Workshop Requirements.pdf
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- Rental of Hotel Conference Rooms
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Department of State US Embassy Nicosia
About this file
This document outlines the accommodation, conference room, and catering requirements for a 4-day workshop hosted by the U.S. Embassy Nicosia from October 15-18, 2024. It specifies the number of single rooms (135) needed from October 13-18, 2024, with a maximum unit cost of €225 per room per night, inclusive of VAT.
The document also details the conference room requirements, including a main conference room with seating for 130-135 participants in a classroom layout, as well as two breakout rooms with seating for 50 participants each. The rooms must be equipped with various audio-visual and technical amenities. The catering requirements include a buffet lunch for 540 participants over the 4-day period, as well as morning and afternoon coffee breaks for 135 participants per day. The document provides the unit costs and total costs for the conference rooms, coffee breaks, and lunch.
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Text version
Hotel Name
Workshop Accomodation Requirements Unit Cost Euro
Total # of Nights
Total Cost Euro
Accomodation: October 13 - 18, 2024 (6 nights Monday - Friday) Single Room Rates.
VAT Prices for hotel accomodation rooms shall include Value Added Tax (VAT).
Lodging Rates with VAT must be within per diem.
Lodging is currently set up to the maximum Euro 225.00
15 single rooms Sunday, October 13th (1 night * 15 room nights. Total 15 ) € 15 €
135 single rooms Monday, October 14th through to Friday, October 18th (5 nights * 135 room nights. Total 675)
€ 675 €
Wi-fi Wi-fi everywhere in hotel for all participants
TOTAL COST for Accomodation Only €
Workshop Conference Rooms, Coffee Breaks and Lunch Requirements Unit Cost Euro
Total # of Days
Total Cost Euro
Conference Rooms Oct 15-18 (4 days Tuesday - Friday)
* October 14 - available from 17:00 hours onwards (part of the day)
* October 15-18 - 4 full days
VAT
All quoted prices should exclude Value Added Tax (VAT).
U.S. Embassy Nicosia is exempted from VAT as per post coordination with local government. A VAT Exemption Certificate will be provided to the contractor by the U.S. Government.
Technical Support Lighting/sound/electrical engineer on call € 4 € Oct 15-18 (4 days Tuesday - Friday)
* October 14 - available from 17:00 hours onwards for set-up (part of the day)
* October 15-18 - 4 full days € 4 € seats for 130-135 classroom layout (tables; chairs; paper pad; pen) [ NO round tables layout ] each seats row to have even number of chairs/seats platform/stage with table/chairs for 4-6 presenters podium
* 2 handheld/wireless microphones
* 1 lapel handheld microphones projector big screen ( 2 screens if the room is large, i.e. back rows cannot see ) laser pen pointer
Wi-fi - strong enough to support presentations water and glasses on table - two bottles of water/glasses on the table in front of every two trainees: 1 still; 1 gas (all in glass bottles - no plastic)
* used water glasses to be replaced at coffee breaks and at lunch;
* open water bottles to be replaced at coffee breaks and at lunch;
* candies/sweet bites on tables
Accomodation Rooms:
Main Conference Room:
Break out room #1 : Oct 15-18 (4 days Tuesday - Friday) € 4 €
Break out room #2 : Oct 15-18 (4 days Tuesday - Friday) € 4 € seats for 50 persons - in each room classroom layout or round tables (tables; chairs; paper pad; pen) podium - in each room handheld/wireless microphones 2 (two) - in each room projector screen laser pen pointer
Wi-fi - strong enough to support presentations water and glasses on table - 1 still; 1 gas (all in glass bottles - no plastic)
* if classroom layout: two bottles of water/glasses on the table in front of every two trainees;
* if round tables layout: two bottles of water/glasses;
* used water glasses to be replaced at coffee breaks and at lunch;
* open water bottles to be replaced at coffee breaks and at lunch;
* candies/sweet bites on tables
Oct 14 (1 day Monday). 15 persons per 1 day = Total 15 € 15 €
Oct 15-18 (4 days Tuesday - Friday). 135 persons per day x 4 days = Total 540 € 540 € Buffet
* Meat, fish, pasta, soup, salad, fruit, sweets layout: sit-down [NO standing/cocktail or high-tables] coffee break - morning: Oct 15-18 (4 days Tuesday - Friday) 135 persons per day x 4 days = Total 540 540 € coffee break - afternoon: Oct 15-18 (4 days Tuesday - Friday) 135 persons per day x 4 days = Total 540 540 €
* coffee, tea, juice, sodas, light refreshments
* sweets, fruit layout: open/free with high-tables
TOTAL COST for Conference Rooms, Coffee Breaks and Lunch €
Accomodation will paid directly by individual travelers and will not be included in the contract, however the rates will be used for evaluation purposes.
Cancellation Policy for accomodation:
Cancellation Policy for Conference Rooms, Coffee Breaks and Lunch:
Lunch
Coffee breaks
Break out rooms:
2 (two)
Sheet1
File details come from the government source that posted it. Updated .