The following meeting spec sheet is intended to provide qualified, interested parties information which will enable them to respond with a detailed proposal to provide hotel, meeting facilities and food service for the HEPNet Annual Conference. A representative from the host university is expected to serve as Local Planning Hpst. This role is mostly autonomous, with guidance and monthly check-ins with the HEPNet Executive Director and/or Conference Program Planning Team.
EVENT PROFILE: The HEPNet Annual Conference is a professional gathering for the purpose of professional growth through educational workshops, keynotes, networking, informal discussions, and idea incubation. This conference will also serve as the annual HEPNet Board meeting. This day-long board meeting will ideally take place before the start of the conference.
ATTENDEE PROFILE: HEPNet is a professional organization comprised of over 200 members representing youth protection from colleges, universities, and youth-serving organizations across the country.
DATES: Weekdays in mid to late October.
ARRIVAL/DEPARTURE PATTERN: Attendees's arrival and departure will be dependent on proposed dates and times. Typical arrival is one day prior to event with departures on day of event. Departure should consider time zone adjustments which allow for reasonable return during normal business hours.
ANTICIPATED SLEEPING ROOM NEEDS: Check with HEPNet’s executive director in advance of securing a room block for an estimated number to secure.
RESERVATIONS: Attendees will reserve rooms individually. A blocked number of room with rates guaranteed is preferred.
MEETING SPACE:
- Day prior to conference starting:
- One (1) meeting space for HEPNet Board Meeting with room for fifteen (15) participants (day before conference starts, 4 hours).
- Day 1:
- Two (2) pre-conference session spaces for capacity of twenty-five (25) in each.
- One (1) space for light food and drinks for welcome event for capacity up to seventy-five (75).
- Day 2:
- One (1) large space for all-group sessions with a seating capacity of one hundred and twenty-five (125).
- Up to three (3) meeting spaces for breakout sessions with a capacity of up to fifty (50) participants each.
- A hospitality/vendor fair space to accommodate up to fifteen (15) vendors and a flow of up to one hundred and twenty- five (125) attendees (vendors only present on full day 1).
- Day 3:
- One (1) large space for all-group sessions with the possibility of meals with a seating capacity of one hundred and twenty-five (125).
- Up to three (3) meeting spaces for breakout sessions with a capacity of up to fifty (50) participants each.
- Day 4:
- One (1) large space for all-group sessions with a seating capacity of seventy-five (75) for four hours in the morning, ending by noon.
TENTATIVE A/V NEEDS: A/V needs in large space and each breakout meeting space. Computer, projector, screen, cables, audio and “patch” charges.
FOOD AND BEVERAGE NEEDS: Specific per person budget i.e., continental breakfast $7.25, lunch $15, beverage service $2 pp. Must meet dietary restrictions such as vegetarian, vegan, gluten free, etc. The option to dine inside of the conference venue is preferred for one lunch; please provide options for external dining with distance indicated, including breakfast options at hotel.
BILLING INSTRUCTIONS: Where to send the bill. Very important! It needs to be decided if the internal department is hosting and paying for this event with HEPNet reimbursement, or if HEPNet is utilizing the space as an outside group and paying bills directly.