NBRS_2019_Ceremony_RFQ_Appendix_I_Final.docx
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- NBRS-EMS2019-01
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RFQ Appendix I - meeting space, set-up and A/V requirements.
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RFQ # NBRS-EMS2019-01
Appendix I
NBRS Meeting space and A/V Requirements
| Date/Time |
| Function Required |
| Number of attendees |
| Function Space Requirement |
| Set-Up |
| A/V and Equipment Requirements |
Friday prior to Move-In (ONLY if event start is on a weekend) Conference materials delivery
Access no later than 3 p.m.
| N/A |
| Storage area close to registration |
| 4 rectangular tables and 4 chairs |
| N/A |
NBRS EARLY REGISTRATION
Available by 6 a.m. with a 24 hour hold until 3 pm on day of Ceremony
| Registration set up |
| 8 |
| Registration Area |
| Pre-set Space or Skirted Rectangles with 2 chairs each. Access to electric and Well-lite |
| 15-easels for signage |
Available by 6 a.m. with a 24 hour hold until 3 pm on day of Ceremony
| Staff/Work Room |
| 12 |
| Close proximity to registration area |
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.
| Set no later than 9 p.m. |
| Plenary Session – Opening Session |
Possible run through
| 200 |
| Meeting space for 200 (may use general session space for NBRS) |
| Rounds of 10 |
With 2 rear tables for materials and water station
Riser with a head table for 5 WIFI in plenary for speakers and presenters
Lavalier Microphone
Head Table on stage (3 tabletop microphones) 1 wireless microphone for podium
Podium with microphone
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 200
NBRS DAY 1 –Registration, Breakouts and Opening Plenary
| Date/Time |
| Function Required |
| Number of attendees |
| Function Space Requirement |
| Set-Up |
| A/V and Equipment Requirements |
| 7:00 a.m.-5:00 pm |
| Registration |
| 8 |
| 8 |
| Registration Area |
| Pre-set Space or Skirted Rectangles with 2 chairs each. Access to electric and Well-lite |
Available by 6 a.m. with a 24 hour hold until 3 pm on day of Ceremony
| Staff/Work Room |
| 12 |
| Close proximity to registration area |
| 4 rounds of 8 for staff seating, additional tables to accommodate 3 computer stations |
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 Wi-Fi capability, MS office suite, Internet, mouse and ability to print to printer.
| 8:00 a.m. with 24 hour hold until 7 p.m. on Ceremony day |
| Contractor hold and interview room |
Preferably in close proximity of registration and/or general session space. 4 rounds of 8 for staff seating, Tables to accommodate 3 computer stations A/V Requirements:
2 Laptops 2 printers/copiers (one for ED, one for contractor)
| 9 a.m. (24 hour hold) until 5 p.m. on Ceremony day |
| Social Media and Interview Room |
| 5 |
| Near Registration |
| 1 hi-boy, 1 rectangular table |
4 chairs Access to electric and Lan drop and/or /WiFi
| 10 a.m. (24 hour hold) until 3 p.m. on Ceremony day |
| VIP Hold / Green Room |
| 10 to 15 |
| One round table with 4 chairs, two banquet tables with three chairs each |
| WIFI, water, pens and pads |
Set no later than 10 a.m. p.m. – 24 hour hold
Plenary – 1:00 pm. – 5:00 pm.
Plenary Session – Possible run throughs
| 930 |
| TBD |
| Offers of rounds for this space to be repurpose for meals also acceptable |
| STAGE: 16x24x24 with podium and microphone |
Adequate Screens to meet the needs of a crowd of over 950 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 950
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
Recording and live feed to overflow room and ED provided live streaming site. Recording will need to be edited and returned to ED within 30 business days after the event.
