Conference Facility Requirements: Conference facilities shall be provided as detailed below. Classroom style seating is DMV’s preferred setup for all meeting rooms. Sunday May 18, 2025 beginning at 1:00 P.M.: Registration/Information/ reception area for the attendee check-in. The area must contain at least two (2) 6’ tables and two (2) chairs and shall be in close proximity to the meeting rooms. The area shall be set up and accessible throughout the duration of the conference. Monday May 19 through Wednesday May 21, 2025, beginning at 7:00 AM: One (1) large meeting room with classroom-style seating arrangements to accommodate up to 375 attendees. Four (4) separate breakout-meeting rooms with classroom-style seating arrangements to accommodate up to 120 attendees each. The DMV Conference Planner of DMV CA may add or delete rooms as required upon mutual agreement with the Contractor. Tuesday May 20, through Wednesday May 21, 2025, beginning at 7:00 AM: A separate exhibition space/hall from the conference rooms for up to twenty (20) inside vendors with 6” tables, and two (2) chairs each. All display booths shall have easy access to electrical outlets. An additional outdoor exhibition space in the immediate vicinity of the conference rooms, accessible for a minimum of two (2) pickup truck/ trailer combinations. 4. All meeting rooms shall contain multiple trash receptacles and side trays to hold drink glasses. Trash and drink glasses shall be collected and removed in-between the sessions. 5. All conference areas shall be inspected and cleaned between the sessions and fully prepared and ready for the commencement of the next scheduled session or activity. Cleaning and preparation of conference rooms shall not occur when sessions are active...
