2016 SAMPLE DRAFT Meeting Specs for a Texas Travel Summit Conference DATE ACCESS TIME MEETING SET-UP SAMPLE A/V USED IN PAST

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1 DATE ACCESS TIME MEETING SET-UP SAMPLE A/V USED IN PAST Saturday TTIA Storage/Office Room (6 keys for TTIA Staff) (TTIA to unload upon arrival - time ) 4-6 tables and 8 chairs along walls 1:00pm - 2:30pm Pre-Con Meeting (1:00pm - 2:30pm) Coordinated by Hotel 1:30pm - 3:30pm TTIA Board Development Meeting (2:00pm - 3:15pm) Conference for 15 persons 7:00am - 10:30am TTIA Executive Committee Meeting (3:30pm - 5:30pm) 6 crescent rounds with 6 chairs each. All tables skirted and draped with pads and pens Typically held off-site TTIA Board Dinner (7:00pm - 9:00pm) Determined by host city/sponsor Determined by host city/sponsor Sunday TTIA Storage/Office Room Existing Monday General Session AV and Room Setup Various types of seating for 450+ (may have some furniture set in front of stage, rounds of 10 OR crescent rounds of 6, and some theater seating and possibly high boys in room - ALL depends on space capacity). Stage - 12'D x 16'W x 2'H w/2 sets of stairs with handrails (stage length to be able to accommodate a 4 chairs on stage for panel discussions - may have small coffee tables in between chairs as well), AV tech tables in room, one high cocktail table on stage, U.S. pole flag on stand on stage-provided by hotel, Texas pole flag on stand on stageprovided by hotel (1 table in back of room for speaker/sponsor materials). Two projection screens, one placed on each side of stage. Will look into a stage backdrop with AV company so we may need extra space behind stage for pipe and drape or other materials. Need confidence monitor on floor in front of stage, two projectors, need cables set at stage in case speaker prefers their laptop to be on stage, and will use TTIA and speaker owned laptops. 1

2 Sunday Monday Awards Luncheon AV and Room Setup (NOTE: TxDOT will need to have access to room late afternoon to setup equipment as well.) Two projection screens, one placed on each side of stage. Will look into a stage backdrop with AV company so we may need extra space behind stage for pipe and drape or other Seating in rounds of 10 for around materials. Need confidence Stage - 12'D x 16'W x 2'H w/2 sets of stairs monitor on floor in front of stage, with handrails, AV tech tables in room, (rear two projectors to be provided by projection if possible), one high cocktail table TxDOT, need cables set at stage in on stage, U.S. pole flag on stand on stageprovided by hotel, Texas pole flag on stand be on stage, and will use TTIA and case speaker prefers their laptop to on stage-provided by hotel speaker owned laptops. 8:00am - 1:00pm TTIA Board Meeting (9:00am - 12:00pm) 12 Crescent rounds of 6. All tables draped & skirted with pads, and pens Projection screen, one wireless handlheld mic on a table stand and two wireless handheld mics on floor stand TTIA Conference Registration (12:00pm - 5:30pm) 6 skirted/draped tables with 5 chairs (need to be near electrical outlets) OR hotel built-in registration booth 12:00pm - 5:30pm TxDOT Administration Meeting (1:00pm - 5:00pm) Hollow square for 30 and 10 chairs along the wall around the perimeter of room. All tables draped and skirted with pads & pens. 12:45pm - 2:30pm TTIA Policy Council Meeting (1:15pm - 2:15pm) Conference for 30 persons. All tables draped and. 12:45pm - 2:30pm TTIA Communications Committee Meeting (1:15pm - 2:15pm) 2:00pm - 4:15pm TTIA Legislative Affairs Committee Meeting (2:30pm - 3:45pm) 9 Crescent rounds of 6. All tables draped & skirted with pads, and pens 2

