HBCU 2024 - Appendix I - Meeting Space Requirements Amendment 0001.xlsx

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The White House Initiative on Historically Black Colleges and Universities (HBCU) 2024 Conference Hotel Contract
Solicitation number
HBCU-EMAP2024-Q-02
Issued by

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This combined synopsis and solicitation requests quotes for meeting space and hotel guest rooms to support the 2024 White House Initiative on Historically Black Colleges and Universities Conference. The Department of Education requires accommodations for approximately 1100 attendees from September 15-19, 2024 in downtown Philadelphia, Pennsylvania. Interested hotels must provide at least 500 sleeping rooms on peak nights, as well as space to seat 1100 attendees for general sessions and 8-10 breakout rooms for 100 people each. Quotes are due by January 22, 2024 and award will be made as soon as possible thereafter to secure the required facilities. The solicitation provides details on requirements, basis for award, and instructions for quote submission, including requirements for subcontractors.

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HBCU 2024 RFQ - Philadelphia Amendment 0001.docx DOCX document
HBCU 2024- Appendix II - RFQ Price Quote Worksheet.xlsx XLSX spreadsheet
HBCU 2024 RFQ - Philadelphia.docx DOCX document
HBCU 2024 - Appendix I - Meeting Space Requirements.xlsx XLSX spreadsheet

