HBCU_Hotel_RFQ_Final__2019_Conference_RFQ_Space_Requirements.docx

RFQ # HBCU-EMS2019-01

Appendix I

HBCU Meeting space and A/V Requirements

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

Available by 9 a.m. with a 24 hour hold until 5 pm on Tuesday

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.

*Preferred space near registration

Possible run through

Chevron

Offers of rounds for this space to be repurpose for meals also acceptable Stage 40’x5’

Adequate Screens to meet the needs of a crowd of over 800-1000 in the plenary set, screens placed in the front of the room

WIFI in plenary for speakers and presenters

Lavalier Microphone for Keynote Speaker

Podium with 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 800

1 multi/press box with 16 output

1 wireless microphone for podium

2 Lapel Microphone

3 wireless microphones on stands (for possible Q&A) placed in audience

Ability to hook up an iPod to the sound system and/or play a CD

Appropriate stage lighting for stage presentations

Ability to video tape all plenary speakers and stage performances

MONDAY – DAY 1

Continental Breakfast

Tables for Charging Stations

6 rooms that can hold 150 or more each, or 4 rooms that can hold 225 or more each.

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

1six foot table in back of room for materials

11:30 am to 1:30 pm

*OPTIONAL MEAL*

Plenary Session with Plated Lunch

600-800

TUESDAY – DAY 2 AND MOVE OUT

Executive Breakfast

LCD Projector & screen.

WiFi Stage or riser with skirted table for 5-6 for Panel discussion

7:00 am to 2:00 pm

Breakout Rooms (Same as day 1)

Same as Day 1

Plenary Session with Plated Lunch

WEDNESDAY – BOARD MEETING ONLY

Boardroom set for 20 and 50 in theater,

· LCD Projector & screen.

· WiFi

· 2 Chairman microphones

· 6 push-to-talk microphones for boardroom style setup of 30 Speakers and sound

· 1 technician for the duration of the meeting

· Conference telephone with speaker and 800 call in number

Appendix I – 2019 HBCU Conference RFQ Page 1