220717 Fremont PWS Quick Glance venue.pdf

Conference Requirements

1. Date & Time: Sunday, 17 JUL 2022 0630 – 1800.

2. Location: Fremont, Ohio

3. Requirements:

a. Lodging

i. Check in 16 July 2022, Check-out 17 July 2022

1. 150 Double Queen or King Rooms.

ii. Government Per Diem rates apply.

(https://www.gsa.gov/travel/plan-book/per-diem-rates)

iii. Continental breakfast shall be provided at no charge for lodging guests.

iv. Parking shall be provided at no charge to the lodging guests.

v. Must be provided at the venue or within a five-mile radius/ten minute drive of the venue.

vi. Guests will check-in with a credit card to cover incidentals.

vii. Final room count will be locked in on 1 July 2022 but is subject to change after that date. A free 20% cancelation / no show window will be honored for guests that cancel or are no show after 1 July 2022.

b. Each Day: 0630-1800

i. Conference Space

1. Registration Tables: (8) 6’-8’ Registration tables outside the main conference area with linens and two chairs each.

2. Vendor Tables (15 -20) 6’-8’ tables, no linens, with two chairs each. These tables are to be situated at the back of the conference room if space permits. If space is not available inside the main conference room, vendor tables are to be set up in very close proximity of the main conference area to allow for attendees to visit the vendors during breaks.

3. Large open space capable of holding 1147 attendees at rounds with linens for conference and lunch. Must abide by applicable fire code regulations and health department social / physical distance guidance.

4. Audio/Visual equipment to include sound system, microphone, laptop audio input, 8 large screens (min 10 ft diameter, 8 projectors, podium, and stage (if necessary for the space) to allow all guests to adequately view presentations.

ii. Breakout Rooms

1. 2-3 rooms depending on availability

2. Audio/Visual equipment to include sound system, microphone, laptop audio input, VGA input, 3 large screens https://www.gsa.gov/travel/plan-book/per-diem-rates

(min 10ft diameter, 3 projectors, podium, and stage (if necessary for the space) to allow all guest to adequately view presentations.

3. Tables and chairs are necessary for briefings. A variety of options should be available.

iii. Childcare Rooms

1. One (1) Registration Table placed out front of the room entrance.

2. Two (2) Childcare rooms to hold approximately 50 people each.

3. Need variety of Tables and chairs placed in the rooms for activities.

iv. Counseling Room

1. Four (4) Rooms each capable of holding four adults conference-style with white linens for private meetings.

c. Catering

i. Venue capable of catering for approximately 1147 adults and 100 children, hot buffet style, from approximately 1200-1300.

ii. Avoid common allergens (i.e., Fish, shellfish, nuts)

iii. Must provide all necessary items for buffet lunch or plated meal

(i.e.: plates, silverware, cleanup, condiments, etc.)

iv. Menu must be approved by Yellow Ribbon Coordinator prior to event.

v. No separate payment for catering will be made.

vi. Adult Lunch

1. Meal must include a salad, two main entrees, two sides, bread, dessert, and a beverage service.

2. No ‘cold food’ (i.e.: cold cut sandwiches), and no ‘fast food’ (i.e.: pizza, hamburgers, chicken strips).

vii. Child Lunch

1. Meal must include a fruit, vegetable, main dish, side dish, dessert, and a beverage service.

2. Meal may include age appropriate ‘fast food’ (i.e., Chicken nuggets, corn dogs, etc.)

d. Other Requirements:

i. Contract Manger for the Event and an Alternate Contract Manager identified by name

ii. Free parking for approximately 1000 vehicles.