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RFP Price Quote Worksheet Appendix II - RFQ Price Quote Worksheet
CONFERENCE RFQ PRICE QUOTE FORM
| Solicitation #: | HBCU-EMAP2024-Q-01 |
| Event title: | 2024 The White House Initiative on Historically Black Colleges and Universities Annual Conference |
| Offeror: | |
| Venue: | |
| Contact email: | |
| Contact phone: | |
| Conference/Event Space Date Availability | | | |
| Please provide the start date and end date for the general session and meeting space will be available: | | | |
| Dates | Set up Start date | Break down date | Meeting space availability |
| Event Date(s) offered: | | | |
| Optional Date(s): If applicable | | | |
| Optional Date(s) If applicable: | | | |
| If there are any limitations such as set up arrival or breakdown times, please indicate here in the comments: | | | |
| Guest Room Block | | |
| Please provide the number of rooms available per the dates as it relates to the RFQ requirements. | | |
| Guest Room Need | Quanty Needed | Quantity Offered |
| Day 1 | 580 | |
| Day 2 | 680 | |
| Day 3 | 680 | |
| Day 4 | 380 | |
| Day 5 | 230 | |
| Total Anticipated Room Nights | 2550 | |
| Guest Room Rate (per day) excluding taxes | | | |
| Sleeping Rooms | Quantity | Daily Room Rate | Total |
| Single up to Quad occupancy | | $0.00 | $ - 0 |
| Suites | | $0.00 | $ - 0 |
| Total Sleeping Rooms | | Total Room Revenue | $ - 0 |
| Food & Beverage (F&B) Minimum Calculator | | | |
| Meals (Three Days) | Quantity | Avg. Meal price by category | Total |
| Reception (Tentative) | 500 | $0.00 | $ - 0 |
| Lunch | 1100 | $0.00 | $ - 0 |
| Dinner (Tentative) | 500 | $0.00 | $ - 0 |
| Lunch | 1100 | $0.00 | |
| Reception (Tentative) | 500 | $0.00 | $ - 0 |
| Lunch | 1100 | $0.00 | |
| | $0.00 | $ - 0 |
| | F&B Meals | $ - 0 |
| Service Charge % | 0% | $ - 0 |
| | Total F&B (w/Service Charge) | $ - 0 |
| PROPOSED Food & Beverage Minimum | | | |
| PROPOSED Meeting Space Rental Based on All Days | |
| Meeting Space Rental (if F&B minimum met): | $0.00 |
| Meeting Space Rental (if 80% room pick up met): | $0.00 |
| Meeting Space Rental (if F&B and room pick up minimums not met): | $0.00 |
| A/V | |
| A/V Element | Discount %, FFP, or Fee |
| Discount on Published A/V Pricing | |
| Firm-Fixed-Price for the A/V Requirements described in Appendix I | |
| Cost or Fee to Use Third-Party A/V Provider | |
PREFERRED SPECIAL CONCESSIONS - The following concessions are requested. Quoters are welcome to offer additional or alternative concessions. Please put an "X" in the Accepted column for all concessions that are accepted "as written". Add modifications or alternative concessions in the "Alternative to Preferred Concession Offered" column. Use the blank fields further below to add additional concessions.
| Preferred Concession | Accepted? | Alternative to Preferred Concession Offered |
| Room block rate at government rate or below lowest rate offered to non-government entities | | |
| If applicable, waive resort/activity fees | | |
| 20 Complimentary easels | | |
| Complimentary meeting/office space | | |
| At least a 40% discount on all AV requirements | | |
| 1 Comp room for every 35 picked up with the ability to use undesignated comp room with room rate value as credit towards the Master account | | |
| Up to 20 guaranteed rooms at a 90% discount off government per diem rate or lowest rate offered from load-in date through Day 3 | | |
| Complimentary parking for a minimum of 20 attendees per day | | |
| Comp or discounted high-speed WiFi and hardwired internet for all contracted space and for all attendees. | | |
| Complimentary beverages and light snacks in the VIP holding room (estimate 10-15 people) | | |
| Daily complimentary continuious beverages and light refreshments for staff room (estimate 15). | | |
| Up to 1000 lbs of complimentary in-bound receiving and handling of in-house shipping and receiving department starting the Friday prior to conference start date. Discount requested for anything beyond the 1000 lbs. | | |
| Complimentary keys to access staff rooms, registration area, storage, and general session space. | | |
| Complimentary meeting room for 4 hours volunteer briefing and walkthrough. To include light refreshments (food and drink) provided by hotel. AV needs to included screen, projector, WiFi, and hardline internet for a presentation. | | |
| Complimentary tables and 2 chairs each in designated area for exhibitors (Max 60) | | |
| Tables with linen/table skirts. Hotel to provide vendor’s with electricity upon request, to be billed directly to the vendor. | | |
| Complimentary coffee, tea and soda breaks for board meeting (Max 50) | | |
| Complimentary/discounted WiFi for guest rooms | | |
| Additional Concessions offered. Please add below: | | |
