Appendix I - AV and Set-up Requirements.xlsx
XLSX spreadsheet 23 KB Posted
- Attached to
- The White House Initiative on Historically Black Colleges and Universities (HBCU) 2023 Conference
- Solicitation number
- HBCU-EMAP2023-Q-01
About this file
This is a summary of a solicitation for hotel lodging and conference space to support a 2023 conference hosted by the White House Initiative on Historically Black Colleges and Universities. The solicitation requests quotes by February 27, 2023 for meeting space that can accommodate a minimum of 1,000 attendees in rounds format, plus 6-8 breakout rooms for 100 people each in theater style. Hotel lodging is also required for approximately 500 sleeping rooms on peak nights. The preferred dates are September 17-21, 2023 in locations such as downtown Washington, D.C., Bethesda, downtown Baltimore, or within 10 miles of Baltimore-Washington International Airport or Reagan National Airport. The award will be issued by the U.S. Department of Education to support conference logistics. Quotes are due by the specified date so that a room block and event space can be secured to support this HBCU conference.
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Other files
| File | Type | Posted |
|---|---|---|
| HBCU_Hotel_RFQ_2023_Final.pdf | ||
| Appendix II - RFQ Price Quote Worksheet - HBCU FY23.xlsx | XLSX spreadsheet |
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Text version
Proposal quote
CONFERENCE RFQ PROPOSAL RESPONSE FORM
| Offeror: |
| Venue: |
| Solicitation #: |
| Event title: |
| 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: | ||
| Dates | Set up Start date | Break down date |
| Event Date(s) offered: | ||
| Optional Date(s): If applicable: | ||
| Optional Date(s) If applicable: | ||
| If there are any limitation such as set up arrival or breakdown times, please indicate here in the comments: |
| 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 | |
| * This group requires a minimum of 8 suites to available at the discounted rate. | |||
| Food & Beverage (F&B) Minimum Calculator | |||
| Meals (Two Days) | Quantity | Avg. Meal price by category | Total |
| Hot Breakfast | $0.00 | $ - 0 | |
| Buffet Breakfast | $0.00 | $ - 0 | |
| AM Break | $0.00 | $ - 0 | |
| Plated Lunch (salad, meat, starch vegetable and dessert) | $0.00 | $ - 0 | |
| Buffet Lunch | $0.00 | $ - 0 | |
| Boxed Lunch | $0.00 | $ - 0 | |
| PM Break | $0.00 | $ - 0 | |
| F&B Meals | $ - 0 | ||
| Service Charge % | 0% | $ - 0 | |
| Total F&B (w/Service Charge) | $ - 0 | ||
| PROPOSED Food & Beverage Minimum |
| PROPOSED Meeting Space Rental Based on All Days | |
| Meeting Space Rental (if Food & Beverage minimum met): | $0.00 |
| Meeting Space Rental (if 80% room pick up met): | $0.00 |
| Meeting Space Rental fee (F&B and Room pick up minimums not met): | $0.00 |
| A/V | |
| A/V Element | Discount % or Fee |
| Discount on Published A/V Pricing | |
| Cost or Fee to Use Third-Party A/V Provider | |
| PREFERRED SPECIAL CONCESSIONS - The following concessions are requested. Quoters are welcome to offer additional or alternative concessions. Please use the drop down to indicate if the preferred concession is accepted, declined or if you'd like to offer an alternative to the request. If alternative is selected, please provide details in the Alternative column. Use the blank field for additional concessions you'd like to offer that isnt listed. |
| Preferred Concession | Accepted? | Alternative to Preferred Concession Offered |
| Room block rate at government rate or below lowest rate offered to non-government entities | ||
| Complimentary meeting/office space | ||
| At least a 40% discount on all AV requirements | ||
| Up to 20 guaranteed rooms per night for use by staff not in travel status at a 90% discount off lowest rate offered from Move-In date thru Move-out. | ||
| 20 Complimentary daily parking passes per contract day | ||
| 5 Complimentary daily parking passes per contract day. | ||
| Comp or Discounted High-speed Wi-Fi and Hardwired Internet for all contracted space. | ||
| Complimentary coffee, tea and soda breaks for board meeting (Max 50) | ||
| If applicable, waive resort/activity fees | ||
| Complimentary beverages, bottled water, and light snacks in the VIP holding room (estimate 5-10 people) | ||
| Complimentary tables and 2 chairs each in designated area for exhibitors, career fair participants and industry day events (Max 60) |
Tables with linen/table skirts. Hotel to provide vendor’s with electricity upon request, to be billed directly to the vendor.
