
	Career Fair	Space for up to (120) 6ft tables with 3ft in between each table and ample space in between each row. Light AV (2 large monitors, 1 wireless handheld). Small riser to fit podium and 1 monitor.	Will repurpose this space for the exhibit hall once the career fair is complete.	24-Hour Hold	Set Up
	Direct Hiring Room 1	Minimum 1500 square feet. Exact set up will vary. Space will be repurposed for breakout rooms once the career fair is complete.	Room 1 should connect or be adjacent to Room 2	24-Hour Hold	Set Up
	Direct Hiring Room 2	Minimum 1500 square feet. Exact set up will vary. Space will be repurposed for breakout rooms once the career fair is complete.	Room 2 should connect or be adjacent to Room 1	24-Hour Hold	Set Up
	Direct Hiring Room 3	Minimum 1500 square feet. Exact set up will vary. Space will be repurposed for breakout rooms once the career fair is complete.	Room 3 should connect or be adjacent to Room 4	24-Hour Hold	Set Up
	Direct Hiring Room 4	Minimum 1500 square feet. Exact set up will vary. Space will be repurposed for breakout rooms once the career fair is complete.	Room 4 should connect or be adjacent to Room 3	24-Hour Hold	Set Up
	Direct Hiring Room 5	Minimum 1500 square feet. Exact set up will vary. Space will be repurposed for breakout rooms once the career fair is complete.	Room 5 should connect or be adjacent to Room 6	24-Hour Hold	Set Up
	Direct Hiring Room 6	Minimum 1500 square feet. Exact set up will vary. Space will be repurposed for breakout rooms once the career fair is complete.	Room 6 should connect or be adjacent to Room 5	24-Hour Hold	Set Up
	Workshop	Theater for 120. Space will be repurposed for breakout rooms once the career fair is complete.		24-Hour Hold	Set Up
	Workshop	Theater for 120. Space will be repurposed for breakout rooms once the career fair is complete.		24-Hour Hold	Set Up
	Scholars Room	Rounds of 8 for 130 scholars + moderate AV (screen, projector, laptop, presentation remote, 3 table mics), podium with podium mic.	Room should include extra space for luggage hold on arrival and departure days. Scholars will arrive and hold here. Assigned room keys will be distributed here.	24-Hour Hold. Programming will start at 10am.
	Scholars Lunch Room	Rounds for 150	We only need a separate room if meals cannot fit inside the Scholar Room.	24-Hour Hold

Arrival Day 1 (Career Fair and Plenary Set Up)
	Storage Room	Existing		24-Hour Hold
	Staff Office	Existing		24-Hour Hold
	Registration Area	Exisiting	Registration to open at 7am.	24-Hour Hold
	Plenary Session	Rounds of 10 for 1,200 (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 w/

