HBCU 2024 - Appendix I - Meeting Space Requirements.xlsx

XLSX spreadsheet 14 KB Posted

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

About this file

Written by GovTribe AI ·

This document contains a request for quotation (RFQ) for hotel conference space and guest rooms to support a conference hosted by the White House Initiative on Historically Black Colleges and Universities (HBCU) in September 2024. The RFQ seeks proposals from hotels in downtown Philadelphia, Pennsylvania that can offer a minimum of 500 sleeping rooms on peak nights, plus meeting space including one room that can accommodate approximately 1,100 attendees in rounds seating and 8-10 breakout rooms that can each seat approximately 100 people in theater style. Quotes are due by January 22, 2024 to the Department of Education, and award will be made as soon as possible thereafter to secure the necessary hotel space. The conference dates are preferred to be September 15-19, 2024 but September 22-26, 2024 will also be considered.

View the file

Other files

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

On GovTribe

Work with this file

  • Download the original file
  • Contacts named in this file
  • Similar government files
  • Ask GovTribe AI about this file
Try for free Login

Text version

The file's text, extracted by GovTribe without its formatting.

Meeting Space

Meeting SpaceActivityDesired Set UpNotesTimeProposed Space
FridayStorage RoomEmpty room. Possible need to add tablesMust be available from load in to load out12pm-11:59pm
SaturdayStorage RoomExisting24-Hour Hold
Sunday (arrival)Storage RoomExisting24-Hour Hold
Staff 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
Registration 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
Plenary SessionRounds of 10 for 1200 (72" tables) + heavy AV, stage, press riser and tech tables in the back24-Hour Hold
VIP Green RoomRound or conference for 8 + soft seating (if available)Close to restroom, close to plenary session24-Hour Hold
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
Scholars RoomRounds for 120 + AVExtra space for luggage hold on arrival day. Scholars will arrive and hold here. Room keys will be distributed here24-Hour Hold
ReceptionReception style for 500 + stations, bar, dancefloor, stage, AV12pm-11:59pm
MondayStorage 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 1Rounds for minimum of 100 + head table, screen & projector24-Hour Hold
Breakout Room 2Theater for minimum of 100 + head table, screen & projector24-Hour Hold
Breakout Room 3Theater for minimum of 100 + head table, screen & projector24-Hour Hold
Breakout Room 4Theater for minimum of 100 + head table, screen & projector24-Hour Hold
Breakout Room 5Theater for minimum of 100 + head table, screen & projector24-Hour Hold
Breakout Room 6Theater for minimum of 100 + head table, screen & projector24-Hour Hold
Breakout Room 7Theater for minimum of 100 + head table, screen & projector24-Hour Hold
Ad Hoc Room 1Space for 25-5024-Hour Hold
Ad Hoc Room 2Space for 25-5024-Hour Hold
Ad Hoc Room 3Space for 25-5024-Hour Hold
ReceptionRounds for 500-800 + stage, AVCan repurpose plenary space. Set up and run-throughs to begin at 2pm for a 5pm start time2pm-11:59pm
TuesdayStorage 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, AVHigh traffic area. Event to start at 4pm but federal set up must begin at 2pm. Can take place while other sessions are going on.2pm-7pm
WednesdayStorage 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
ThursdayStorage RoomExisting24-Hour Hold
Staff OfficeExisting24-Hour Hold
Registration AreaExisting24-Hour Hold
Career FairUp to (120) tabletops, stage with podium, screen, mics24-Hour Hold
Plenary SessionTheater seating for 300, plus AV24-Hour Hold
VIP Green RoomExisting24-Hour Hold
Scholar Lunch RoomLounge set up for 15024-Hour Hold
Direct Hiring Room 1Minimum 1500 square feet24-Hour Hold
Direct Hiring Room 2Minimum 1500 square feet24-Hour Hold
Direct Hiring Room 3Minimum 1500 square feet24-Hour Hold
Direct Hiring Room 4Minimum 1500 square feet24-Hour Hold
Direct Hiring Room 5Minimum 1500 square feet24-Hour Hold
Direct Hiring Room 6Minimum 1500 square feet24-Hour Hold
Direct Hiring Room 7Minimum 1500 square feet24-Hour Hold
Direct Hiring Room 8Minimum 1500 square feet24-Hour Hold
Breakout Room 1Existing24-Hour Hold
Breakout Room 2Exisisting24-Hour Hold
FridayPresident'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.

File details come from the government source that posted it. Updated .