| Daily complimentary beverages and light refreshments for staff room (estimate 12). |
| Complimentary meeting room (set in theater with a head table needed for 2 hours for volunteer briefing and walkthrough. To include light refreshments (food and drink) provided by hotel. |
| Up to 1000 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. |
| 1 comp room for every 40 picked up with the ability to use undesignated comp room with room rate value as credit towards the Master account |
| Complimentary/discounted WiFi for guest rooms |
| 20 Complimentary easels |
| Additional Concessions offered. Please add below: |
Offeror's Proposed Space
| Preferred date(s) | Offered Date(s) | Tenative Activity | Desired Room set up | Proposed Space |
| 15-Sep | Conference supply delivery - Storage space required |
| 9/17 thru 9/21 | Staff office to accommodate 16 near registration | 3 rounds with seating for 8 with 3 retangulars around perimeter (set up can be negotiated). MUST have LAN drop in this space and access to high speed wi-fi |
| 9/17 thru 9/21 | Storage close to staff room preferred | |
| 17-Sep | 7 a.m. Plenary Set up | Rounds of 10 for 1000 -1100 |
| 17-Sep | 10 a.m. Kickoff HBCU Day of Prayer (Tentative) | Rounds of 10 for 1000 -1100 |
| 9/17 thru 9/21 | 12 p.m. – 4 p.m. Registration Set Up | Foyer with space for up to 6 cocktail/hi-boys. Access to WiFi |
| 12 p.m. – 4 p.m. Exhibit Set Up | 30 Tables with 2 chairs each. Preferably in a heavy traffic area | |
| 17-Sep | 4:00 p.m. – 6:00 p.m. Registration Check-In | Foyer with space for up to 6 cocktail/hi-boys. Access to WiFi |
| 17-Sep | 6:30 p.m. – 9:30 p.m. Welcome Event & Scholar Acknowledgment | Reception Style for 300-500 with staging (can use plenary space) |
| 18-Sep | 7:00 a.m. Registration Check- In / Exhibit Hall | See day prior |
| 18-Sep | 8:30 a.m. – 9:30 a.m. Opening Ceremony | Rounds of 10 for 1000 -1100 |
| 18-Sep | 10:00-11:15 - Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 10:00-11:15 - Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 10:00-11:15 - Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 10:00-11:15 - Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 10:00-11:15 - Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 10:00-11:15 - Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 10:00-11:15 - Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 10:00-11:15 - Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 11:30 - 12:30 Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 11:30 - 12:30 Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 11:30 - 12:30 Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 11:30 - 12:30 Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 11:30 - 12:30 Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 11:30 - 12:30 Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 11:30 - 12:30 Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 11:30 - 12:30 Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 11:30 - 12:30 Break out | Theater seating for 100 with head table, screen and A/V |
| 18-Sep | 1 p.m. – 2:30 p.m. Keynote Luncheon Service (for 1000) | Rounds of 10 for 1000 -1100 |
| 18-Sep | 7:00 am-3 pm - VIP/Green Room | Round for 4, soft seating (if available), close to restroom preferred, Must have access to Wifi |
| 18-Sep | 5:30 p.m. – 7:30 p.m. Keynote and EICA Presentation | Reception for 500-800 With small stage for announcements |
