2025 HBCU Appendix II - Price Quote Worksheet.xlsx
XLSX spreadsheet 18 KB Posted
- Attached to
- The White House Initiative on Historically Black Colleges and Universities (HBCU) 2025 Conference
- Solicitation number
- HBCU-EMAP2025-Q-01
About this file
This is a pricing worksheet template (Appendix II) for RFQ HBCU-EMAP2025-Q-01 related to the 2025 Annual National Historically Black Colleges and Universities Week Conference. The worksheet requests detailed pricing for conference space, guest rooms, food and beverage, AV services, and power requirements.
The template requires venues to provide pricing for 2,380 total room nights over 4 days (ranging from 340-700 rooms per night), plated meals for up to 2,800 attendees (3 lunches and 1 dinner), meeting space rental fees, AV discount percentages, and power requirements. It also includes a comprehensive list of preferred concessions including complimentary Wi-Fi with 200GB bandwidth, meeting space discounts, 1:35 comp room ratio, complimentary parking for 20 attendees, shipping allowances, and various other amenities. Venues must indicate which concessions they accept as written or provide alternative offerings.
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Other files
| File | Type | Posted |
|---|---|---|
| 2025 HBCU Appendix I - Meeting Space Requirements.xlsx | XLSX spreadsheet | |
| 2025 HBCU RFQ.docx | DOCX document |
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RFP Price Quote Worksheet
| Appendix II - RFQ Price Quote Worksheet |
| HBCU-EMAP2025-Q-01 |
| CONFERENCE RFQ PRICE QUOTE FORM |
| Solicitation #: | HBCU-EMAP2025-Q-01 |
| Event title: | 2025 Annual National Historically Black Colleges and Universities Week Conference |
| Offeror: | |
| Venue: | |
| Contact email: | |
| Contact phone: |
| Conference/Event Space Date Availability | |||
| Please provide the start date and end date for the general session and meeting space will be available. Please note we require a full day for set up and break down days. | |||
| Dates | Set up Start date | Break down date | Meeting space availability |
| Event Date(s) offered: | |||
| Optional Date(s): If applicable | |||
| Optional Date(s) If applicable: | |||
| If there are any limitations such as set up arrival or breakdown times, please indicate here in the comments: |
| Guest Room Block | ||
| Please provide the number of rooms available per the dates as it relates to the RFQ requirements. | ||
| Guest Room Need | Quanty Needed | Quantity Offered |
| Day 1 | 640 | |
| Day 2 | 700 | |
| Day 3 | 700 | |
| Day 4 | 340 | |
| Total Anticipated Room Nights | 2380 |
| Guest Room Rate (per day) excluding taxes | |||
| Sleeping Rooms | Quantity | Daily Room Rate | Total |
| Single up to Quad occupancy | $0.00 | $ - 0 | |
| Suites | $0.00 | $ - 0 | |
| Total Sleeping Rooms | Total Room Revenue | $ - 0 |
| Food & Beverage (F&B) | |
| Proposed Food & Beverage Minimum | $ |
| Service Charge % |
| Quantities are based off of 3 lunches and 1 dinner | |||
| Meal Functions | Quantity | Firm Fixed Price per Meal | Total |
| Plated Lunch (Includes 1 starch, 1 vegetable, 1 protein, 1 dessert and a non-alcoholic beverage. Salad optional for lunch functions) | 2800 | $ - 0 | |
| Plated Dinner (Includes 1 salad, 1 starch, 1 vegetable, 1 protein, 1 dessert and a non-alcoholic beverage) | 300 | $ - 0 | |
| Optional Plated Dinner (Includes 1 salad, 1 starch, 1 vegetable, 2 proteins, 1 dessert and a non-alcoholic beverage) | 300 | $ - 0 | |
| Subtotal | $ - 0 | ||
| Service Charge % | 0% | $ - 0 | |
| Total F&B (w/Service Charge) | $ - 0 |
| PROPOSED Meeting Space Rental Based on All Days | |
| Meeting Space Rental (if F&B minimum met): | $0.00 |
| Meeting Space Rental (if 80% room pick up met): | $0.00 |
| Meeting Space Rental (if F&B and room pick up minimums not met): | $0.00 |
| AV | |
| AV Element | Discount % |
| Discount on Published AV Pricing | |
| Cost or Fee to Use Third-Party AV Provider | |
| Power/Engineering | |
| Power/Engineering Element | Discount % |
| 60 Amp 3-Phase Power Drop | |
| 100 Amp 3-Phase Power Drop | |
| 200 Amp 3-Phase Power Drop |
PREFERRED SPECIAL CONCESSIONS - The following concessions are requested. Quoters are welcome to offer additional or alternative concessions. Please put an "X" in the Accepted column for all concessions that are accepted "as written". Add modifications or alternative concessions in the "Alternative to Preferred Concession Offered" column. Use the blank fields further below to add additional concessions.
| Preferred Concession | Accepted? | Alternative to Preferred Concession Offered |
| Room block rate at government rate or below lowest rate offered to non-government entities | ||
| Up to 20 guaranteed rooms at a 90% discount off government per diem rate or lowest rate offered from load-in date through Day 3 | ||
| If applicable, waive resort/activity fees | ||
| 20 Complimentary easels | ||
| Complimentary meeting/office space | ||
| 30% Discount on published menu prices | ||
| Firm Fixed Price plated lunches and dinners | ||
| At least a 40% discount on all AV requirements | ||
| Complimentary Wi-Fi, with no less than 200GB of bandwidth, with exclusive use of in-house AV in all contracted meeting space | ||
| Complimentary power in the plenary session with exclusive use of in-house AV | ||
| Flat rate for Wi-Fi in all contracted meeting space, not to exceed $4,000.00, with no less than 200GB of bandwidth, with use of an outside AV provider for plenary and breakout sessions | ||
| Flat rate for Wi-Fi in all contracted meeting space, not to exceed $2,000.00, with no less than 200GB of bandwidth, with use of an outside AV provider for the plenary session only | ||
| Complimentary SSID (network name) with or without exclusive use of in-house AV | ||
| 2 Hardwired internet lines in the plenary session with no less than 5 Mbps each | ||
| 2 Hardwired internet lines at registration with no captive portal | ||
| 2 Hardwired internet lines in the meeting planner office with no less than 5 Mbps each | ||
| Waived fee(s) for use of an outside AV provider | ||
| 1 Comp room for every 35 picked up with the ability to use undesignated comp room with room rate value as credit towards the Master account | ||
| Complimentary parking for a minimum of 20 attendees per day | ||
| Complimentary beverages and light snacks in the VIP holding room (estimated 15 people) | ||
| Daily complimentary continuious beverages and refreshments for staff room (estimated 25). | ||
| Up to 1,000 lbs of complimentary in-bound receiving and handling of in-house shipping and receiving department starting the Friday prior to conference start date. Discount requested for anything beyond the 1000 lbs. | ||
| Complimentary keys to access staff rooms, registration area, storage, and general session space. | ||
| Complimentary meeting room for 4 hours volunteer briefing and walkthrough. To include light refreshments (food and drink) provided by hotel. AV needs to included screen, projector, Wi-Fi, and hardline internet for a presentation. | ||
| Complimentary tables and 2 chairs each in designated area for exhibitors/career fair (up to 100 tables) | ||
| Tables with linen/table skirts (floor length). Hotel to provide vendor’s with electricity upon request, to be billed directly to the vendor. | ||
| Complimentary coffee, tea and soda breaks for board meeting (Max 50) | ||
| Complimentary/discounted Wi-Fi for guest rooms |
Please add any additional concessions offered below:
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