PLN/Meetups/2018/ Discussion View history

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== 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