PLN/Meetups/2018/

== RFP Template

Requirements

Friday

• Nothing provided (guests may book their own rooms privately to arrive the day before, but nothing will be paid for by Waze)

Saturday

• Hotel
• We'll need 40 "standard" guest rooms for Saturday night
• Conf space (7a-8p)
• Three 6-foot tables set up outside the space for registration, picking up t-shirts, etc.
• Conf space for 42 people at half-rounds
• Nice to have: room for ~10 chairs along back wall for +1's of attendees to watch presentations
• Power strips on top of each round with enough plugs so each person gets one plug
• Need everyone to be able to read projector screens, so would like a "wide but shallow" room setup so no one is more than two tables from a screen)
• AV
• Audio
• Mics: two wireless mics, one in holder at podium, one floating for questions
• Ability to drive audio with laptop 3.5mm stereo jack
• Video
• Due to "wide but shallow" setup, would like dual projector/screen setup so everyone can read text easily
• Ceiling-mount projectors are a plus, as they don't "steal" floor space
• Must be able to drive via HDMI and VGA
• Will need a mac adapter provided
• Wireless internet
• Please provide two separate quotes, one with minimum package that will support 50 people, one with 20 mbps guaranteed
• Catering
• 42 people will be eating/drinking
• Dietary restrictions
• 5/42 vegetarian
• 2/42 gluten-free
• 35/42 no restrictions
• Beverages
• All day beverage package (soft drinks, coffee, tea)
• Breakfast
• Full buffet breakfast (8-9am)
• Lunch
• Full buffet lunch (12-1pm)
• Snack
• Snack (3:30-4pm)
• Parking
• Overnight parking (self- or valet) charged to master account

Sunday

• Hotel
• No hotel rooms
• Conf space (10a-2p)
• Setup unchanged from Saturday (42 people at half-rounds, 10 chairs along back wall, power strips on top of each round table)
• AV
• Unchanged from Saturday
• Catering
• 42 people will be eating/drinking
• Dietary restrictions
• N/A
• Beverages
• Half day beverage package (soft drinks, coffee, tea)
• Breakfast
• No breakfast
• Lunch
• No lunch
• Snack
• No snack
• Parking
• No parking