HBCU_Hotel_RFQ_Final_ 2022_Appendix_I.docx
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- Attached to
- The White House Initiative on Historically Black Colleges and Universities (HBCU) 2022 Conference
- Solicitation number
- HBCU-2022-01
About this file
This request for quotation (RFQ) solicits hotel accommodations and conference space for the 2022 White House Initiative on Historically Black Colleges and Universities (HBCU) Conference to be held September 20-23, 2022 in Washington, DC or Maryland within 10 miles of Reagan National Airport. The Department of Education (ED) requires lodging for approximately 400 guests plus meeting space to accommodate 900 to 1200 attendees. Facilities should provide sleeping rooms, breakfast and lunch each day for conference attendees, as well as various function rooms outfitted with AV equipment as specified in Appendix I for events including general sessions, breakout sessions, receptions, and board meetings. Quotes are due by March 21, 2022. The award will be made to the responsible quoter providing the best value based on technical acceptability, price and past performance.
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RFQ # HBCU-2022-01
Appendix I
HBCU Meeting space and A/V Requirements
The requirements below apply to both the 2022 HBCU Conference.
Note: quoters are advised that these are anticipated requirements, subject to change as the final conference program is developed.
| Date/Time |
| Function Required |
| Number of Attendees |
| Function Space Requirement |
| Set-Up |
| A/V and Equipment Requirements |
| TBD but not later than 1 Month prior to event |
| On-site Exhibitor, Career Fair Meeting and venue tour |
| Friday prior to Move-In |
| Conference materials delivery |
Access no later than 3 p.m.
| N/A |
| Storage area close to registration |
| 4 rectangular tables and 4 chairs |
| N/A |
Monday – MOVE-IN and EARLY REGISTRATION
| Date/Time |
| Function Required |
| Number of Attendees |
| Function Space Requirement |
| Set-Up |
| A/V and Equipment Requirements |
Available by 9 a.m. with a 24 hour hold until 2 pm on Tuesday
| Registration set up |
| 12 |
| Registration Area |
| Pre-set Space or Skirted Rectangles with 2 chairs each. Access to electric and Well-lit |
| 10-easels for signage |
Registration typically consists of attendees being able to walk up to a table and print badges on site. There are typically 5-6 stations for general attendees and 2 separate stations 1) For VIPs 2) for corrections and walk-ins.
Electrical, lighting and Strong Wifi signal in this area is essential
1-Color Printer with photocopying capabilities with 1 ream (500 sheets of recycled paper), must have connectivity to internet or have direct connection to a provided laptop
2- Laptops with wifi capability, MS office suite, Internet, mouse and ability to print to printer.
3- Hardwire Internet connections minimum 3MB
Available by 9 a.m. with a 24 hour hold for duration
| Staff/Work Room |
| 16 |
| Close proximity to registration area |
| Lounge style with soft seating and area for cell phone charging |
1-2 round tables for lunch WiFi capability
Available by 9 a.m. with a 24 hour hold for duration
Storage Space
| Close to registration area and staff/work room |
| 1-2 Skirted Rectangles, waste basket |
| 10:00 a.m.-2:00 p.m. |
| Exhibit Table Set Up |
| 50 |
| In main foyer |
| 1 Table per exhibitor; 2 Chairs per table, waste basket |
| Ability to provide electricity at exhibitor’s request and procurement |
*Preferred space near registration
| 12:00-8:30 p.m. |
| HBCU Scholars Orientation |
| 100 |
| Breakout Room |
| Set in Rounds |
| Stage, Podium, Microphone, Screen, Projector, Laptop, Wi-Fi, 6 ft. Table with table microphones |
| 12:00-8:00 p.m. |
| Federal Agency Meet and Greet Set Up with Optional Reception from 5p-8p |
| 300 |
| Reception Space |
| Reception Style |
Cocktail Rounds High boys Piped in house music, Stage, Podium, Microphone, Screen, Projector, Laptop, Wi-Fi
| 12:00-4:00 p.m. |
| Conference Pre- Session |
| 100 |
| Meeting Room |
| Set in Rounds |
| Each Room will have the following: |
LCD Projector & screen to accommodate room size.
Laptop must be equipped with Microsoft Office 2013 or higher, Microsoft Office suite, Wi-Fi, ability to play videos.
Podium with microphone
4 push to talk microphones for panel
Wireless presentation advancer
1 wireless microphone on stand (for possible Q&A)
10 channel mixer
Water station in each room
Space in back of room for materials
| 12:00-4:00 p.m. |
| Conference Pre- Session |
| 100 |
| Meeting Room |
| Typical room set theater with stage and panel tables, |
Same as above
| Set no later than 9 p.m. |
| Plenary Session – Opening Session |
Possible run through
| 1000 |
| TBD |
| Theatre |
Chevron
Flip to rounds for this space to be repurpose for meals Stage minimum size 8x24x24 with ADA accessibility and stairs on each side
Press riser (center back) minimum size 8x12x24
Adequate Screens to meet the needs of a crowd of over 1000-1300 in the plenary set, screens placed in the front of the room
All day tech with 1 rover tech for breakouts
Camera for streaming and recording
WIFI in plenary for speakers and presenters
2-4 Lavalier Mic or Wireless handhelds for Speakers
Podium with wireless microphone
Pipe and Drape around screens and stage as necessary
LCD Projection (preferably rear projection, cost estimate should include pricing for rear and front projection)
Wireless presentation advancer
Presentation timer
Laptop with Office 2013 or higher software, Microsoft Office suite, Wifi capabilities and DVD playing capabilities
Ability to connect a MAC Computer to display projector system if needed in each breakout room
Speakers/sound equipment to meet needs of 1000
1 multi/press box with 16 output
Ability to hook up an iPod to the sound system
Appropriate stage lighting for stage presentations
Ability to videotape all plenary speakers and stage performances, camera person and proper equipment
TUESDAY – DAY 1
| 6 a.m. (24 hour hold) |
| VIP Hold / Green Room |
| 10 to 15 |
| Near general/plenary session |
| Soft seating for 4 with cocktail table; 1 banquet table with three chairs each |
| WIFI, water, pens and pads |
| 7:00-5:00 pm |
| Registration |
| 12 |
| Same as Monday/Move-In |
| 7:00- 9:30 am |
| Plenary Session |
| 1000 |
| Theatre & Chevron |
| See Previous Day |
| Same as Monday Move-In |
11:30 am to 2:30 pm Plenary Session with Plated Lunch
800-1000
| Set rounds of 10 |
| Existing set-up from morning plenary session |
| 7:00am-6:00pm |
| Breakout Rooms |
8-10 rooms
Typical room set theater with stage and panel tables, Each Room will have the following:
LCD Projector & screen to accommodate room size.
