Draft UFRET Quick Glance March 24 to 26 2023 Venue Conference Requirements.docx

Conference Requirements Quick Glance (PWS takes precedence over quick glance if there are discrepancies).

1. Date & Time: Friday, 24 MARCH 2023 (12:00PM for set up) – Sunday 26 MARCH 2022 (concludes at 4:00PM).

2. Location: Columbus, Ohio area

3. Requirements:

a. Lodging

i. Block rooms: Check in Friday, 24 March 2022, Check-out Sunday, 26 March 2022

1. 200 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 20 March 2023 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 23 March 2023.

b. Catering:

i. Lunch for Youth Program on Sunday, March 26 for approximately 100 youth. Youth will be off-site on 25 March.

ii. Cash bar for no-host social on Saturday, March 25 at 5:00PM for approximately 400 guests. Cost for cash bar to be contracted separately by third party.

c. Each Workshop Day: (Saturday and Sunday, March 25 and 26) 0630-1800

i. Conference Space

1. Registration Tables: (10) 6’-8’ Registration tables outside the main conference area with linens and two chairs each (includes Youth registration).

2. Large open space capable of holding 500 attendees on Saturday morning and Sunday afternoon at rounds with linens for conference (Ballroom). For Sunday morning and afternoon -- 7 breakout rooms with tables, chairs, and linens to accommodate approx. 100 people each (includes Youth Program rooms) and 1 breakout room to accommodate 200 people. Must abide by applicable fire code regulations and health department social / physical distance guidance.

3. Audio/Visual equipment to include in each room - a sound system, microphone, laptop audio input, 1 to 3 large screens (min 10 ft diameter, 1 to 3 projectors, podium, and stage (if necessary for the space) to allow all guests to adequately view presentations. Hand microphones and lapel microphones sufficient to meet needs in each space.

d. Other Requirements:

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

ii. Free parking for approximately 400 vehicles.

iii. Venue must allow outside food for youth program (for example: any necessary snacks for the children throughout the weekend; items many include small snack bags of chips, granola bars, donated cookies and drinks.