HSHQDC-13-Q-00216_Part_II_Attachment_2_Checklist.docx

HSHQDC-13-Q-00216 ATTACHMENT 2: FACILITIES CHECKLIST

Contact Information:

Location

Facility Address:

Is your facility Subway accessible, within two city blocks? |_| Yes |_| No Which Subway?

Does your facility include an on-site eatery or eateries? |_| Yes |_| No Please describe:

Is your facility located within two city blocks of an eatery or eateries? |_| Yes |_| No Please describe:

Task 1

Does your facility accommodate the event dates of August 14, 2013 (set-up) and August 15, 2013 (event)? |_| Yes |_| No

Can your facility provide all necessary rooms, as shown in the following table? |_| Yes |_| No

Day prior to event (August 14, 2013)

Day prior to event (August 14, 2013)

Day prior to event (August 14, 2013)

Day of event (August 15, 2013)

Day of event (August 15, 2013)

Day of event (August 15, 2013)

How close are the eight technology demonstration breakout rooms to the general session room?

Please describe layout and proximity, attach a diagram:

How close are the eight technology demonstration breakout rooms to each other?

Please describe layout and proximity, attach a diagram:

How close is the planning office room to the general session room and the eight technology demonstration rooms?

Please describe layout and proximity, attach a diagram:

Task 2

Does your facility provide all of the following audio-visual equipment and connections? |_| Yes |_| No

· Laptop

· Slide advancer

· All cables and adapters to connect the laptop to the projector

· Small stage (at a minimum 4’wide x 8’ long)

· One speaker microphone with podium

· Two wireless lavaliere microphones for the presenters

· Speaker timer

· Confidence monitor

· Extension cords/surge protectors/power for A/V equipment

· Extension cords/surge protectors/power for four laptop computers in the front of the room

· Hard-wired Internet connection for one computer at the podium or A/V technician table where the presentation laptop is located

· Sound system

· Extension cords/surge protectors/power for A/V equipment

· All cables/adapters to connect laptop to projector

· Power and hard-wired Internet connection for one laptop

· One 42” or larger plasma screen

· Extension cords/surge protectors/power for A/V equipment

· All cables/adapters to connect the laptop to projector and plasma screen

· Power and hard-wired Internet connection for one laptop

· Extension cords/surge protectors/power for A/V equipment

· All cables/adapters to connect the laptop to the plasma screen

· Power and hard-wired Internet connection for one laptop

· Hard-wired Internet connection for one laptop

· Hard-wired Internet connections for two laptops

Comment:

Does your facility provide an audio-visual equipment technician on-site during set-up and during the event, available as described in the following table? |_| Yes |_| No

A/V Technician Support Required

Day prior to the event (August 14, 2013 ) 4 hour minimum. Hours will be determined based upon when the facility will be available to the client, tentatively 4:00pm – 8:00pm

Day of the event (August 15, 2013) 11 hour minimum.

Tentatively 7:00am – 6:00pm

Tasks 3-9

Does your facility provide a locked, secure space to store meeting materials and sensitive information from 3:00pm on the day prior to the event (August 14, 2013) through the end of the event (6:30pm on August 15, 2013)? |_| Yes |_| No

Does your facility provide a dedicated registration desk and/or area near the general session room, available from 3:00pm on the day prior to the event (August 14, 2013) through 12:00pm on the day of the event (August 15, 2013)? |_| Yes |_| No

If the dedicated registration desk/area is not located on the same floor as the technology demonstration breakout rooms, does your facility provide another dedicated registration desk/area near the breakout rooms from 12:00pm to 6:30pm on August 15, 2013? |_| Yes |_| No If the registration desk/area is located on the same floor as the breakout rooms, ignore this question.

Does the registration desk/area have power for four computers and hard-wired Internet connections for two computers? |_| Yes |_| No

Does your facility provide: (1) either one 12’ to 16’ table or two 6’ to 8’ banquet tables set side-by-side;

(2) two additional 6’ to 8’ banquet tables to be set behind the registration area and used as an additional prep area; and (3) four chairs? |_| Yes |_| No

How close is the registration desk to the general session room?

Please describe layout and proximity, attach a diagram if necessary:

How close is the registration desk to the eight technology demonstration breakout rooms?

Please describe layout and proximity, attach a diagram if necessary:

How close is the registration desk to the planning office?

Please describe layout and proximity, attach a diagram if necessary:

Does your facility provide an on-site conference coordinator to assist the government personnel planning and organizing the TTP Technology Demonstration Day? |_| Yes |_| No

Does your facility provide on-site printing capability of no more than 200 black and white pages at no additional cost to the government? |_| Yes |_| No

Can your facility provide 15 easels and 8 flip charts or whiteboards? |_| Yes |_| No How many easels total?

How many flip charts/whiteboards total?

Will the government be permitted to place directional signs and conference signage to direct guests to the conference? |_| Yes |_| No Are there any restrictions?

Does your facility provide pitchers of water and/or coolers in the room at no additional cost to the government? |_| Yes |_| No

Can your on-site coordinator or other staff member conduct a final walkthrough of the conference facility with the government personnel either in person ( pending if travel is approved) or via a conference call, up to two weeks prior to the event? |_| Yes |_| No