Specifications include, but are not limited to: 2.1. The Vermont Emergency Preparedness Conference is an annual conference for an audience of emergency responders and emergency management personnel from across the state. 2.2. Location: The conference location has moved throughout Vermont each year that it has been held. Determination on location that past few years has been based on location. This year we are looking statewide to identify the location with the proposal that can best meet our requirements at the best price. 2.3. Conference Time: 7 AM to 6 PM on day 1 and 7 AM to 4 PM on day 2 Dates shouldbe consecutive Friday/Saturday or Sunday/Monday, falling between September 11 and November 30. Dates should be provided for2020 and 2021. Preference will be given to Friday/Saturday. 2.4. Expected Attendance: expected attendance for each day is approximately 250. 2.5. Meals: Continental breakfast and buffet lunch will be provided each day. Morning and afternoon refreshments will also be needed each day. A reception on the first day will be held during evening hours with refreshments provided. 2.6. Conference Rooms: One (1) large room in order to hold 250 people for plenary sessions and breakout rooms for 4-6 sessions to occur simultaneously are required. 2.7. Lodging: Approximately 100 guest rooms should be blocked for availability at a government rate for each night of the conference, including the night preceding the event. Conference participants will pay for their own rooms and contact the facility directly to make the reservations. 2.8. A/V needs: A/V carts are needed in each plenary and breakout session room with power supply. One screen is also needed in each room. No computers or projectors are needed. Lapel microphones will be needed for each room. 2.9. Exhibitors and Vendors: Space will be needed to accommodate approximately 30 vendors and exhibitors. Each space should have an eight-foot table, two chairs and electrical power. Outsidespace will be needed for equipment exhibits, as well as an indoor space for vendor demonstrations. 2.10. Pricing: Each venue is requested to submit an itemized proposal based on the needs outlined in section 2 for the proposed contract. This contract will be for 1 year with an option to renew for a second year. If pricing will be honored or is known for year 2 of the contact, if it is picked up, this should also be included in the proposal. Please see attachment 6.5 for the pricing format required.