The Contractor shall provide all event services and assign a single point of contact (SPOC) and a backup, to work with DMV Contract Administrator (CA) leading up to and throughout the conference to coordinate lodging, meals and breaks, audiovisual and all other Contractor-provided services. Conference planning meetings shall be held between the DMV Conference Planner and the Contractor’s SPOC, and other Contractor staff as deemed necessary to discuss catering, reservations, facilities management, audio/visual (A/V) equipment and technical support, prior to the start of the conference at mutually agreeable dates and times. The purpose of the meetings will be to review and confirm all conference plans including daily event orders and adjust as necessary. The Contractor’s SPOC, and the backup shall be readily accessible by cell phone or other communication device to the DMV Conference Planner or DMV CA throughout the conference as necessary. 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 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. 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. 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. The conference area shall not be used by any other groups or persons during the conference dates. Contractor shall make available a Business Center for conference attendees. The Contractor shall provide adequate parking for individual conference participants throughout the event. The facility’s parking should be well-lighted and close proximity to the facility. All conference rooms shall be setup as specified and made available by 7:00AM the day of the scheduled event. Audio-Visual (A/V) Equipment and Accessories: The Contractor shall have a technician available to assist with image and A/V equipment management and operation throughout the conference. The Contractor shall inspect the A/V equipment at the beginning of each day to assure functionality and reliability. The equipment must be in good working condition throughout the conference. The Contractor shall replace any defective equipment within a maximum of 10 minutes after notification of deficiency. The Contractor shall maintain backup equipment for DMV use in case of equipment malfunction or failure. The Contractor shall have the ability to provide a minimum of the following A/V equipment and services in all meeting rooms throughout the conference: A podium with a microphone (preferably wireless) within all meeting rooms. Two (2) lapel microphones (preferably wireless) within all meeting rooms. One (1) wireless microphone on stand on dais within all meeting rooms, and two (2) in the main ballroom. A mixer to accommodate audio needs in all meeting rooms. LCD projector and screen in each of the meeting rooms, proportionate to the meeting room size. Laptops with secure internet connections in all meeting rooms. Laptops shall be connected to the LCD projector. Wireless internet for the meeting rooms and all other areas used by the DMV for the duration of the conference. Audio connection in each meeting room. A table suitable to hold an LCD projector and a laptop within all meeting rooms. The table should be of a sufficient size to hold both the LCD projector and the laptop computer, or two (2) tables, one for each piece of equipment.
