MEDLOG SYMPOSIUM Question__Answers.docx

MEDLOG SYMPOSIUM

QUESTIONS / ANSWERS

1. Is the house A/V providing the drop-down screens and a house sound system in the General session room?

0. No

1. Where is the 7.5x13.5 screen and projector located? The general session? Or a breakout room?

1. The 7.5x13.5 screen and projector are located in the general session room and none in the breakout rooms.

1. Are 2 of the breakout rooms to have 2 75" TV and the remaining 6 to have a single 75" TV?

2. Yes

1. It first states that the venue will provide two (2) dropdown screens for the general session but your specs only list one (1) from us.

3. Two projectors and all individual related support components (screen, cabling, audio) are required.

1. Will the breakout rooms require any sound support laptop and or microphones with speakers?

4. Built-in audio from the TVs will suffice for the break-out rooms. No microphones are needed in breakout rooms. We will provide our own laptops/docking stations.

General Event Questions:

1. Is there a Run of Show with Load-In Times and Strike?

0. Load-In Times 1500 on 22 June

0. Strike 1800 on 27 June.

0. Breakout rooms will be available for A/V pickup on 27 June at 1530.

0. General Session room will be available for A/V pickup on 27 June at 1800.

1. What times/schedules are Break Out Rooms operating?

1. Two break-out rooms will operate 0730-1730 on 23-24 June.

1. All break-out rooms will operate from 1200-1700 25-27 June.

General Session:

1. Are there any floor plans available for review?

0. See the attached floor plan document.

1. What is the size of the room?

0. See the attached floor plan document.

1. How many attendees are expected in the room?

0. 300

1. Will there be a need for video playback computers for the projectors?

3. No, our laptops will be utilized.

1. What type of video playback is required (e.g., video files, PowerPoint presentations)?

4. PowerPoint presentations with occasional embedded video(s).

Break Out Rooms

1. Will the rooms require PA and microphone setups?

0. No

1. Is there a need for audio playback laptops in these rooms?

1. No, our laptops will be utilized.

1. Do the TVs in the breakout rooms need playback computers? If so, will they be used for videos or PowerPoint presentations?

2. No.

Additional Questions:

1. WAWF account: the link provided on pg.2, section 8 gives an Error when navigating to it.

0. We have completed contracts with the Army, but have not directly utilized WAWF for invoicing... In the process of initiating that now.

1. No update provided as the response above says in the process of initiating.

1. Dates of Service: Listed as 23-27 June 2024.

· Is the 23rd of June reserved for the vendor to load in, set up, and test equipment? Or will access be available on the 22nd of June?

1. Set-up on 22 June at 1500

· Do the Symposium sessions begin on Monday 24th June?

1. There are two full-day sessions on 23-24 June in two break-out rooms. We will need two single-monitor screens and related components available for use by 0700 on 23 June. The remainder of the equipment must be set up by 0700 on 24 June.

1. Strike-Out:

· Breakout rooms will be available for A/V pickup on 27 June at 1530.

· The General Session room will be available for A/V pickup on 27 June at 1800.

3. Is there any type of rehearsal period required before the Symposium start date/time?

1. Yes, rehearsal on 24 June at 0800.

4. On the SOO, pg.1:

1. Section V. Narrative for Performance objectives: states two drop-down projection screens. Would it suffice for the two 8'x14' screens to be on an aluminum frame, with a bottom skirt and side wing bars? or does the venue have space for screens to be rigged/flown?

1. Two 8'x14' screens on an aluminum frame would meet our requirements. Screens cannot be rigged and flown.

0. Section 1. VIDEO: has listed (1) for quantity of screen and projector setups. Confirming that quantity of (2) is requested and pricing will be listed for (2)

0. Two projectors and two screens required.

· Is a confidence monitor required for the presenter to view their presentation slides?

1. No

· LIGHTING: does the vendor need to provide stage wash lighting, or does the venue have lighting for the stage installed in the ballroom? Are you requesting any supplemental uplighting for the stage backdrop?

1. No additional lighting is needed.

· STAGE DESIGN: do you require any pipe & drape for behind the stage area?

1. No

· Section 2. AUDIO: only lists two (2) wireless handheld mics and receivers for presenters. Is any type of gooseneck podium mic required? Is the venue providing a podium? We do have in stock a silver truss podium with a digital front, to display a logo or static graphic.

1. 2 lapel microphones & 2 wireless microphones will meet the requirements.

5. Eight (8) break-out rooms:

· What whiteboard accessories are required for each (8) break-out rooms, other than dry-erase markers and erasers?

1. Just markers/erasers.

· How many anticipated attendees in each break-out room, if known -- Any audio of videos played in the use of TV would suffice with the use of the audio output from the TV directly.

1. Yes, direct TV audio output will suffice. Breakout sessions should be relatively small (20-30 individuals).

· For the two (2) dual 75" monitors, do both monitors need to display and mirror the same thing, or will they have two separate input sources for displaying different content? Or will the two TVs need to be able to show a single video output that spans across both TVs?

1. Display and mirror the same content.

5). Is the vendor responsible for booking/paying the costs of their own lodging, or will the client provide the vendor's lodging at the venue? As this is outside of our daily travel radius.

1. Vendor responsible.

6). For the general session -

· What is the requested seating arrangement and name of the ballroom/meeting room this will be located in?

1. Sequoia General session room with classroom seating

7). For the breakout rooms -

· Are you open to a 100" fixed frame projection screen/projector instead of the 75" LCD monitor?

1. Yes, we are open, but the total number of monitors, and projectors will remain the same. Will the use of a 100” fixed frame and projection screen/projector create an additional need for external speakers? Also, will the projector align with the various chair/table set-ups?

· In the description for the breakout rooms (Audio/Data/Video/Power cabling) - do you need a PC audio cable with a small speaker to project sound from your PC?

1. If TVs are not present then a PC audio cable with a small speaker to project sound from the PC will be required.

· What size whiteboard are you requesting?

1. Approximately 4x6’ or 4x8’ on wheels.