Hotel Requirements_ORT Training.pdf

Hotel Requirements

ORGANIZATION: United States Probation Office of the Western District of Texas

NAME OF EVENT: ORT Training

DATE(S) OF EVENT: August 31, 2026, through September 4, 2026

QUOTE DUE BY: July 9, 2026, 1:00 p.m. (CST) (Quote should be valid for 60 days)

REQUIREMENTS:

Section I. Meeting Room Rental –

Note: should be large to allow for half room to be set up as training and other side to be empty for training area.

Days Monday August 31st

Tuesday September 1st

Wednesday September 2nd

Thursday September 3rd

Friday September 4th

Period noon – 5:00 pm

7:00 am – 5:00 pm

7:00 am – 5:00 pm

7:00 am – 5:00 pm

7:00 am – 11:00 am

Number of Meeting Room(s)

1 1 1 1 1

Meeting Room Setup (Classroom, U-shape, Crescent Round)

Crescent Round

Crescent Round

Crescent Round

Attendees 35 35 35 35 35 Room Rental Rate Subtotal: $ Service Charge Fee (%) Subtotal: $

Meeting Room Total $

Section II. Audio/Visual Equipment (Note: located on side with tables and chairs.)

Equipment Qty Days Monday

August 31st Tuesday September 1st

Wednesday September 2nd

Thursday September 3rd

Friday September 4th

Period noon – 5:00 pm

7:00 am – 5:00 pm

7:00 am – 5:00 pm

7:00 am – 5:00 pm

7:00 am – 11:00 am

Large Screen 7.5'x10' fast fold

2 $ $ $ $ $

LCD Projector 1 $ $ $ $ $ Wireless Handheld Microphone

1 $ $ $ $ $

Flipchart & Easel with Markers

1 $ $ $ $ $

Podium 1 $ $ $ $ $ AV Rate Subtotal: $

AV Total $

Section III. Light Refreshments (Note: Include menu in response. If there is not a restaurant within 1 mile of premises, include lunch menu as well.)

Equipment Qty Time Monday

August 31st Tuesday September 1st

Wednesday September 2nd

Thursday September 3rd

Friday September 4th

AM Refreshments 37 10:00 AM $ $ $ $ PM Refreshments 37 2:00 PM $ $ $ $

Light Refreshments Subtotal: $

Light Refreshment Total $

Section V. Lodging *Note – Payment will be made individually upon checkout. Hotel receipt must include form of payment and reflect a zero balance. Check in on Monday and check out Friday. In the event guest arrives prior to the check-in date or remains past the check-out date, the hotel will offer an extension of the group rate on a space available basis.

A rooming list will be completed by the Judiciary which will contain each guest’s name, arrival/departure and any special needs. Hotel will use the list to make the required reservations and provide Judiciary with confirmation number(s). Guests will have the opportunity to verify and amend their departure at the time of check-in with no penalty or additional charges.

Dates 4 Nights

(Monday – Thursday)

Total

Number of Guest Rooms 35 140 Daily Room Rate $

Section V. Parking *Note – Payment will be made individually upon checkout. Hotel receipt must include last four digits of card used and reflect a zero balance.

Parking Cost Valet Self

Grand Total-

Amount Meeting Room $ Audio/Visual Equipment $ Light Refreshments $ Grand Total $

The Judiciary is tax exempt; therefore, rates do not include state taxes. The tax-exempt number is 53-0197981F.