Meeting_Rooms_Staging_Request_ANG_Yellow_Ribbon.xlsx

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National Guard Bureau Regional Yellow Ribbon Event
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W912L720Q5001
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Staging Request for Conference Space

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NGB_REGIONAL_YRP_EVENT_28_FEB_2020-1_MAR_2020_RFQ.xls XLS spreadsheet
PWS_NGB_Regional_YRP_Event.docx DOCX document

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Sheet1

STAGING REQUEST
ROOM NAMEFUNCTIONPOST ASWEDNESDAY TIMESTHURSDAY TIMESFRIDAY TIMESSATURDAY TIMESSUNDAY TIMESROOM SET UPROOM SUPPLIESAV NeededNOTES/REQUESTS
BallroomGENERAL SESSIONYRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-1PM72" Rounds of 104 water stations, pens and paper at each seat, stage (fully dressed), American flag w/pole and stand on stage, seating for 3 on stage, 4 waste baskets, 2 podiums on stage, one internet connection to AV tech table or podium and house sound2wireless lapel microphone, 2 wireless podium microphone on stand, mixer board, 2 AV carts, 2 LCD projectors, 2- 4:3 screens, power strip access,PWS 5.2.1, PWS 5.2.1.1,
Logistics StorageLogistics StorageDNPN/A6AM-24 Hour Hold6AM-24 Hour Hold6AM-24 Hour Hold6AM-5PMStoragelocked and secured with keys or digital access, double doorsDUp to 6 pallets and 4 crates PWS 5.2.2.8
Operations CenterOperations CenterDNP1200-24 Hour Hold6AM-24 Hour Hold6AM-24 Hour Hold6AM-24 Hour Hold6AM-5PMConference set for 35water station with cups 12 easels, mini frigerator, microwave, trash container, 2 flat bed carts, hotel phone, pens & notepads, locked and secured with keys or digital access,7 power strips, 35 internet connections, wifi code,PWS 5.2.2.7
BallroomMEALS - BREAKFASTYRPN/AN/AN/A7:00AM-8:30AM7:00AM-8:30AMExistingExistingExistingeggs, (bacon/sausage) potatoes, grits, pancakes/waffles or bread, yogurt, fruit and cereal. Coffee, tea, milk, and juice at self-serve beverage stations

Annex A 1.b Ballroom MEALS - LUNCH YRP N/A N/A N/A 12:00PM-1PM N/A Existing Existing Existing chicken, beef, garden salad with toppings and dressings, vegetabless and starch. Drinis such as soda, coffee and iced tea at self-serve beverage stations (Child/Youth lunch served at the Child/Youth rooms) Annex A 1.c Ballroom MEALS - Breaks YRP N/A N/A N/A 9:45AM-10:15AM; 2:00PM-2:25PM 9:45AM-10:15AM Existing Existing Existing popcorn, cut vegetables, cut fruit, cookies, brownies, chips/pretzles, iced tea, lemonade and water Annex A 1.a

Ballroom FoyerREGISTRATION (Friday Only)YRPN/AN/A10AM-8PMN/AN/A(13) 6' draped and skirted tables with 2 chairs at each tablerope stanchions, signage, easels for traffic directionwireless internet access for 30 users, powercommon area near General Session
Ballroom FoyerINFO FAIR/ SATURDAY & SUNDAY MORNING + SATURDAY REGISTRATION/ SUNDAY HELP DESKYRPN/AN/AN/A6AM-5PM6AM-1PM(40) 6' draped and skirted tables with 2 chairs at each table (plus 4 additional registration tables draped and skirted)water stations, pen and paper station; 1 power cord to each of the 3 registration tablesD35 Tables; Waste basket between tables

PWS 5.2.2.6

Breakout 1BO 1YRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PMClassroom for 75water stations with cups, 1 trashcanA1PWS 5.2.2.1
Breakout 2BO 2
YRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PMClassroom for 75water stations with cups, 1 trashcanA1PWS 5.2.2.1
Breakout 3BO 3YRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PMClassroom for 75water stations with cups, 1 trashcanA1PWS 5.2.2.1
Breakout 4BO 4YRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PMClassroom for 75water stations with cups, 1 trashcanA1PWS 5.2.2.1
Breakout 5BO 5YRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PMClassroom for 75water stations with cups, 1 trashcanA1PWS 5.2.2.1
Breakout 6BO 6YRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PMClassroom for 75water stations with cups, 1 trashcanA1PWS 5.2.2.1
Breakout 7BO 7YRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PMClassroom for 75water stations with cups, 1 trashcanA1PWS 5.2.2.1
Breakout 8BO 8N/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PMClassroom for 75water stations with cups, 1 trashcanA1PWS 5.2.2.1
Breakout 9BO 9YRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PMClassroom for 75water stations with cups, 1 trashcanA1PWS 5.2.2.1
Breakout 10BO 10YRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PMClassroom for 75water stations with cups, 1 trashcanA1PWS 5.2.2.1
Breakout 12BO 12YRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PMconference set for 10water stations with cups, 1 trashcan, pen and notepad stationwireless internet acces for 2 users, powerPWS 5.2.2.5
Breakout 13BO 13YRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PMconference set for 10water stations with cups, 1 trashcan, pen and notepad stationDPWS 5.2.2.5
Breakout 14BO 14YRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PMconference set for 10water stations with cups, 1 trashcan, pen and notepad stationDPWS 5.2.2.5
Breakout 11BO 11 iRestYRPN/AN/A5PM-24 Hour Hold6AM-24 Hour Hold6AM-12PM75 Chairs set around perimeter, capability for the room to be darkened (lights dimmed and closed curtains) not near childcare, resource providers or any loud congested spacewater stations with cups, 1 trashcanDPWS 5.2.2.2
Child/Youth 1CC1DNPN/AN/AN/A6AM-24 Hour Hold6AM-12PMaccommodate 30 children aged 0-5, 3 tables with table cloths that can seat 10, lunch served in room, venue staff assist with serving, snacks on Saturday and Sunday served in roomwater stations w/cups, 1 trashcan, 1 refrigerator, 10 portable cribs,TV with DVD on standC/Y Rooms in close proximity of each other, away from exits, elevators/escalators, blocked to outsiders and hotel staff, access controlled by Core or Advance Party staff

