Specifications include, but are not limited to: • Main workshop will run from Tuesday to Thursday with potential smaller trainings on Monday and Friday. • Workshop attendees are estimated to be around 450. • Conference space, hotel lodging, and catering services shall be located at the same facility: • If lodging cannot be reasonably secured for the number of expected attendees, provide alternate lodging options and distance from facility. • Aside from those provided by rooming list, individuals associated with this workshop will pay their own room at the government per diem rate Oregon Travel Rates and all incidentals at the time of actual overnight stays. Agency will not be responsible for payment of individual lodging rates and will not pay for any incidental charges. • If lodging can be secured, include in your Proposal the cutoff date that all individual rooms must be reserved by. • Include comp room policy. Meeting Rooms: • A general session room capable of accommodating 450 workshop attendees which includes seating (rounds) for all attendees. • Four (4) breakout rooms for 100-150 attendees each, classroom style. • A secured meeting space or hospitality room for planning team. • A small, private meeting space for executive meetings. • Response shall outline what is included in the meeting room rental charge. Examples: setup and refresh of rooms throughout the day; water, coffee, and tea service throughout the day; easels; writing pads and pens; and snacks at morning and afternoon breaks. • Response shall break out meeting room rental charge by day. Meals for approximately 450 people: Day 1: No meals Day 2: Breakfast and Lunch Day 3: Breakfast, Lunch, and Dinner Day 4: Breakfast and Lunch Day 5: No meals Include in your response a selection of menu options at the required GSA per diem rates. Special consideration given for multiple GSA per diem meal options. Provide Agency with facility A/V pricing and any policies. Anticipated workshop needs are as follows: • General session room: projector, screen, and at least 2 microphones • Breakout rooms (4 rooms): projector, screen, and 1- 2 microphones for each breakout room. Outdoor exhibition space for static displays with a minimum of fifteen to twenty 20’ x 30’ spaces. Indoor vendor display space, 15-20 tables, 2 chairs per table (optional). All areas of the facility shall be wheelchair accessible in compliance with the Americans with Disabilities Act of 1990, as amended, to include and not be limited to the facility, sleeping rooms, main conference room, breakout rooms, meals, and from the general session space to where the breakouts would occur. Additional Considerations: • Proposers are encouraged to provide activities for workshop attendees with opportunities to network. Past activities include: s’mores reception, game night, casino night, DJ, and salmon bake. • Optional recreational activities available to guests outside of the workshop functions. • Sleeping room cancellation policy. • Restaurant facilities available to attendees outside of coordinated meals. • Provide list of Complimentary services provided to guests. • Any shuttle services available to guests. • Complimentary internet access throughout the facility; Wi-Fi preferred.
