Dories QA from AV Vendors.pdf

DORIES Conference Q&A

1.) What will the audience size be? 250 2.) When sta�ng "The Contractor will need to provide the necessary ability to ensure each room has internet access." Does this mean to provide the internet or to know how to connect to the internet provided by the government? Provide Internet, whether their own or subcontract from the hotel for local WIFI.

3.) Is this a single room or 5 separate? There are separate rooms and some combine to make up the main ball room.

4.) Per the SOO – You requested wireless internet available in the plenary and breakout rooms.

How many devices will need access to wifi? 25 to 250 devices.

5.) Can you provide the hotel event associate’s contact informa�on so we can set this requirement up with the in-house provider? Steve MacDonell <smacdonell@wyndhamlbv.com>

6.) What rooms are contracted for the event (we are assuming there is one plenary session and three breakout rooms)? Which room is reserved for Plenary Session? The plenary is in Salons 3-

9. Salon 10-11 is 1 breakout room the en�re week. On Wednesday, the hotel will divide the plenary room into 2 breakout rooms making Salon 3-5 breakout room 2 and Salon 6-9 breakout room 3 and Spring Lake is the last breakout room.

7.) Can you clarify the number of breakout rooms? Which rooms are contracted for breakout rooms? 4 total in use at any one �me, see above.

8.) What are the sea�ng arrangements in the breakout rooms? Salon 10-11 is round tables, all others are classroom style sea�ng.

9.) Can you clarify the equipment needed in the breakout rooms (we are assuming one breakout room is a single 7’x13’ screen with projector and two breakout rooms are a single 8’x8’ screen with projector each)? Do you need audio, PC audio or microphones in the breakout rooms?Each breakout room needs the ability to display presenta�ons on a screen from a projector with hook up for a computer to run the presenta�on. Based on the request there will be screens in breakout rooms from the plenary session, we just need to ensure that Salon 3-5 has a sta�on to run a slideshow from. Salon 10-11 and Springlake need the same capabili�es.

10.) Do you need a presenter table in the breakout room with a laptop power strip and HDMI connec�on? Yes

11.) Are you open to subs�tu�ng the 8’ x 8’ screens to a 144” (6’x10’ fixed frame screen with front projec�on) 16:9 ra�o screens for the breakout rooms? yes

12.) What is the configura�on of the plenary session? What are the requested stage dimensions?

The plenary session will be classroom style sea�ng. No stage is requested.

13.) Can you clarify the number of projector/screens you want in the plenary session? 3 (direct result of feedback from last year’s conference) 1 screen at front of Salon 3-5, 1 at front of salon 6 (middle of the plenary) and 1 at front of salon 7-9.

14.) How do you want the screens configured (ie: Dual screens – one le� and one right of stage)? If you prefer a dual screen configura�on, do you want them to run iden�cal content, separate content or a combina�on of both? Triple screens, iden�cal content.

15.) What are the sea�ng arrangements (ie: table rounds, classroom, theater, etc)

a. Plenary and lake rooms – breakouts: All rooms except for salon 10-11 will be classroom style. Salon 10-11 will be round tables.

16.) For the plenary session – I do not see the following equipment. Is this something you want added? Assuming the plenary session is a dual screen configura�on – Do you want a pipe and drape line behind the stage? No pipe, no drape line due to cost.(Although, that would be ideal) Triple screen, or 3 screens.

17.) Are you placing flags on the stage? If yes, do the flags need to be highlighted with ligh�ng?

Hotel should provide flags, no ligh�ng required.

18.) Do you want a podium? If yes – Do you want a podium microphone? Yes, microphone can be removable or atached.

19.) Where do you want to run the laptop for your presenta�ons? If you have a podium – do you want a laptop connec�on at the podium? Laptop from back if possible. Otherwise, podium would have HDMI connec�on for Laptop yet s�ll need to run that to the tech command center in the back.

20.) Do you need a PC audio connec�on for your laptop? Yes 21.) Do you want a confidence monitor in the plenary session? Yes, for presenters.

22.) There are eight microphones listed in the SOO How many microphones will be needed for the plenary session? 5 to 6. 2 for the speakers and 3 standing mics for ques�ons from the audience.

Addi�onal roaming mics makes 8. Ideally, the addi�onal mics could be transferred into salon 10- 11 and Spring Lake for the breakouts.

23.) There is no audio mixing console for the microphones requested – does one need to be quoted or is this government provided? Needs to be quoted. No Govt Equipment.

24.) When you requested two speakers, do you mean a speaker system (one at the le� and one at the right of the stage) that is appropriate for intelligible sound in the room? Yes, that’s correct, speakers means sound system suppor�ng audio output.

25.) Do you need a fold back speaker (center stage presenter speaker) for the presenter to hear Q&A? No, I don’t think so.

26.) Set Up October 23, 2023 What �me are you contracted to have the conference rooms on October 23? YES

27.) Is there a rehearsal also preferred on this day? If needed, what �me? We would like to do a test walk through on Monday. We will be flexible with the �ming, but the earlier the beter as we need to be available for registra�on that day.

28.) Event Start October 24, 2023. Are the hours 0700 – 1700? Yes 29.) The SOO states Please provide es�mate for equipment strike down for both 26 and 27… To clarify, you would like to receive a quote with the following: Show on October 26th from 0700 – 1730 with strike star�ng at 1730. Some businesses have said it costs less to remove equipment in one day and no advantage to returning par�al equipment on the Thursday. This is why the two dates are provided. We have a smaller requirement on the 27th. Ul�mately, all equipment use will be done by 530pm Friday.

30.) Op�on 2: Addi�onal day of show to con�nue on October 27th from 0700 – 1730 with strike star�ng at 1730 Yes.

31.) Can you clarify the dates of the conference? Actual live conference on Tuesday 24th and last day 27th. Main conference is 24-26 Oct with a smaller breakout in Salons 10-11 on 27 Oct.

32.) Can you give a diagram of the venue that will be chosen? See page 4 of atachment.

33.) The scope of objec�ves men�ons a requirement for providing internet access in all mee�ng spaces and breakout rooms. We would like to know if the Venue already has internet connec�on, and we should add access points/signal boosters in the rooms? Or the venue does not provide internet access and it should be provided by the contractor? Hotel will not provide internet for the conference. But the hotel does have internet.

34.) We would like to know the number & square footage of the mee�ng spaces and breakout rooms in which AV equipment is required. See page 4 of atachment.

35.) Regarding the prices on the proposal, are we required to provide detailed prices for each of the equipments, or the total price for all the services required? Total price is fine, the pricing is an example for reference.

36.) What is the start �me for the break out rooms? On Wednesday, the start �me is 0700 for all breakouts.

37.) Will each of the 3 screens be showing the same images? During the Plenary (all day Tues and Thus morning), all 3 screens will show the same image. During the breakouts the le� screen will need to show different slides than the middle and right screen as the room will be divided.

38.) How much �me to set the rooms prior to the start �me? We end at 1700 on Tuesday so the rooms can be set up any �me a�er that un�l 0700 Wednesday morning. Then it goes back to all 3 screens showing the same slides for the plenary on Thursday morning.