PWS 5.2.2.4.1, PWS Annex A 1.c.1, Annex A 1.d.1 Child/Youth 2 CC2 DNP N/A N/A N/A 6AM-24 Hour Hold 6AM-12PM accommodate 30 children aged 0-5, 3 tables with table cloths that can seat 10, lunch served in room, venue staff assist with serving, snacks on Saturday and Sunday served in room water stations w/cups, 1 trashcan, 1 refrigerator, 10 portable cribs, TV with DVD on stand C/Y Rooms in close proximity of each other, away from exits, elevators/escalators, blocked to outsiders and hotel staff, access controlled by Core or Advance Party staff PWS 5.2.2.4.1, PWS Annex A 1.c.1, Annex A 1.d.1 Child/Youth 3 CC3 DNP N/A N/A N/A 6AM-24 Hour Hold 6AM-12PM accommodate 30 children aged 6years and older, 3 tables with table cloths that can seat 10, lunch eaten in room with buffet set up near-by, venue staff assist with serving, snacks on Saturday and Sunday served near room water stations w/cups, 1 trashcan, TV/DVD on stand C/Y Rooms in close proximity of each other, away from exits, elevators/escalators, blocked to outsiders and hotel staff, access controlled by Core or Advance Party staff PWS 5.2.2.4.2, Annex A 1.d.1 Child/Youth 4 CC4 DNP N/A N/A N/A 6AM-24 Hour Hold 6AM-12PM accommodate 30 children aged 6years and older, 3 tables with table cloths that can seat 10, lunch eaten in room with buffet set up near-by, venue staff assist with serving, snacks on Saturday and Sunday served near room water stations w/cups, 1 trashcan, TV/DVD on stand C/Y Rooms in close proximity of each other, away from exits, elevators/escalators, blocked to outsiders and hotel staff, access controlled by Core or Advance Party staff PWS 5.2.2.4.2, Annex A 1.d.1 Child/Youth 5 CC5 DNP N/A N/A N/A 6AM-24 Hour Hold 6AM-12PM accommodate 30 children aged 6years and older, 3 tables with table cloths that can seat 10, lunch eaten in room with buffet set up near-by, venue staff assist with serving, snacks on Saturday and Sunday served near room water stations w/cups, 1 trashcan, TV/DVD on stand C/Y Rooms in close proximity of each other, away from exits, elevators/escalators, blocked to outsiders and hotel staff, access controlled by Core or Advance Party staff PWS 5.2.2.4.2, PWS Annex A 1.c.1, Annex A 1.d.1 Hall blocking C/Y rooms CC Registration YRP N/A N/A 3PM-5:30PM 6AM-5PM 6AM-12PM N/A N/A D 2 six-foot banquet tables dressed and 6 chairs set up to control access to the child/youth rooms

PWS 5.2.2.3

Additional Requirement Signage N/A N/A N/A 9AM-24 Hour Hold 6AM-24 Hour Hold 6AM-12PM N/A N/A D 25 display stands/easles to support poster sized signage to place through the event(s) area Annex B 1.a

AV OPTIONS
A1Both Audio & Visual -LCD projector w/connections, AV table/cart, power, 10x10 projector or larger, Internet service for min 2, USB presentation clicker, sound connection, 1 hand-held wireless mic, 1 lavalier mic with connection to house sound,
A2Both Audio & Visual (Laptop Sound/ No Microphones) - Podium, laptop, LCD projector, VGA, power, table/cart, 4:3 format projection screen
BVisual Only - Podium, laptop, LCD projector, VGA, power, table/cart, 4:3 format projection screen
CAudio Only (Microphone) - Podium with podium microphone
C2Audio Only (Laptop and Sound) - Podium with laptop sound
DNONE

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