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Meeting Space

Amendment 0001, Dated February 2, 2024
Meeting SpaceActivityDesired Set UpNotesTimeProposed Space
Day prior to load inStorage RoomEmpty room. Possible need to add tablesMust be available from load in to load out12pm-11:59pm
Day prior to load inStorage RoomExisting24-Hour Hold
Day prior to load inStorage RoomExisting24-Hour Hold
No later than 12 on load-inStaff Office(3) Rounds of 8, plus (5) 6ft tables along the perimeterLarge enough room for 40 staff in rounds + equipment. Must be available from load in to load out. Must be near the registration area.24-Hour Hold
No later than 12 on load-inRegistration Area(6) 6ft tables plus space for registration boothsNeeds to have ample space due to long lines. Also needs to be near the staff office. Heavy traffic area. Space needs to be able to accommodate 200 at a given time plus registration booths24-Hour Hold
No later than 12 on load-inPlenary SessionRounds of 10 for 1200 (72" tables) + heavy AV, stage, press riser and tech tables in the back24-Hour Hold
No later than 2 PM on load-inVIP Green RoomRound or conference for 8 + soft seating (if available)Close to restroom, close to plenary session24-Hour Hold
No later than 7 pm on load-in * Preferred*Exhibit HallUp to (30) tabletops and (10-15) 10'x10' boothsEasy access from loading dock. Possibility of loading in an armoured vehicle or space capsule. High ceilings preferred. Heavy traffic area24-Hour Hold till 4 PM on Day 3
No later than 12 PM on load-inScholars RoomRounds for 120 + AVExtra space for luggage hold on arrival day. Scholars will arrive and hold here. Room keys will be distributed here24-Hour HoldThis room can change from Day Load-In to Day 1.
Load-In DayWelcome ReceptionReception style for 500 + stations, bar, dancefloor, stage, AV12pm-11:59pmThis can be in a large open foyer or similar. A/V and space for food and beverage will be required. Use of plenary space is acceptable.
DAY 1Storage RoomExisting24-Hour Hold
Staff OfficeExisting24-Hour Hold
Registration AreaExisting24-Hour Hold
Plenary SessionExisting24-Hour Hold
VIP Green RoomExisting24-Hour Hold
Exhibit HallExisting24-Hour Hold
Scholars RoomExisting24-Hour Hold
No Later than 6 AM on Day 1Breakout Room 1Rounds for minimum of 100 + head table, screen & projector24-Hour Hold
No Later than 6 AM on Day 1Breakout Room 2Theater for minimum of 100 + head table, screen & projector24-Hour Hold
No Later than 6 AM on Day 1Breakout Room 3Theater for minimum of 100 + head table, screen & projector24-Hour Hold
No Later than 6 AM on Day 1Breakout Room 4Theater for minimum of 100 + head table, screen & projector24-Hour Hold
No Later than 6 AM on Day 1Breakout Room 5Theater for minimum of 100 + head table, screen & projector24-Hour Hold
No Later than 6 AM on Day 1Breakout Room 6Theater for minimum of 100 + head table, screen & projector24-Hour Hold
No Later than 6 AM on Day 1Breakout Room 7Theater for minimum of 100 + head table, screen & projector24-Hour Hold
No Later than 6 AM on Day 1Ad Hoc Room 1Space for 25-5024-Hour Hold
No Later than 6 AM on Day 1Ad Hoc Room 2Space for 25-5024-Hour Hold
No Later than 6 AM on Day 1Ad Hoc Room 3Space for 25-5024-Hour Hold
Awards ReceptionRounds for 500-800 + stage, AVCan repurpose plenary space. Set up and run-throughs to begin at 2pm for a 5pm start time2pm-11:59pmThis date may be flexible. Start time will be no earlier than 6 PM.
DAY 2Storage RoomExisting24-Hour Hold
Staff OfficeExisting24-Hour Hold
Registration AreaExisting24-Hour Hold
Plenary SessionExisting24-Hour Hold
VIP Green RoomExisting24-Hour Hold
Exhibit HallExisting24-Hour Hold
Scholars RoomExisting24-Hour Hold
Breakout Room 1Existing24-Hour Hold
Breakout Room 2Existing24-Hour Hold
Breakout Room 3Existing24-Hour Hold
Breakout Room 4Existing24-Hour Hold
Breakout Room 5Existing24-Hour Hold
Breakout Room 6Existing24-Hour Hold
Breakout Room 7Existing24-Hour Hold
Ad Hoc Room 1Existing24-Hour Hold
Ad Hoc Room 2Existing24-Hour Hold
Ad Hoc Room 3Existing24-Hour Hold
Federal Meet & Greet(40) High Boys + small stage, check in table, podium, AVPreferred high traffic area. Event to start at 4pm, Set up must begin at 2pm. Set up can take place while group is in session.2pm-7pmThis can be in a large open foyer or similar. Microphone and speaker for announcements will be required. Can be held any day through the week but cannot be held on the same day as the career fair.
DAY 3Storage RoomExisting24-Hour Hold
Staff OfficeExisting24-Hour Hold
Registration AreaExisting24-Hour Hold
Plenary SessionExisting24-Hour Hold
VIP Green RoomExisting24-Hour Hold
Exhibit HallExisting24-Hour Hold
Scholars RoomExisting24-Hour Hold
Breakout Room 1Existing24-Hour Hold
Breakout Room 2Existing24-Hour Hold
Breakout Room 3Existing24-Hour Hold
Breakout Room 4Existing24-Hour Hold
Breakout Room 5Existing24-Hour Hold
Breakout Room 6Existing24-Hour Hold
Breakout Room 7Existing24-Hour Hold
Ad Hoc Room 1Existing24-Hour Hold
Ad Hoc Room 2Existing24-Hour Hold
Ad Hoc Room 3Existing24-Hour Hold
DAY 4Storage RoomExisting24-Hour Hold
Staff OfficeExisting24-Hour Hold
Registration AreaNear Career Fair AreaAvailable till 8 PM
Career FairUp to (120) tabletops, stage with podium, screen, mics24-Hour Hold** Can be held on Load-In Day or on Day 4. Those able to offer the Career Fair will be considered before those that are unable to.
Plenary SessionTheater seating for 300, plus AVAvailable till 6 PM** Optional
VIP Green RoomExistingAvailable till 4 PM
Scholar Lunch RoomLounge set up for 15024-Hour Hold** Can be held on Load-In Day or on Day 4. Those able to offer the Career Fair will be considered before those that are unable to.
Career Fair - Direct Hiring Room 1Minimum 1500 square feet24-Hour Hold** Can be held on Load-In Day or on Day 4. Those able to offer the Career Fair will be considered before those that are unable to.
Career Fair - Direct Hiring Room 2Minimum 1500 square feet24-Hour Hold** Can be held on Load-In Day or on Day 4. Those able to offer the Career Fair will be considered before those that are unable to.
Career Fair - Direct Hiring Room 3Minimum 1500 square feet24-Hour Hold** Can be held on Load-In Day or on Day 4. Those able to offer the Career Fair will be considered before those that are unable to.
Career Fair - Direct Hiring Room 4Minimum 1500 square feet24-Hour Hold** Can be held on Load-In Day or on Day 4. Those able to offer the Career Fair will be considered before those that are unable to.
Career Fair - Direct Hiring Room 5Minimum 1500 square feet24-Hour Hold** Can be held on Load-In Day or on Day 4. Those able to offer the Career Fair will be considered before those that are unable to.
Career Fair - Direct Hiring Room 6Minimum 1500 square feet24-Hour Hold** Can be held on Load-In Day or on Day 4. Those able to offer the Career Fair will be considered before those that are unable to.
Career Fair - Direct Hiring Room 7Minimum 1500 square feet24-Hour Hold** Can be held on Load-In Day or on Day 4. Those able to offer the Career Fair will be considered before those that are unable to.
Career Fair - Direct Hiring Room 8Minimum 1500 square feet24-Hour Hold** Can be held on Load-In Day or on Day 4. Those able to offer the Career Fair will be considered before those that are unable to.
Breakout Room 1Existing24-Hour Hold* Optional
Breakout Room 2Exisisting24-Hour Hold* Optional
Day 5President's Board of Advisors (PBA)Boardroom for 25 + gallery seating for 100, table for transcriber, table for staff, registraton table24-Hour Hold
PBA Meal RoomRounds and Cocktail Seating for 3024-Hour HoldMust be separate but nearby meeting.

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