o	ASL (provided by ED)
o	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 Green 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
	Career Fair	Exisiting		24-Hour Hold. To end at 4pm, then flip for exhibit hall.
	Direct Hiring Room 1	Exisiting		24-Hour Hold. To end at 4pm, then flip for breakouts.
	Direct Hiring Room 2	Exisiting		24-Hour Hold. To end at 4pm, then flip for breakouts.
	Direct Hiring Room 3	Exisiting		24-Hour Hold. To end at 4pm, then flip for breakouts.
	Direct Hiring Room 4	Exisiting		24-Hour Hold. To end at 4pm, then flip for breakouts.
	Direct Hiring Room 5	Exisiting		24-Hour Hold. To end at 4pm, then flip for breakouts.
	Direct Hiring Room 6	Exisiting		24-Hour Hold. To end at 4pm, then flip for breakouts.
	Workshop	Exisiting		24-Hour Hold. To end at 4pm, then flip for breakouts.
	Workshop	Exisiting		24-Hour Hold. To end at 4pm, then flip for breakouts.
	Breakout Room 1	Rounds for minimum of 120 + head table with 5 chairs, moderate AV (screen, projector, laptop, presentation remote, 3 table mics), podium with podium mic.		24-Hour Hold. To set up at 4pm.	Set Up
	Breakout Room 2	Theater for minimum of 120 + head table with 5 chairs, moderate AV (screen, projector, laptop, presentation remote, 3 table mics), podium with podium mic.		24-Hour Hold. To set up at 4pm.	Set Up
	Breakout Room 3	Theater for minimum of 120 + head table with 5 chairs, moderate AV (screen, projector, laptop, presentation remote, 3 table mics), podium with podium mic.		24-Hour Hold. To set up at 4pm.	Set Up
	Breakout Room 4	Theater for minimum of 120 + head table with 5 chairs, moderate AV (screen, projector, laptop, presentation remote, 3 table mics), podium with podium mic.		24-Hour Hold. To set up at 4pm.	Set Up
	Breakout Room 5	Theater for minimum of 120 + head table with 5 chairs, moderate AV (screen, projector, laptop, presentation remote, 3 table mics), podium with podium mic.		24-Hour Hold. To set up at 4pm.	Set Up
	Breakout Room 6	Theater for minimum of 120 + head table with 5 chairs, moderate AV (screen, projector, laptop, presentation remote, 3 table mics), podium with podium mic.		24-Hour Hold. To set up at 4pm.	Set Up
	Breakout Room 7	Theater for minimum of 120 + head table with 5 chairs, moderate AV (screen, projector, laptop, presentation remote, 3 table mics), podium with podium mic.		24-Hour Hold. To set up at 4pm.	Set Up
	Ad Hoc Room 1	Classroom for 25-50. No AV.		24-Hour Hold. To set up at 4pm.	Set Up
	Ad Hoc Room 2	Rounds for 25-50. No AV.		24-Hour Hold. To set up at 4pm.	Set Up
	Communications Office	Rounds for 20. Space will need a lot of floor space for equipment.		24-Hour Hold. To set up at 4pm.	Set Up
	Scholars Room	Existing		24-Hour Hold
	Presidents & Chancellors	Rounds of 8 for 100 + moderate AV (screen, projector, laptop, presentation remote, 3 table mics), podium with podium mic.	Must be a spacious room.	24-Hour Hold	Set Up
	Reception	Reception style for 500 + food stations, bar, dance floor, stage + portion of existing AV. Possibilty to repurpose plenary space.		4pm-11:59pm
Day 2 (Conference Day 1)
	Storage Room	Existing		24-Hour Hold
	Staff Office	Existing		24-Hour Hold
	Registration Area	Existing		24-Hour Hold
	VIP Green Room	Existing		24-Hour Hold
	Plenary Session	Exisiting	Sounds checks to begin at 6am. Plated luncheon to be served 12:30pm-2pm.	24-Hour Hold
	Exhibit Hall	Exisiting		24-Hour Hold
	Scholars Room	Existing		24-Hour Hold
	Presidents & Chancellors	Existing		24-Hour Hold
	Breakout Room 1	Exisiting		24-Hour Hold
	Breakout Room 2	Exisiting		24-Hour Hold
	Breakout Room 3	Exisiting		24-Hour Hold
	Breakout Room 4	Exisiting		24-Hour Hold
	Breakout Room 5	Exisiting		24-Hour Hold
	Breakout Room 6	Exisiting		24-Hour Hold
	Breakout Room 7	Exisiting		24-Hour Hold
	Ad Hoc Room 1	Exisiting		24-Hour Hold
	Ad Hoc Room 2	Exisiting		24-Hour Hold
	Communications Office	Exisiting		24-Hour Hold
	EICA Awards Dinner	Existing	Repurpose plenary space.	Sound checks to begin at 4pm. Doors open at 5:30pm, programming from 6pm-9pm for flip back to plenary session.
Day 3 (Conference Day 2)
	Storage Room	Existing		24-Hour Hold
	Staff Office	Existing		24-Hour Hold
	Registration Area	Existing		24-Hour Hold
	Plenary Session	Existing	Sound checks to begin at 6am. Plated luncheon to be served 12:30pm-2pm.	24-Hour Hold
	VIP Green Room	Existing		24-Hour Hold
	Exhibit Hall	Existing		24-Hour Hold
	Scholars Room	Existing		24-Hour Hold
	Presidents & Chancellors	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
	Breakout Room 6	Existing		24-Hour Hold
	Breakout Room 7	Existing		24-Hour Hold
	Ad Hoc Room 1	Existing		24-Hour Hold
	Ad Hoc Room 2	Existing		24-Hour Hold
	Communications Office	Existing		24-Hour Hold
	Federal Meet & Greet	(40) High boys + small stage, check-in table outside room, podium, AV	Can repurpose plenary space with rounds removed for new set. Set up to begin immediately after the luncheon around 2pm, vendors to arrive by 3:30pm, doors open at 5pm.	2pm-8pm
Day 4 (Conference Day 3)
	Storage Room	Existing		24-Hour Hold
	Staff Office	Existing		24-Hour Hold
	Registration Area	Existing		24-Hour Hold
	Plenary Session	Existing	Sound checks to begin at 6am. Plated luncheon to be served 12:30pm-2pm.	24-Hour Hold
	VIP Green Room	Existing		24-Hour Hold
	Exhibit Hall	Existing		24-Hour Hold
	Scholars Room	Existing		24-Hour Hold
	Presidents & Chancellors	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
	Breakout Room 6	Existing		24-Hour Hold
	Breakout Room 7	Existing		24-Hour Hold
	Ad Hoc Room 1	Existing		24-Hour Hold
	Ad Hoc Room 2	Existing		24-Hour Hold
	Communications Office	Existing		24-Hour Hold
Day 5 (Conference Day 4 - PBA)
	Storage Room	Existing		24-Hour Hold
	Staff Office	Existing		24-Hour Hold
	President's Board of Advisors (PBA)	Boardroom for 25 + gallery seating for 100, table for transcriber, table for staff, registraton table (outside the room), heavy AV (screen, projector, presentation remote, individual push to talk mics for board)		24-Hour Hold
	PBA Meal Room	Rounds and cocktail seating for 30	Must be separate but nearby meeting.	24-Hour Hold

File details come from the government source that posted it. Updated Jan 21, 2025.