Laptop must be equipped with Microsoft Office 2013 or higher, Microsoft Office suite, Wi-Fi, ability to play videos.
Podium with microphone
4 push to talk microphones for panel
Wireless presentation advancer
1 wireless microphone on stand (for possible Q&A)
10 channel mixer
Water station in each room
1 six foot table in back of room for materials
Virtual Meeting Capabilities
| 4:00 pm- 8:30 pm |
| Plenary Session with Plated Dinner |
400-600
| Set rounds of 10 |
| Existing set-up from luncheon |
| Date/Time |
| Function Required |
| Number of Attendees |
| Function Space Requirement |
| Set-Up |
| A/V and Equipment Requirements |
WEDNESDAY – DAY 2
| 7:00 a.m. |
| Registration and Information |
| 8 |
| Existing set up |
9:00 am to 5:00 pm
Breakout Rooms (Same as day 1)
Same as Day 1
12:00-3:00 p.m.
Plenary Session with Plated Lunch
| 800-1000 |
| Same set up as Day 1 |
| 3 p.m.-7:30 p.m. |
| Career Fair Session Room |
| 50 |
| Separate space for individual interviews |
Closed door, quiet space
| Mix of Rounds of 6 Cocktail Rounds |
| · Laptop |
· LCD Projector & screen
· Podium and Microphone
· WiFi
| 3 p.m.-7:30 p.m. |
| Career Fair Session Room |
| 50 |
| Separate space for individual interviews |
Closed door, quiet space
| Mix of Rounds of 6 Cocktail Rounds |
| · Laptop |
· LCD Projector & screen
· Podium and Microphone
· WiFi
| 3 p.m.-7:30 p.m. |
| Career Fair |
| 300 |
| Space for 50 exhibits |
Registration outside of area (This is separate from Exhibit Hall from Day 1)
| 6-foot skirted tables for 50 |
| · Podium and Microphone |
· WiFi
| Date/Time | |
| Function Required | |
| Number of Attendees | |
| Function Space Requirement | |
| Set-Up | |
| A/V and Equipment Requirements |
THURSDAY – DAY 3
| 7:00 a.m. |
| Registration and Information |
| 8 |
| Existing set up |
9:00 am to 5:00 pm
Breakout Rooms (Same as day 1)
Same as Day 1
12:00-3:00 p.m.
Plenary Session with Plated Lunch
| 800-1000 |
| Same set up as Day 1 |
| 3 p.m.-7:30 p.m. |
| SPECIAL Session Room |
| 50 |
| Separate space for individual interviews |
Closed door, quiet space
| Mix of Rounds of 6 Cocktail Rounds |
| · Laptop |
· LCD Projector & screen
· Podium and Microphone
· WiFi
| 3 p.m.-7:30 p.m. |
| SPECIAL Session Room |
| 50 |
| Separate space for individual interviews |
Closed door, quiet space
| Mix of Rounds of 6 Cocktail Rounds |
| · Laptop |
· LCD Projector & screen
· Podium and Microphone
· WiFi
| 3 p.m.-7:30 p.m. |
| SPECIAL SESSION- |
| 300 |
| Space for 50 exhibits |
Registration outside of area
| 6-foot skirted tables for 50 |
| · Podium and Microphone |
· WiFi
| 4PM-10PM |
| SET UP FOR Board Meeting |
U Shape for 25 Gallery Seating for 100 Resource Table Registration Table outside room Table for Transcriber Table for Reporters
· Laptop
· LCD Projector & screen
· Podium and Microphone
· WiFi
FRIDAY- DAY 4
| Date/Time |
| Function Required |
| Number of Attendees |
| Function Space Requirement |
| Set-Up |
| A/V and Equipment Requirements |
| 9 a.m.- 3 p.m. |
| Scholar Service Project Meet Up |
Luggage storage
| 86 |
| Salon IV as previously set |
| Previous Set Up |
| · Laptop |
· LCD Projector & screen
· Podium and Microphone
· WiFi
| 9 A.M-5 P.M. |
| Board Meeting |
| TBD |
| Same as Thursday Set Up |
| Previous Set up |
| · Laptop |
· LCD Projector & screen
· Podium and Microphone
· WiFi
· Virtual Meeting Capabilities
| 12pm-1 pm |
| Board Lunch |
| 30 |
| Separate Room |
| Rounds of 6 and Cocktails of 2 |
| · House Music |
Appendix I – 2022 HBCU Conference RFQ Page 1
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