J.1-_Facilities_Checklist.pdf

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Attachment J.1: Facilities Checklist

Contact Information:

Facility

Facility POC: Name Date

Location

Facility Address:

(General Session Room) Can your facility provide one general session room to accommodate a minimum of 120 participants with half or full round of 8-10 seats per table? Yes No

Can your facility provide the following in this General Session Room:

Dual LCD projector and screen (6’ x 10’ or larger) Yes No

Stage Yes No

One podium with microphone Yes No

One lavalier microphone for the facilitator Yes No

Two Q&A microphones Yes No

Speakers and sound system Yes No

One wired internet line Yes No

All cables and adapters to connect the laptop to the projector Yes No

Extension cords, surge protectors, power to connect all A/V equipment Yes No

(Breakout Rooms)

Can your facility provide Six breakout rooms to accommodate up to 20 participants per room with pods of 4-6 or U-shape? Yes No

Can your facility provide the following in the Breakout Rooms:

Digital Projector and screen – 1 each per breakout room Yes No

All cables and adapters to connect the laptop to the projector Yes No

Extension cords, surge protectors, power to connect all A/V equipment Yes No

Power for 5 laptops per room Yes No

Whiteboard or flipcharts – 1 each per breakout room Yes No

One wired internet line – 1 each per breakout room Yes No

(Planning Office)

Can your facility provide one lockable planning office/storage room to accommodate 10 participants set in boardroom style or rounds (room configuration is flexible)? Yes No

Can this room accommodate power for 10 laptops Yes No

(Registration Area)

Can your facility provide a Registration Area with the following?

Designated sign space to direct visitors to rooms Yes No

Power for up to six laptops/devices Yes No

One Wired internet line Yes No

(Conference Services Coordinator)

Can your facility provide a conference facility coordinator to assist the government personnel who will plan and organize the FRRG Annual Conference? Yes No

This coordinator shall not be a third-party conference planner. Assistance will include, but is not limited to, securing the meeting rooms and registration space; obtaining and setting up audio visual equipment; ensuring the meeting rooms are set at the beginning of each session, and cleaned during breaks and at the end of the day; and ensuring meeting equipment provided by the contractor is secured at the conclusion of the event.

( Government laptops, Power requirements, and Internet Access )

Will your facility permit the Government to connect its laptop computers and other equipment to be used in conjunction with the facility provided audio visual equipment and to the facility’s electrical outlets and other facility hookups at no additional cost to the government? Yes No

(Onsite Printing and Copying)

Can your facility provide on-site copying and printing capability (Microsoft Word, PowerPoint, Excel or Adobe PDF formats) of no more than 10 pages per day at no additional cost to the government? Yes No

(Easels and Flip Charts)

Can your facility provide 10 easels? Yes No

Can your facility provide 6 flip chart easels? Yes No

(Water)

Can your facility provide pitchers of water and/or water coolers in the contracted rooms at no additional cost to the government?

Yes No

(Shuttle Services and Parking)

Can your facility provide a complimentary shuttle service to and from the San Diego International

Airport (SAN) for conference attendees and conference support staff? Yes No

Can your facility provide complimentary shuttle services for travel with-in a 3-mile radius of the hotel? Yes No

Can your facility provide complimentary parking for conference attendees and conference support

Staff? Yes No

(Final Walkthrough)

Can your facility conduct a final walkthrough of the facility space with the government personnel one day prior to the event? Yes No

(Sleeping Room Blocks)

Can your facility provide the sleeping room block for workshop attendees (20 rooms on May 6, 120 rooms

May 7-8, and 40 rooms on May 9) at no greater than the GSA Government per diem lodging rate of

$174 excluding tax? Yes No

Can you provide a telephone number or Internet registration link for the attendees to make their sleeping room arrangements? Yes No