Synopsis.docx

Facility rental for a conference in Huntsville, Alabama from April 18th, 2017 until April 20th, 2017 for up to 374 attendees from 8:00 a.m. until 5:30 p.m. central daylight time (CDT) each day. Conference space needed shall include a registration area, general session room, and three smaller break-out rooms. All areas shall be secured from public access. Light catering shall be provided and audio visual (AV) technical support shall be provided as needed. See attachment for detailed description.

FACILITY, SERVICES AND EQUIPMENT

The Contractor shall provide access to the facility from noon until 5pm on Monday, April 17th for set up and coordination of facility resources. The actual event will be conducted 18-20 April 2017 with access to the facility required at 5:30 a.m. on Tuesday, 18 April 2017, and 6:30 a.m. on 19-20 April, 2017. The Contractor shall provide a Common Area designed for the catering tables plus ample space for attendees to gather during break sessions, an Administrative/ Registration space with three registration tables and chairs, one General Session space, three Breakout rooms, restrooms for men and women, AV equipment, AV set up, AV support, chairs, tables, pads of paper and pens, and light catering, all within the facility. The Contractor shall provide laptop connectivity and wireless internet access during the meeting times in meeting rooms and registration area. The Contractor shall provide on-site parking for attendees at the facility.

Registration/Administration/Common Room

DATE

AV Requirements Registration/Administration/Common Room

5:30 AM - 5:00 PM

Monitor (1) (to display agenda)

Complimentary High Speed Wireless Internet

Laptop Connectivity; Power Strips (2); Extension Cord (2)

6:30 AM - 5:00 PM

Monitor (2) (to display agenda)

GENERAL SESSION SPACE AND EQUIPMENT (Meeting Room 1) The Contractor shall provide general session space to accommodate up to 374 attendees. The Contractor shall provide classroom style seating (tables and chairs) with pads of paper and pens for 200 attendees in front part of the room, and theatre style (chairs only) seating for 174 attendees in back part of the room. The Contractor shall provide audiovisual equipment as outlined below, as well as one standing podium. The Contractor shall provide additional display screens positioned so that they are visible from the middle and back of the general session room. The Contractor shall provide two monitors in the common area as well as one monitor in the registration/admin area capable of displaying a computer generated meeting agenda.

Meeting Room 1

AV Requirements Meeting Room 1

Complimentary High Speed Wireless Internet

Power Strips (2)

Extension Cord (2)

Wireless Microphones (4), Clip-on Microphones (2); House Sound

BREAKOUT ROOMS AND EQUIPMENT (Meeting Rooms 2-4) The Contractor shall provide three breakout rooms with audiovisual requirements as outlined below. The Contractor shall provide two rooms with boardroom style seating (tables and chairs) and one room with a “U”-shape style set up. Configurations and personnel accommodations are described below. All rooms shall be separate from each other so that conversations will not readily pass to others not attending the event. An AV Technician shall be immediately available on-site throughout the meetings.

Meeting Room 2

Meeting Room 3

Meeting Room 4

AV Requirements Meeting Rooms 2-4

Complimentary High Speed Wireless Internet

Power Strips (2)

Extension Cord (2)

(Projector screen size should be appropriate for the size of the meeting room).

CATERING

The Contractor shall provide the serving area and light breakfast during morning hours for 374 attendees each day for three days (18-20 April 2017). Continental breakfast shall include cups, utensils, napkins, an assortment of breakfast breads, hot tea, regular and decaffeinated coffee, half and half, sugar, and water. The Contractor shall refresh the beverages once per morning for 374 attendees for three days. The Contractor shall provide the serving area and beverages during afternoon hours for 374 attendees for two days (18-19 April 2017). Afternoon beverage service shall include regular and decaffeinated coffee, half and half, sugar, bottled water, and ice tea. The Contractor shall provide sufficient trash receptacles and trash management for the three day meeting.

DAY

TIMES

EVENT

ROOM

PEOPLE