DRAFT UPDATED DECEMBER 8, 2000
address system, video cassette player & tv, digital, slide and overhead projectors,
and easel with pads/flip chart. We will need these rooms for the duration of the
(3.) The exhibit area should be capable of handling as many as 50 table-top or
free-standing displays. The location must provide electricity and tables.
Controlled access to this room is desired, but not a requirement. This room will
be needed at least one day, preferably two.
f. The site should have banquet facilities for the last night of the conference. This
includes a buffet meal, a speaker dais, public address system. In addition, the host may
wish to have a band or disc jockey for entertainment. In these instances the banquet
facilities should include a dance floor.
g. Airport shuttleideally, the hotel other vendors will provide transportation to and
from the airport. However, when this shuttle service is unavailable, the conference
sponsor must supply this service.
h. Audio/Visualit is to the state hosts advantage to select a site that can provide a/v
support. Use hotel RFP template for specifics. If host state will assume these
responsibilities refer to room specifics in part d, above. In many large cities companies
provide these services.
i. Reservationslocation must be able to take individual room reservations and bill
i. Complimentary roomsmany locations offer complimentary rooms as part of the
conference package. The conference sponsor may use these rooms for out-of-town
speaker lodging, agency staff assisting with conference or local conference committee.
The Sponsor should identify the number of complimentary rooms in the conference
C. Conference Session Specifics
1. Sessions & Presentations
The National Committee will identify speakers and presenters and the Sponsor for the
conference. This includes plenary (a large group) sessions and technical presentations.
The sponsor is responsible only for on-site needs for speakers and presenters. This
includes lodging and meeting room arrangements, audio visual, compiling session and