| 19-Sep | 9:00 a.m. – 10:00 a.m. | Morning Plenary (Rounds for 1100) | Same as day prior | |
| 19-Sep | 10:30-11:30 Break out | Same as day prior | ||
| 19-Sep | 10:30-11:30 Break out | Same as day prior | ||
| 19-Sep | 10:30-11:30 Break out | Same as day prior | ||
| 19-Sep | 10:30-11:30 Break out | Same as day prior | ||
| 19-Sep | 10:30-11:30 Break out | Same as day prior | ||
| 19-Sep | 10:30-11:30 Break out | Same as day prior | ||
| 19-Sep | 10:30-11:30 Break out | Same as day prior | ||
| 19-Sep | 10:30-11:30 Break out | Same as day prior | ||
| 19-Sep | 12:00 p.m. – 1:45 p.m. | Lunch service | Same as day prior | |
| 19-Sep | 2:15-3:30 Break out | Same as day prior | ||
| 19-Sep | 2:15-3:30 Break out | Same as day prior | ||
| 19-Sep | 2:15-3:30 Break out | Same as day prior | ||
| 19-Sep | 2:15-3:30 Break out | Same as day prior | ||
| 19-Sep | 2:15-3:30 Break out | Same as day prior | ||
| 19-Sep | 2:15-3:30 Break out | Same as day prior | ||
| 19-Sep | 2:15-3:30 Break out | Same as day prior | ||
| 19-Sep | 2:15-3:30 Break out | Same as day prior | ||
| 19-Sep | 4:00 p.m. – 6:00 pm Federal Agency Meet & Greet | |||
| Reception for 500-800 With small stage for announcements |
| 20-Sep | 8:30 a.m. - 12:30 p.m. - Exhibits | Same as day prior |
| 20-Sep | 9:00 am - 10 a.m. Break out | Same as day prior |
| 20-Sep | 9:00 am - 10 a.m. Break out | Same as day prior |
| 20-Sep | 9:00 am - 10 a.m. Break out | Same as day prior |
| 20-Sep | 9:00 am - 10 a.m. Break out | Same as day prior |
| 20-Sep | 9:00 am - 10 a.m. Break out | Same as day prior |
| 20-Sep | 9:00 am - 10 a.m. Break out | Same as day prior |
| 20-Sep | 9:00 am - 10 a.m. Break out | Same as day prior |
| 20-Sep | 9:00 am - 10 a.m. Break out | Same as day prior |
| 20-Sep | 10:15 am-11:15 am Break out | Same as day prior |
| 20-Sep | 10:15 am-11:15 am Break out | Same as day prior |
| 20-Sep | 10:15 am-11:15 am Break out | Same as day prior |
| 20-Sep | 10:15 am-11:15 am Break out | Same as day prior |
| 20-Sep | 10:15 am-11:15 am Break out | Same as day prior |
| 20-Sep | 10:15 am-11:15 am Break out | Same as day prior |
| 20-Sep | 10:15 am-11:15 am Break out | Same as day prior |
| 20-Sep | 10:15 am-11:15 am Break out | Same as day prior |
| 20-Sep | 11:15 am-12:30 Luncheon (plenary 1100) | Same as day prior |
| 20-Sep | 1:00 pm - 5:00 pm Meeting of the President’s Board of Advisors on HBCUs | Boardroom set up for 30; gallery for 100; table for transcriber, table for staff |
21-Sep 7:00 a.m. – 9:30 a.m. Career Fair Set Up
| 75 Rectangular tables with 2 chairs each. | ||
| 21-Sep | 9:30 a.m. | Career Fair Registration Check In |
| Foyer with space for up to 6 cocktail/hi-boys. Access to WiFi | |||
| 21-Sep | 9:30 a.m. - 4:00 p.m. | Career FairProfessional Development Sessions | Small room with a door with a table and seating for 50 |
| 21-Sep | 9:30 a.m. - 4:00 p.m. | Career Fair Interview Rooms () | Small room with a door with a table and seating for 4 |
| 21-Sep | 9:30 a.m. - 4:00 p.m. | Career Fair Interview Rooms | Small room with a door with a table and seating for 4 |
| 21-Sep | 9:30 a.m. - 4:00 p.m. | Career Fair Interview Rooms | Small room with a door with a table and seating for 4 |
| 21-Sep | 9:30 a.m. - 4:00 p.m. | Career Fair Interview Rooms | Small room with a door with a table and seating for 4 |
| 21-Sep | 9:30 a.m. - 4:00 p.m. | Career Fair Interview Rooms | Small room with a door with a table and seating for 4 |
File details come from the government source that posted it. Updated .