Event Set Up. The Contractor must make the conference space available to the conference organizers to set up for the conference, beginning at 5:00 PM Central Time on the day before the start of the conference. The conference organizers must have full access to the general session and breakout rooms, and access to audio visual equipment provided by the State or the Contractor.
Event Set Up. At least seven (7) days prior to the rental date, the parties must mutually agree to the set-up, which includes such matters as the exact amount of people, number of tables and chairs, head table arrangements, cake/gift/buffet/DJ table placements or any other requirements needed for the event.
Event Set Up. 1. Equipment, supplies or other products belonging to private groups may not be stored in the facility or on the grounds prior to the applicant’s function/event.
Event Set Up. Clean-Up. Caterers will be required to set up rooms and function spaces with the tables and chairs provided, will be required to provide any necessary service items (cloths, dishes, glassware and cooking equipment) and must leave the room “broom clean” before departure. It is expected that the Caterer will confirm that all equipment and supplies that are to be provided by the College will be available for the use in that venue. Any equipment for the event that is not related to catering (e.g., podium, technology, easels, etc.) will be arranged in advance by the Event Planner coordinating with the College representative assigned to the event. Requests for equipment less than seven (7) days in advance of the event may not be honored.
Event Set Up. The Contractor must make the conference space available to the conference organizers to set up for the conference, beginning at 9:00 AM Central Time on the day before the start of the conference. The conference organizers must have full access to the general session and breakout rooms, and access to audio visual equipment provided by the State or the Contractor. The exhibitors will set up their exhibit booths the day before the conference starts. See Exhibit C – Attachment 1 for full event schedule. Schedule is subject to change as the event becomes better defined. MOVE-IN (Day 0) 9:00 AM– 6:00 PM Conference set-up (minimum of 9 hours) 2:00 PM – 8:00 PM Exhibitor set-up Meeting Room Requirements If requested by the State on Exhibit C – Attachment 1, the Contractor must provide meeting rooms that meet the following requirements. Meeting rooms must be located in a private or semi-private area. Responders must indicate in their response which rooms, if any, are not fully private. The State has the sole discretion to determine whether the privacy of a room is acceptable. Meeting rooms must have limited sound transfer to adjacent rooms when microphones are in use. Meeting rooms must be within a close proximity of each other and wireless computer access is preferred. The Contractor shall provide wireless internet access with a password for each day, and up to 6 hard-wired internet connections (3 in registration area, 1 in exhibit hall, 1-2 in meeting rooms for livestreaming). Respondents should include in their proposals information about the conference facility wireless internet capacity, including bandwidth and speed. Registration Area. The Contractor must provide a large (at least 1,300 sq. ft) foyer area for registration. The registration area should be central in proximity to the meeting rooms and in a place that is easily accessible to the conference attendees. This area must have ample storage room for conference materials. The Contractor must provide a secure room that can be locked and that shall be made available at any time throughout the conference (24-hours a day), and is located close to the registration area and meeting rooms.
Event Set Up. Set up MUST be on the day 2 hours before the start time of your event (or by specific alternative arrangement), and pack down at the conclusion of the event. Additional time is strictly by prior agreement and may incur a fee. Florists must clean up any debris they make and dispose of away from the premises. Decorations must be approved by the functions manager in writing. Confetti and glitter are not permitted and will result in a cleaning fee charged.
Event Set Up. The organizer and the lessor have to agree on detailed times for the event set-up, the execution and the dismantling. The organizer is solely responsible for the planning and execution of the event. The organizer needs to provide the lessor a detailed program schedule including technical details, room set-up and personnel needs (see attached event registration form). The entrance to the Institute of Advanced Studies and parking space are only to be used for loading and unloading of equipment. The organizer needs to inform the lessor of the specific needs two weeks before the event so that enough space can be reserved. The lessor will provide technical equipment and furniture as defined in the enclosed event registration form. The building of the institute is heritage-protected. This means that any structural measures at or in the building are forbidden. Installations of any kind and decorations need to be approved by the lessor. The set-up of any installation in front or in the building without approval of the lessor is forbidden. The cleaning of the rental premises is done by the lessor’s cleaning company. The costs are covered by the rental fees. Upon termination of the lease the organizer is obliged to return the rental premises in its original state (except cleaning). Smoking is forbidden in the entire building. There are two smoking areas accessible as an exception to the smoking ban, one in front of the building and one in the inner courtyard.
Event Set Up. The Contractor must make the conference space available to the conference organizers to set up for the conference, beginning at 5:00 PM Central Time on the day before the start of the conference. The conference organizers must have full access to the general session and breakout rooms, and access to audio visual equipment provided by the State or the Contractor. Green Meeting Contractor shall note that the “Green Meeting” means that the Contractor must recycle and use glass dishes and linens for the Conference. The Contractor must provide recycling containers in visible areas for conference attendees to dispose of cans, juice containers, and paper. The Contractor must provide alternatives to disposable products, such as linen napkins, glass drinking glasses, and coffee cups to minimize waste from food and beverage consumption. The Contractor must work with the State to ensure the green meeting criteria are met.
Event Set Up. The Applicant shall be responsible for set up and clean up for its use of the facility. All items brought in shall be free standing, and no items should be leaned against walls/doors. Any tape used on walls/doors shall not cause damage to the paint or finishing of the wall/door. Event setup and cleanup is allowed only during the time of the event reservation. If additional time is required, arrangements must be requested with the Town Clerk one week prior to the event. The Town will attempt to accommodate such requests, if Town business permits.
Event Set Up. Setting-up for decorations, equipment, and arrangements shall not commence any earlier than the specified date and time of the reserved event. Furniture and equipment must remain in its designated space unless prior written consent has been obtained from the Association.
