QA 30DEC22.docx

Ohio National Guard (OHARNG) 2825 W. Dublin-Granville Rd.

Columbus, OH. 43235

Subjects: Questions/Answers

Title: URET WORKSHOP 24-26 March 2023

Solicitation# W91364-23-Q-0008

Q/A:

Question 1: Parking will be a voucher system and will not be at the venue but within a 3–5-minute walk- is this acceptable?

Answer 1: Yes, if the benefits of the venue off-set this minor inconvenience.

Question 2: You require 200 double occupancy/ two bedrooms- correct? Check-in is Friday, and check out Sunday- correct?

Answer 2: 200 room block is required, must be double king or queen rooms. Check in Friday March 24 check out March 26 Sunday.

Question 3: Please explain this catering piece noted- are the adults not eating at the property? Are you expecting them to pay on their own? Would it not be easier to include the catering fee for the adults and the adult no-host social in the contract? Please explain the expectation here Answer 3: At this point we do not expect to require catering for the adult sessions. We will just do a no-host social and offer beverages.

Question 4: You require one general session for 600 in rounds from Friday to Sunday- correct?

Answer 4: Yes – It is possible that as planning progresses, the number of attendees may be reduced.

Question 5: Do you require Breakouts only on Sunday? Correct? No breakouts required on Friday & Saturday?

Answer 5: Correct Question 6: You note catering for the adult program is not part of this contract - will they not be dining during the event? Are you expecting them to pay for their own food? Please advise of what your vision is for this section-

Answer 6: We just wanted an option to have catering if we found a sponsor for the event. In the end, we will not offer food during the no-host social, just a cash bar.

Question 7: Cash bar for the no-host social is not an issue- are you expecting light hors devours?

Answer 7: No – but, if something like popcorn, goldfish, or bar snacks were made available as part of the bar service, we would consider the cost. If cost prohibitive, we would just need the cash-bar. The cash-bar will not be part of the contract, it will be paid for separately by a sponsor.

Question 8: The 150 youth will have a buffet meal on Saturday and Sunday- will they be dining in the two youth rooms?

Answer 8: Yes, that is an option but not necessary – they could eat in the youth rooms or if the venue has another better option, that will be fine too. Depending upon what the youth activities entail, it is also possible that for one of the days, they youth will be off-site and will not require a meal. Just need to option available in case they do not go off-site. We will know long before the event to provide opportunity to coordinate.

Question 9: MOST venues will NOT allow outside food or snacks to be brought in, and consumed-please advise on an alternate process for this Answer 9: If snacks are bought in, it would only be for the youth and usually this is because the venues do not offer what we need. It’s never been an issue in the past. But we understand and will comply.

Question 10: Do you require AV in the 2 Youth Rooms?

Answer 10: NO Question 11: In the General Session and in the breakout sessions, do you require a podium with a microphone in each room? How many additional microphones do you require in each room?

Answer 11: Yes, need 2 microphones and 2 lapel microphones and a podium and raises stage in the general session. Need 1 microphone in each breakout.

Question 12: Shall we assume you have 450 adults attending?

Answer 12: No, the adult sessions might have 600 Question 13: Will there be 450 adults at the No Host Social with the Cash Bar?

Answer 13: For planning, I would say 300-400 at the social.

Question 14: Where will the 450 adults be dining for breakfast, lunch, and dinner? At the hotel?

Answer 14: It’s up to the attendees where they chose to eat. It’s not a requirement to offer food. But it would be a factor to consider in the selection process if all other things are equal.

Question 15: When the Youth are in their rooms, will the adults be utilizing the General Session for the adult portion of the meeting?

Answer 15: Need separate space completely for the youth. But, could look at proposal to determine if it would work.

Question 16: For the meeting spaces, can we break up the General Session to use it for the Breakouts on Sunday, or do you need the General Session in addition to the breakouts?

Answer 16: Yes, they can break them up for the breakout sessions.

Question 17: If the youth are offsite on Saturday- will the adults still be utilizing the General Session for their portion of the workshop?

Answer 17: The adult and youth requirements are separate. The youth rooms should not be the general session room.

Question 18: If the Youth go off-site- will you need space for a bus to park, or will they ride in POVs?

Answer 18: If they do go offsite, yes, we will need space to load and unload a bus but we will not need to park it overnight.