Specifications include, but are not limited to: • Date and Times o Proposer’s venue must be available to host the Summit on either February 28, 2020 or March 9, 2020, to be determined solely by HECC no later than execution of the resulting contract. o The venue must be available from the anticipated set-up time of 7:00AM, and the anticipated take-down time of 5:00PM. o The Summit itself will take place from 9:00AM to 4:00PM. • Room Number, Room Sizes, and Equipment o Proposer’s venue must have one large room accommodating up to 300 attendees, four breakout rooms accommodating a minimum of 75 attendees each, and one welcome/registration area (with table(s) and linen(s)) near or outside the large room’s entrance. The large room must be available for opening sessions and may be used as the lunch room. Attendees will be in the breakout rooms following lunch and will not need to return to the large room. Rooms should be set up “classroom style”, meaning tables with approximately threefourths of the chairs facing the podium/stand or head table. o Proposer must provide banquet rounds of either 10-person or 12-person size, with chairs and table linens, for each room to accommodate the number of people indicated. HECC has no preference as to the size of the banquet rounds. • Audio-Visual Needs o Proposer must provide all audio-visual needs including: one stand microphone at a podium or stand in the large room, 12 wireless lapel microphones for the four breakout rooms, five wireless handheld microphones for audience members (one for each room), and screen and projection capabilities for presentations in each room. o Proposer must provide at least one audio-visual technician on-site through the duration of the Summit date and available via phone or email for HECC’s questions leading up to the Summit. The Audio-visual technician(s) must be able to advise HECC prior to the Summit, assist, and trouble-shoot issues that arise during the Summit. The start time for the audio-visual technician for the day of the Summit will be negotiated by the parties. o Proposer will provide these audio-visual services and goods directly or by using a subcontractor. If proposer is using a subcontractor, please submit a joint proposal, providing information on both entities responsive to each component in Section 6, Attachment A, and Attachment B of this RFP. • Catering o Proposer must provide coffee, tea, and water self-serve stations in the large room to be available to attendees and replenished frequently throughout the duration of the Summit. o Proposer must provide either buffet-style or boxed-style lunch to up to 300 attendees to be served at the venue, and include specialty diet offerings (e.g. vegetarian, vegan, and gluten-free). o Proposer will provide these catering services and goods directly or by using a subcontractor. If proposer is using a subcontractor, please submit a joint proposal, providing information on both entities responsive to each component in Section 6, Attachment A, and Attachment B of this RFP. o HECC prefers proposals that include the lunch component to be at or below the U.S. General Services Administration rate of $17 per person. HECC encourages proposers to provide a menu of options to consider, with a variety of pricing, and a deadline by which to make its selection. Proposers may propose a fixed fee or variable fee (e.g. per-attendee cost) for catering, however, if you propose a variable fee, please also include a deadline by which HECC must finalize its attendee numbers.