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Represents the stakeholders Understands the goals and objectives Can take the goals and objectives and develop the
appropriate learning environment Understands the logistical challenges to
organizing an event Served as a planning member in the past
Panel Discussions Debate Roundtable Fishbowl Interview Seminar Workshop Press Conference Forum Hearing
Common carrier aircraft Government owned aircraft Train Bus Government owned vehicle Privately owned vehicle Rental car Taxi
Accepting a gift from a prohibited source that does not meet the gift criteria
Participating in a FAM when you have no intention of bringing government business to that venue or location
Using hotel points that have been earned for government meetings for personal stay
Using public office for personal gain
Dates and times 24 hour hold? Number and set up of meeting rooms Number of attendees for each room Audio visual needs
Food and beverage Menu prices Table decorations Menu items Fitness center passes AM/PM breaks Parking Comp sleeping rooms Use of business center
Free local calls Free internet service Guest room rates Meeting and exhibit
space Airport shuttle AV Any item or service
the government cannot pay for
Timing Security Contingency plans for delays or
cancellations Media attention Increased attendance Unexpected last minute requirements
Fresnel – channels light with a soft edge Leko – light podiums, signs or an area with a
tight focal point (spotlight) Parcan – similar to a floodlight – lighting
over a larger area Intelligent lighting – instruments that be
computer controlled Gobo- gels with logos
Date and time Name of the room Number of people Type of set up Front of room – (riser, podium,etc) Food and beverage Audio visual Special request – (wide aisle, material tables)
Theatre Classroom/Schoolroom U-shape Hollow square Banquet Crescent rounds Boardroom/Conference Chevron
Name of the event Contact info Catering and Sales
Managers’ info Date & time of
function Location Room set up
24 hour hold Food & beverage
needs AV needs Billing summary Signature of the
event planner Special requests
Sleeping rooms Meeting rooms Food and beverage Audio visual Business center fees Equipment rental Other selected items
Printed materials (programs, signage)
Logo on event letterhead
Give-a-ways Food and beverage
functions Social events Door prizes Table favors for meal
functions Flowers, plants and
event decorations
Copy machines, other equipment
Hospitality suites Banners Printing Promotions Speakers Mailings Web services In kind donations
(design services, registration)
Group history Audience (is it mandatory, has membership grown) Location Lodging requirements (singles or doubles, ADA, suites)
Letter from the host General agenda Session descriptions with date, time and
location Speaker bios Map of facility Info about special events Future conference dates
Dates, times and exact location of delivery of presentation
Contact info for both parties
Financial agreement to include fees, paid travel arrangements, per diems, accommodations and the terms of payment
Guidelines for selling products
Topic details and expectations
Dress code Agreement for audio and
video taping of presentation
Deadlines for AV needs Policy for printing and
distributing handouts Review of evaluation
process
Title of the project General description of the services needed Objectives (of the work) Specific Task Reporting Requirements Qualification Requirements Place and Period of Performance,
Workdays and Travel
Hotel Motel Conference Center Government owned meeting facility Bed and breakfast Military base Friend or relative’s home (only if you can
substantiate the costs and must have prior approval)
Airfare Local transportation Hotel room Meals Receptions Entertainment Other events designed to advertise the city
and its attractions
Venues you have used in the past Referrals from other venues Referrals from associates National Sales offices CVBs FEMA Approved hotels SGMP on line supplier guide Industry publications/guides Third parties
Site visit coordination and/or sponsorship Distribution of the RFP Information about the city for participants Promotional materials List of local suppliers/vendors Off-site facility info Transportation or shuttle services Housing bureaus for reservations Information regarding local laws and regulations