Specifications include, but are not limited to: Services can be provided in two different ways: 2.1.1 FULL SERVICE – Full Service encompasses all of the “Phases listed in Section 2.3 below, but does not mean that every service listed must be selected by the Authorized Entity/Customer. The services to be provided are determined by the Authorized Entity/Customer based on its requirements, budget, policies and with the advice provided by the Contractor. 2.1.1.1 Payment under the “Full Service” component takes place, based on a detailed written quote and acceptance of a submitted Invoice, within 30 days of the end of each “Phase”. NOTE: Agreed upon services may be revised via a written revised detailed written quote signed by both parties (Customer and Contractor) 2.1.2 SELECTED SERVICE (s) – Selected Service (s) means that the Authorized Entity/Customer may request only one or a few service(s) of those services shown in Section 2.3. 2.1.2.1 Payment under the Selected Service (s) component takes place, based on a detailed written quote and acceptance of a submitted Invoice, within 30 days of the end of the completion of the provision of each service, unless otherwise agreed upon by the Authorized Entity/Customer and in compliance with Section 2-B -Pricing Document, Section 2-C Special Terms and Conditions 4.0 Costs and Payments and Section 2-D Uniform Terms and Conditions 4.0 Costs and Payments. IDENTIFICATION OF REQUIREMENTS: 3.1.1 Assessment and Identification of customer’s requirements in coordination with and with approval of the Authorized Entity. 3.1.1.1 Activities which may be included, but are not all inclusive: 3.1.1.1.1. Meeting(s) with Customer to discuss requirements and provide options for meeting the Customer’s event requirements. 3.1.1.2.1On-site review of facilities with Customer. 3.1.2 Coordination and Arrangement of identified Activities which take place prior to the Customer’s event: Locate and secure, upon Customer’s request and approval, conference or meeting/functions location(s) and service(s) that may include, but are not be limited to the following items: 3.1.3 Facility(ies) and Facility(ies) related services: 3.1.3.1 Reserve, negotiate rates and execute contracts for facilities and related services. 3.1.3.2 Meeting rooms and breakout areas 3.1.3.1 Ensure that all meeting/event areas are wheelchair accessible. 3.1.3.2 Ensure that restroom facilities have an adequate number of stalls and are wheelchair accessible. 3.1.4 Parking - Arrange for adequate parking for event participants. 3.1.5 Security Services - Arrange for security services to include any special Customer requirements. 3.1.6 Printing for event such as: 3.1.6.1 Arrange for printing of brochures, name tags, agendas, and reminder cards 3.1.6.2 Provide for signage for display at event: a. Display a map of meeting room locations in a centralized area(s). b. Provide agendas, as requested. c. Provide a listing of classes or topics and times outside each meeting room, entrance. 3.1.7 Audio Visual Equipment - Arrange for Audio Visual equipment 3.1.7.1 Ensure the availability of frequency modulation equipment for the hearing impaired. 3.1.8 Internet / WiFi / Conference Calling – Arrange for: 3.1.8.1 Computer and Internet access for meeting presentations / participants use. 3.1.8.2 Telecommunications needed for Conference Call-In/Call Out capability. 3.1.8.3 Internet for individual participants’ use separate from the meeting space (such as a business office for guests). 3.1.9 Exhibitors 3.1.9.1 Coordinate exhibitors, booth layout and booth assignment. 3.1.9.2 Assemble and disassemble trade show booths for events, 3.1.9.3 Staff booths. 3.1.10 Catering – Arrange for catering.
