HBCU_Hotel_RFQ_Final_ 2020_Appendix_I.docx

RFQ # HBCU-2020-01

Appendix I

HBCU Meeting space and A/V Requirements

The requirements below apply to both the Base Period for the 2020 HBCU Conference and for the Option Period for the 2021 HBCU Conference:

Access no later than 3 p.m.

SUNDAY – MOVE-IN and EARLY REGISTRATION

Available by 9 a.m. with a 24 hour hold until 2 pm on Tuesday

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

1-2 round tables for lunch WiFi capability

Available by 9 a.m. with a 24 hour hold for duration

Storage Space

*Preferred space near registration

Possible run through

Chevron

Offers of rounds for this space to be repurpose for meals also acceptable 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

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

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

3 wireless Q&A microphones

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

MONDAY – DAY 1

Continental Breakfast

Tables for Charging Stations

11:30 am to 1:30 pm Plenary Session with Plated Lunch

800-1000

6-8 rooms

Typical room set theater with stage and panel tables, Minimum at least 2 rooms set in rounds for 100 Minimum 2 rooms that seat 125 in theatre and 4 rooms that seat 60 with AV and theatre seating.

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

TUESDAY – DAY 2

Continental Breakfast

Executive Breakfast

LCD Projector & screen.

WiFi Stage or riser with skirted table for 5-6 for Panel discussion Push to Talk Microphones for panelist If guest speaker, lavalier microphone available

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

WEDNESDAY- DAY 3

Boardroom set for 20 and 50 perimeter seating 1 staff table for 4 1 cocktail round for transcriber

· Laptop

· LCD Projector & screen.

· WiFi

· 2 Chairman microphones

· 6 push-to-talk microphones for boardroom style setup of 20 Speakers and sound

· 1 technician for the duration of the meeting

· Conference telephone with speaker and 800 call in number

· Staff table power

· Power and connectivity to sound for transcriber

Registration outside of area

· LCD Projector & screen

· Podium and Microphone

· WiFi

Closed door, quiet space

Exhibit space for 30+ Separate room for workshop for 50-75.

LCD Projector & screen.

WiFi Stage or riser with skirted table for 5-6 for Panel discussion Push to Talk Microphones for panelist If guest speaker, lavalier microphone available

Appendix I – 2020 HBCU Conference RFQ Page 1