Ability to video tape all plenary speakers and stage performances
| 7:00 a.m. -1:00pm |
| Breakout Rooms |
1 – Breakout room 1 1 – Breakout room 2
Rounds of 10 With 2 rear tables for materials and water station
Riser with a head table for 5 Each Room will have the following:
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
3 table top 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
| 9:00 a.m. – 1:00 p.m |
| Bell Award winners meeting and Luncheon |
| 20 |
| Board room set up for 20 |
| *Optional Lunch* |
| 9:00 a.m. – 3:00 p.m. |
| Performers Hold and Luncheon |
| 30-40 |
| Close proximity to General session |
| Rounds of 40 |
9:00am-3:00 pm Extended until 3 p.m.l on Day 2
| Exhibit Table Set Up |
| 4 |
| In main foyer or heavy traffic area |
| 1 Table per exhibitor; 2 Chairs per table, waste basket |
| Ability to provide electricity at exhibitors request and procurement |
| 9:00 a.m. – through 3 p.m. on Day 2 |
| Networking Session |
| 400 |
Rounds of 10
NBRS DAY 2 – Breakouts and Awards Ceremony
| Date/Time |
| Function Required |
| Number of attendees |
| Function Space Requirement |
| Set-Up |
| A/V and Equipment Requirements |
| 7:00 a.m .3 p.m. |
| Registration and Information |
| 8 |
| Existing set up |
| 7:30-8:30 a.m. |
| *OPTIONAL MEAL* |
Continental Breakfast 400 - 500
11:30 am to 1:30 pm Plenary Session with Plated Lunch
875-930
Set rounds of 10
Set no later than 7 a.m.
9:45-11:00 a.m.
11:00-12:15 a.m.
(2 current sessions) 4 Breakout Rooms
250 each
2 Breakouts set in theater
2 Breakouts set in Rounds
Riser with head table for each room Each Room will have the following:
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
2 table top microphones for panel
Wireless presentation advancer
1 wireless microphone on stand (for possible Q&A)
Water station in each room
1six foot table in back of room for materials
| 3:00 pm. – 7:00 pm. |
| State Liaison Board Meeting- |
Boardroom set for 25 and 10 in theater, WiFi
Conference telephone with speaker and 800 call in number
*Offeror may reuse other breakout for this meeting*
Optional Task - Summit Meeting space and A/V Requirements
Note: If the Optional Summit Task is exercised, the NBRS Pre-Registration requirements noted below will occur prior to the Summit start.
| Date/Time |
| Function Required |
| Number of attendees |
| Function Space Requirement |
| Set-Up |
| A/V and Equipment Requirements |
Friday prior to Move-In (ONLY if event start is on a weekend) Conference materials delivery
Access no later than 3 p.m.
| N/A |
| Storage area close to registration |
| 4 rectangular tables and 4 chairs |
| N/A |
NBRS Pre-Registration and SUMMIT (OPTIONAL - BASED ON HOTEL AVAILABILITY)
Available by 6 a.m. with a 24 hour hold until 3 pm on day of Ceremony
| Registration set up |
| 8 |
| Registration Area |
| Pre-set Space or Skirted Rectangles with 2 chairs each. Access to electric and Well-lite |
| 15-easels for signage |
Available by 6 a.m. with a 24 hour hold until 3 pm on day of Ceremony
| Staff/Work Room |
| 12 |
| Close proximity to registration area |
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.
| Set no later than 9 p.m. the night before |
| Plenary Session – Opening Session |
Possible run through
| 175 |
| General session space |
| Rounds of 10 |
| WIFI in plenary for speakers and presenters |
Lavalier Microphone
Head Table on stage (3 tabletop microphones) 1 wireless microphone for podium
Podium with microphone
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 200
| 8:00 a.m. – 5:00 p.m. |
| Summit registration Check-in |
| 8 |
| Registration Area |
| Pre-set Space or Skirted Rectangles with 2 chairs each. Access to electric and Well-lite |
| TBD |
*Optional meals* 8-9 a.m. A.M. & P.M
12-1p m
Continental breakfast
Beverage Break
Lunch
| 175 |
| General session space |
| Rounds of 10 |
Appendix I – 2019 NBRS Ceremony RFQ Page 1
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