Space for September 2020 Cross Pollination

[ACharbonneau]

https://github.com/nih-cfde/deliverables/issues/96

[ACharbonneau]

Space available at Hyatt Regency:

• Breakout rooms will cost $250 per room

• AV main room: $3000 (~1500/day)

• AV breakouts: $700 per projector and/or $100 per whiteboard

• Setup: 105$/hour so probably close to $1000 over the two days

• To add the third day would be an extra ~$2000-3000 depending on what AV we need.

• Main 100 person room is free as long as we have at least $10000 in sleeping room payments. If not, the difference is the main room fee. (i.e. if we have 3000$ in sleeping, the main room costs 7000$)

• group rate rooms would be at Government per diem, $240 for Sept.

• $40-50/person/day for just breaks food/drinks

• $79/person/day for breakfast, lunch and breaks Assuming 40 non-local attendees $19200 in sleeping fees gets us a free main room!

Rough Totals:

• $11700 - $20540 in food (including taxes and gratuity for 100 people, which is weird because POs won't eat it?)

• ~10000 in rooms/AV/staff/etc including taxes

I've requested a formal bid doc. 3-5-20

[ACharbonneau]

Have request in at the area Hiltons 3-4-20

[ACharbonneau]

Space rentals need to be run through UMD. @RLC-DCPPC is getting me a meeting with the right people to get it started.

https://github.com/nih-cfde/risks/issues/6 https://github.com/nih-cfde/risks/issues/7

[ACharbonneau]

We're now looking at a single CP event, preferably on the September dates, but this would likely be a larger event, to host both award cohorts plus others. When the https://github.com/nih-cfde/risks/issues/9 situation becomes more clear, I need to figure out how much bigger and align that with what physical spaces are available in Bethesda. I am not sure I've seen capability above about ~150 people.

[ACharbonneau]

will be virtual