FAMILY READINESS CONFERENCE

1. Request solicitation for Hotel location to meet the following requirements: A. Period: 3-day conference (Friday Evening thru Sunday at 1300) B. Dates and Location: 8-10 April 2011. Hotel must be within the Columbus Metro Area to permit quick access throughout the preplanning, event, and post-event stages. Location must be within walking distance to shopping, entertainment, dining and other hotels. C. Total Sleeping Rooms Required - 320: Host hotel must have a minimum of 230 total rooms available per night to accommodate most guests. Adjacent hotels must be able to provide 90 additional rooms. However, per the contract, Family Readiness will only pay for 150 rooms per night for volunteers and staff. The remaining rooms at the host hotel, minimum of 80 (non-contracted), will be reserved and paid by the individual Service Members. The balance of the remaining 90 rooms at the adjacent hotel must be within walking distance of the host hotel and/or provided a shuttle service to the adjacent hotel with no more than a 5 minute commute. D. Hotel must also allow outside food for youth program (for example: pizza for Friday night activities and any necessary snacks for the children throughout the weekend). E. Hotel must have a banquet floor P/A system with the capability to play CDs or other recorded audio. F. Hotel must allow the storage of supplies NLT 1200 on the Thursday prior to the event. G. Friday Requirements: I. 150 blocked contracted sleeping rooms for Friday night at the host hotel. An additional 80 rooms will need to be reserved (non-contracted rooms) for a total of 230 rooms at the host hotel. Plus an additional 90 rooms must be available at an adjacent hotel for a total of 320 rooms for the weekend. II. Appropriate hotel staff to assist with registration of 900 guests from 4pm-8pm on Friday. III. Vendor tables to be set up in foyer all weekend. Twenty-five tables, set up no later than 12 noon Friday. IV. Banquet room for Friday night general session to hold 600 adults at round tables in accordance with applicable fire code regulations. Access to decorate ballroom and registration areas NLT 0900. V. Children's Registration requires at least 2600 square feet with restrooms close by and available by noon on Friday VI. One room reserved for Kid's Movie Night for Friday night to include two Screen Packages with a minimum of 2500 square feet. VII. For Audio Visual Needs, see Table 1. H. Saturday Requirements: I. 150 blocked contracted sleeping rooms for Friday night at the host hotel. An additional 80 rooms will need to be reserved (non-contracted rooms) for a total of 230 rooms at the host hotel. Plus an additional 90 rooms must be available at an adjacent hotel for a total of 320 rooms for the weekend. II. Morning Room Requirements - General Session Ballroom with minimum of 8,500 square feet. The ballroom must be able to be quickly divided into 2 separate ballrooms, 1 ballroom with no less than 2,500 square feet and 1 ballroom with no less than 5,500 square feet. Audio Visual needs see table A. III. Afternoon Room Requirements - Six breakout rooms, 3 rooms with minimum 2,500 square feet & 3 rooms with minimum of 850 square feet. IV. Refreshment selections for late Saturday morning and Saturday afternoon based upon 700 attendees. V. All Day Room Requirement - One small classroom all day for JAG support team with six tables chairs and access for printers. VI. All Day Room Requirement - One small classroom all day for Military ID card processing to include one hub for internet access VII. Vendor tables to be set up in foyer. Twenty-five tables. VIII. All Day Room Requirement - One boardroom to use as a Green Room for VIPs and Presenters. Minimum of 400 square feet. I. Sunday Requirements: Mission Complete Not Later Than 1300HRS I. Audio Visual needs see Table A. II. General session ballroom with minimum 8,500 square feet. III. Break selections for Sunday morning based upon 525 attendees. IV. Vendor tables to be set up in foyer. Twenty-five tables. V. One small classroom all day for JAG support team with six tables chairs and access for printers VI. One meeting space reserved from 1300-1400 for approximately 50 adults. J. Intention to award contract with an additional (4) option years. K. Evaluation Criteria: Location, large group accommodation, and pricing. 2. Point of Contact is Elaine Farabee, 614-336-7430.