Mental Health QA.pdf

AV Mental Health Leadership Course FA805224R0002

Compiled Vendor Questions and Answers

1. 1 Projector, 1 8-10' on diagonal screen, and audio/microphone capability for virtual briefs. (Needed for March 4th only in Heroes Room) **Previously, your Air Force point of contact listed this in Legacy North 2, on 3/4/24

(presumed a 10 hour day). If all events have moved solely into the Heroes

Room, I would need to know precise start/end times for each day – because some room equipment resets would mean that labor teams would strike & reset equipment, late into the night: therefore running into OverTime hours

(time and a half rates).

Correction, the Legacy north room will be used Monday, 4 March, from

08:00AM – 5:00PM. The items needed for Monday in the Legacy North room include: 1 Projector, 1 8-10' on diagonal screen, and audio/microphone capability for virtual briefs (virtual briefs will be conducted on Microsoft Teams and we will have a laptop for all virtual briefings if needed).

2. 1 Mixing board with audio support for laptop audio and speaker audio.

4 Handheld mics at the same time (Q&A sessions).

3 >4000 lumen projectors (10' drop-down projectors provided by hotel).

These were previously in Heroes ballroom, do they remain in Heroes ballroom?

Yes, these projectors are needed for the Heroes ballroom to be used with the hotel’s drop down projector screens. We need A/V services to provide the projector.

3. 4 Speakers. (1x needed for Monday in Heroes Rm, 3x needed for Ballroom

Tue-Thurs) What room is “ballroom?”

The Heroes Ballroom

4. 1 Podium with 1 microphone. (Needed for Ballroom Tue-Thurs) What room is “ballroom?”

The Heroes Ballroom

5. How many meeting rooms will the group have? And what is the capacity of each room?

The Legacy North 2 room will be used on Monday for approx. 40 members.

The Heroes Ballroom will be used Tuesday – Thursday. Capacity for the ballroom will be approximately 215 members

6. What equipment is needed for each room?

The Legacy North Room will need the following equipment on 4 March:

• 1 Projector, 1 8-10' on diagonal screen, and audio/microphone capability for virtual briefs. (Needed for March 4th only in Legacy North Room)

The Heroes Ballroom will need the following equipment 5-7 March:

• 1 Mixing board with audio support for laptop audio and speaker audio.

• 4 Handheld mics at the same time (Q&A sessions).

• 3 >4000 lumen projectors (10' drop-down projectors provided by hotel).

• 4 Speakers. (1x needed for Monday in Heroes Rm, 3x needed for Ballroom

Tue-Thurs)

• 1 Podium with 1 microphone. (Needed for Ballroom Tue-Thurs)

• 1 Fold-back monitor (Needed for ballroom Tue-Thurs. A monitor facing the presenter on the stage so they can move away from the podium.).

• 3 Microphones with 2 stands. (Needed for Ballroom Tue-Thurs)

• 1 Remote slide advancer.

• 1 Lapel microphone. (Needed for Ballroom Tue-Thurs)

• 3 Extension cords & 6 power strips. (Needed for Ballroom Tue-Thurs)

• LAN/Ethernet for virtual briefs 4-7 March.

• Ability to run "presenter view" at the podium and full screen on the projectors.

7. Is there a Zoom/Microsoft Teams portion to the course and if so, which rooms will need this capability?

Microsoft Teams will be used in both the Legacy North 2 room and the Heroes

Ballroom

8. Will the group need 4 speakers or 4 sets of speakers to project sound in each of the meeting rooms?

Previous conferences have used 4 speakers, however, we are requesting the A/V company engage directly with hotel POC as we have not used this venue in the past.

9. Are the projectors or projector screens being provided by the hotel for either of the meeting rooms? The SOO mentions drop down screens, but we want to ensure we are reading the information correctly.

We have requested 1 Projector, 1 8-10' on diagonal screen, and audio/microphone capability for virtual briefs for 4 March in the Legacy North 2 room.

We are requesting three 4000 (minimum) lumen projectors to be used with the hotel’s drop-down screen 5-7 March in the Heroes Ballroom. We are requesting the A/V company engage directly with he hotel POC to confirm 4000 lumens will be sufficient as we have not used this venue in the past.

10. Who is the hotel contact so that we may get pricing for the LAN/Ethernet connection that is needed? Also, how many connections will be needed?

Myle (me-lay) Gray

Director of Catering and Convention Services

Direct: 407-816-5078 |Fax: 407-816-5192

Email: mgray@thefloridahotelorlando.com mailto:mgray@thefloridahotelorlando.com

11. What location will the event take place?

The Florida Hotel and Conference Center 1500 Sand Lake Rd | Orlando, FL 32809

12. When you refer to "virtual briefs", are those Zoom/Video type calls that would be displayed on the projection screens?

Yes

13. Will we have access to all rooms on Monday to set up?

Yes