PWS_Quick_Glance.pdf

Breakdown of Conference Requirements

1. Date & Time: 18 & 19 May 2019 from 0700-1800.

2. Location: Within 25 miles of Stow, Ohio 44224

3. Requirements:

a. Lodging

i. Lodging must have a AAA rating (www.aaa.com)

ii. Must be provided at the venue or within a ten mile radius/fifteen minute drive of the venue.

iii. Government Per Diem rates apply. (https://www.gsa.gov/travel/plan-book/per-diem-rates)

iv. No separate payment for third party vendor lodging will be made.

v. Guests will check-in with a credit card to cover incidentals.

vi. Rooms will not be ‘locked in’ and contracted for until 03 May 2019 when a by-name roster will be sent to the lodging facility.

vii. Check in 17 May 2019, Check-out 18 May 2019

1. 100 Double Queen or King rooms.

viii. Check in 18 May 2019, Check-out 19 May 2019

1. 100 Double Queen or King rooms.

b. Each Day: 0700-1800

i. Meeting Room

1. One (1) Room capable of holding six adults conference-style with white linens for private meetings.

2. All day water service.

ii. Conference Space

1. Registration Tables: (4) 6’-8’ Registration tables outside the main conference area with linens and two chairs each.

2. Vendor Tables (15 -20) 6’-8’ tables, no linens, with two chairs each.

These tables are to be situated at the back of the conference room if space permits. If space is not available inside the main conference room, vendor tables are to be set up in very close proximity of the main conference area to allow for attendees to visit the vendors during breaks.

3. Large open space capable of holding 1000 attendees at rounds with linens for conference and lunch.

4. Audio/Visual equipment to include sound system, microphone, and large screen, projector, podium, and stage (if necessary) for the space.

iii. Childcare Space

1. Two (2) Rooms capable of holding 75 children each for childcare operations.

2. Registration Tables: One registration table at each room with linens and two chairs each.

3. Restrooms in close proximity.

4. Access to childcare rooms by 1500 on Friday 17 May 2019 to allow for room set-up.

5. Venue must also allow outside food in the childcare room in order to accommodate any necessary childcare room snacks (such as small snack bags of chips, granola bars, cookies) for the children throughout the evening,

c. Catering

i. Venue capable of catering for approximately 1000 adults and 150 children, hot buffet style, from approximately 1200-1300.

ii. Avoid common allergens (ie. Fish, shellfish, nuts)

iii. Must provide all necessary items for buffet lunch (ie: plates, silverware, cleanup, condiments, etc.)

iv. Menu must be approved by Yellow Ribbon Coordinator prior to event.

v. No separate payment for catering will be made.

vi. Adult Lunch

1. Meal must include a salad, two main entrees, two sides, bread, dessert and a beverage service.

2. No ‘cold food’ (ie: cold cut sandwiches), and no ‘fast food’ (ie: pizza, hamburgers, chicken strips).

vii. Child Lunch

1. Meal must include a fruit, vegetable, main dish, side dish, dessert and a beverage service.

2. Meal may include age appropriate ‘fast food’ (ie. Chicken nuggets, corn dogs, etc.)

d. Other Requirements:

i. Contract Manger for the Event and an Alternate Contract Manager identified by name

ii. Free parking for approximately 400 vehicles.