3 Sunday 3:00pm - 6:00pm TACVB Board Meeting (3:45pm - 5:30pm) Conference for 30. All tables draped and 3:00pm - 5:30pm TTIA Membership Committee Meeting (4:00pm - 5:00pm) 3:30pm - 5:30pm TTIA Attractions Council Meeting (4:00pm - 5:00pm) Vendor Table Setup/Display Times (4:00pm - 5:30pm) and Displayed throughout conference dates Number of skirted/draped tables - No chairs. Set in prefunction area near breakfasts and breaks. 3:30pm - 6:45pm First Timer's Orientation & Reception (5:15pm - 6:30pm) Small rounds of 6 for approx. 75 people. Floor Podium in front of room. One draped/skirted table in back of room for sponsor materials. One wireless handheld mic on podium. 5:00pm - 7:00pm TTIA Premier Member Meeting (5:30pm - 6:30pm) Typically held off-site Opening Event and Entertainment (7:00pm - 9:00pm) Determined by host city/sponsor Determined by host city/sponsor Monday TTIA Storage/Office Room Existing TTIA Conference Registration (6:45am - 5:30pm) Existing Vendor Table Displays Existing Continental Breakfast (7:15am - 8:00am) Buffet, Self-Serve (will need one draped table nearby for sponsor materials). 3

4 Monday Monday General Session (8:00am - 5:30pm) NOTE: TTIA, AV company, and TxDOT staff will need access to room by 6:45am Existing - Speaker Rehearsals begin at 6:45am Existing - add various mics and have 1-2 techs in room during sessions Monday Awards Luncheon (12:15pm - 1:30pm) NOTE: Sponsor will need to be able to setup table decorations, etc. at about 9 or 10:00am. Existing Setup Existing - add various mics and may have 1 tech in room during sessions Shirtsleeves Session - Shirtsleeves Session - Shirtsleeves Session - Shirtsleeves Session - 5:00pm - 6:45pm NTA/ABA Meeting (5:30pm - 6:30pm) Conference for 20. Tables skirted and draped with pads and pens Tuesday TTIA Storage/Office Room Existing TTIA Conference Registration (7:00am - 5:30pm) Existing 4

5 Tuesday Vendor Table Displays Existing Continental Breakfast (7:15am - 8:00am) Buffet, Self-Serve (will need one draped table nearby for sponsor materials). Tuesday General Session (8:00am - 4:00pm) NOTE: TTIA, AV company, and TxDOT staff will need access to room by 6:45am Existing - Speaker Rehearsals begin at 6:45am Existing - maybe mic changes Tuesday Networking Luncheon (12:15pm - 1:30pm) NOTE: Sponsor will need to be able to setup table decorations, etc. at about 9 or 10:00am. Existing Setup Existing - maybe mic changes Shirtsleeves Session #1 (4:15pm - Shirtsleeves Session #2 (4:15pm - Shirtsleeves Session #3 (4:15pm - Shirtsleeves Session #4 (4:15pm - 4:00pm - 8:00pm TTIA Cocktail Reception (6:45pm - 7:30pm) Cash bars, expect around 300 in attendance, have some highboys and maybe some small cocktail tables with chairs 5

6 Tuesday Use same room as Luncheon TTIA Awards Dinner (7:30pm - 10:00pm) Existing - may add some additional décor and AV to enhance the look of the room Existing - may add some additional décor and AV to enhance the look of the room Wednesday 12:01am - 1:00pm TTIA Storage/Office Room Existing 12:01am - 1:00pm TTIA Conference Registration (8:15am - 11:00am) Existing 7:00am - 9:30am TTIA/TTRA Research Council Meeting (8:00am - 9:00am) pm Wednesday General Session (9:00am - 11:00am) Existing setup Existing - may change mics 10:45am - 12:45pm TTIA New Executive Committee Meeting (11:15am - 12:15pm) Conference for 25, draped/skirted tables, pads & pens as of 7/25/14 6