Attachment_5_OES Course Questions and Answers 17 Februaury 2026.docx

February 17, 2026 Questions and Answers for FA800326Q0003

1. Will the event be held in a single room or multiple rooms?

· First 3 days in a single room and on Thursday multiple rooms

2. What are the sizes of the room(s)?

· The hotel can provide you with the dimensions as every room is different

3. Will there be ambient lighting?

· Yes

4. Are the projectors/TVs connected together?

· Typically the screen and projectors are not together.

5. Will the projectors require slide advancers?

· We will have someone sitting at the computers and advancing slides.

6. Does the main session Run Mon-Wed or Mon-Thurs? Are there any meetings on Friday?

· Main session runs Monday-Wednesday. Thursday is breakouts and no meetings on Friday

7. Hybrid or Live only in the main session or breakouts?

· Hybrid, I have speakers that will need to present virtually

8. How many ppl will be in each breakout room?

· Varies, anywhere from 20-60

9. Do you want to have sound in the breakout rooms? I would suggest if you're going to 50 ppl.

· Yes, not in all of them as they are not all that big. Sound probably in 2 of them

10. Will the main session be used as a breakout?

· Yes, the grand ballroom can be made into 3 rooms

11. How many microphones do you want in the breakout rooms?

· Two in 2-3 breakout rooms

12. Can you confirm the room layout(s) and whether multiple breakout rooms will require simultaneous AV support?

· Each breakout room will need AV support, but you can walk around the area and help.

13. The Statement of Objectives indicates the OES event dates as 1–5 March 2026 and states the course will run 0800–1700 Monday–Friday; however, 5 March 2026 falls on a Thursday, and the Labor section provides technician support only through Thursday with strike identified that day. Please confirm whether the course is intended to conclude on Thursday, 5 March 2026, with no Friday session, or if a Friday (6 March 2026) session and associated contractor support are required.

· The course runs all day on 5 March with strike this day. No support needed on 6 March

14. 1. Can you provide additional clarification on the Audio Package? The request is for (14) total wireless microphones and (2) sound systems, but the total room count (9) based on screen and projector counts.

· I believe I answered this question in other questions.

15. Regarding the SOO, specifically III. Period and Place of Performance, the dates of the conference are March 01-05. In section V. Performance Objectives… the last paragraph states the conference will run 0800-1700 Monday-Friday which is March 02 – 06th. On Page 2 of the SOO under Labor… Sunday March 01st is set up. Mon-Wed is Plenary Session and Thursday March 05 is Breakout Rooms.

· What are the dates of the Plenary Session?

· 2-4 March

· What are the dates of the Breakout Rooms?

· 5 March

16. Regarding the SOO… it appears you need the following equipment per room.

· Plenary Session – Two medium size screens/projectors and a PA system.

· Is this accurate?

· This should be 3 due to the size of the room and in the SOO.

· How many microphones do you need in this room?

· Two standup mics for people to go and ask questions

· Handheld and backup

· A few times there will be 4-5 briefers on the stage at one time.

· What size of medium screen was used for prior events (ie. 7x13 or 9x16)?

· It was very large, so thinking it was 9x16, there are 300 people in the room.

· Breakout Room 1 – One medium Screen/Projector and a PA system.

· Is this accurate?

· yes

· How many microphones do you need in this room?

· 2

· Approximately how many attendees will be in this room?

· 100

· Breakout Room 2-7 – One small to medium Screen/Projector and a PA system.

· Is this accurate? One medium screen breakout room has different room square footage

· 3 of the breakout rooms will utilize the grand ballroom. The staff will close the folding doors to go from 1 to 3. The other rooms can use a small projector and no mic is needed

· How many microphones do you need in each of these rooms?

· 2 in the larger rooms. The smaller rooms don’t need any mics

· Approximately how many attendees will be in each room?

Example from last year:

BSC (30): "U" shape - Salon 678 MC (21): Classroom - Arlington/Great Falls MSC (17): u-shape - Vienna/Falls Church DC (17): rounds - Salon 123 NC (23): U shape - Alexandria 1 CC/SEL (105): Crescent rounds - Salon 5

17. What conference room is being used for the Plenary Session at The Falls Church Marriot Fairview Park?

· Grand ball rooms

18. Are there any outside AV fees that need to be accommodated for in the quote?

· No outside AV fees