2.3. Spaces and Accommodations Required: 2.3.1. 15 guest rooms for University staff, accommodating 15-18 staff members for approximately 4-5 nights. 2.3.2. A room block of five to ten rooms for families attending the Event for up to three nights. 2.3.3. An office or conference room for staff workspace. 2.3.4. A ballroom for parent programming with round tables for participants set in crescent rounds. (Parents, students, and staff will eat meals here together so this should be the largest space. Parents will remain in this space for their portion of programming.) 2.3.5. One ballroom/auditorium/space to accommodate up to 100 participants in lecture style seating. (Main student presentation space.) 2.3.6. Two to three breakout rooms with classroom seating for 50-60 participants. 2.3.7. One breakout room for small-group discussions for up to 25 participants. AV capability preferred in at least one breakout room. 2.3.8. Central conference check-in space with three registration tables for the duration of the Event. 2.4. Audiovisual Equipment Required: 2.4.1. Audiovisual needs for ballroom rooms to include projector, screen, 2-3 microphones, speaker, wifi, and HDMI input. 2.4.2. Audiovisual needs for breakout rooms include 2-3 microphones, projector, screen and HDMI input; and wifi in some rooms. 2.5. Services Required: 2.5.1. Catering. i. Food and beverage services (include all service charges) for breaks, breakfasts, lunches, and dinners during the Event as follows: a. Lunch on the first day of the Event; b. Breakfast and lunch on the second day of the Event; c. Afternoon snacks on both days (15-minute breaks with light refreshments); d. Vegetarian/Vegan options. University will collect dietary restrictions in registration and communicate these to the awarded Proposer; and e. Buffet style service is preferred. Buffet setup may occur in the ballroom or adjacent foyer. ii. Coffee, tea, water refresh during Event. 2.5.2. On-site AV/technical support for setup, troubleshooting, and support during the Event. 2.5.3. The awarded proposer will provide main points of contact available throughout the Event.
