Specifications include, but are not limited to: Ozarks Technical Community College - rootEd Missouri seeks to secure services of a conference and event venue in the Branson area, for a two-day event during the first week in August of 2023. A. Venue and Lodging requirements: For the purpose of this vendor we require you to submit a written proposal which describes your hotel and conference facilities and capabilities to host 300+ people over a period of 3 days. Indicate which services you would perform in-house and which ones would require outside suppliers. 1. Indicate your hotel room and meeting space availability for the date July 30, 31, and August 1, 2023. The organizing team requires access to all meeting rooms and the plenary room by noon the first event day, July 30, 2023 with meetings to begin by 4:00pm. i. Sleeping room requirements: • Description of the accommodations • 145 rooms available on July 30 • 160 rooms available on July 31 2. Describe the hotels ability to check in large groups of people at once. i. Check in requirements: • Multiple check-in stations • Optional self-check-in 3. Describe your dedicated team: The hotel must be able to provide a dedicated team, before and during the event, that will be able to quickly understand and adapt to the complex nature of the event. 4. Describe your plenary room and if it is suitable for round tables for 300 for a meal and gives enough space for a stage. 5. Describe the hotel meeting rooms and the availability of 8 separate meeting rooms to host 40-65 people per room. 6. Describe the hotels availability for a staff room. i. Requirements: • Available all days of the event and day before the event • Board style seating • Printer and scanner (B/W) • Electricity plugs • Coffee machine, water bottles 7. Describe the availability of having an own welcome area with welcome desk with sufficient signage. 8. Describe the parking requirements for the hotel and conference. 9. Requirements are: • Availability July 30 at 4:00pm and all-day during July 31 and August 1. • Class room or theater seating B. Audiovisual Requirements 1. Describe the audiovisual equipment which is available for the plenary room or if you would need to seek the service of an outside supplier. i. AV requirements: • Stage • Screen and projector • Sound system • 1 wireless microphone • 1 podium with microphone • AV technician team during the entire event 2. Describe the audiovisual equipment which is available for each meeting room or if you would need to seek the service of an outside supplier. i. AV requirements: • Screen and projector C. Catering requirements 1. Describe your catering services. The hotel must be able to provide the following services during the event: Day 1: Set up of event by rootEd Missouri July 30 at noon. • Coffee machine in organizer office/staff room • Water bottles and glasses during the entire day in the office/staff room Day 2: July 31 • Breakfast in buffet style for 140 • Coffee and water station close to plenary room • Coffee break • Lunch in buffet style for 140 • Soda/drink break • Dinner in heavy hors d’oeuvres style, banquet set-up, for 140 Day 3: • Breakfast in buffet style for 150 • Coffee and water station close to plenary room • Coffee break • Lunch in plated style with one option of meat and vegetarian options, banquet set-up for 250 while having an awards ceremony.
