NIH Events Management Request Form

NIH Events Management Request Form

For on-site requests using government locations outside of Fishers Lane

SRO – Tailor all items for your meeting. Delete, edit, or consider the items in red text. Add REAL items found in STANDARD CONTRACTS as necessary. If NIH space is not available, confirm by email the hotel can fulfill these requirements. Delete these instructions before sending to “NIH Events Management” – in the global. For reference: http://www.ors.od.nih.gov/pes/dma/events/facilities/Pages/conferencefacilities.aspx .

For SEPs, delete the Chartered Committee-specific items highlighted in yellow

To: NIH Events Management ()

Subject: Meeting facility for peer review

Dear NIH Events Management:

I am the Scientific Review Officer responsible for conducting the peer review of applications/proposals received in response to XXXXX to be reviewed by the XXXX committee.

Special Emphasis Panel (SEP): ZAI1-XXX-X-X

Chartered Committee name: AIDS/AITC/MID/MID-B

Meeting Date(s): month, day year

Time for access to room: 6:00 AM – 8:00 PM

PARTICIPANTS:

Number of in-person non-NIH reviewers: X

Number of in-person NIH staff: X

Number of videoconference reviewers: X

Number of teleconference reviewers: X

SUMMARY OF SEATING ARRANGEMENTS FOR PARTICIPANTS:

Number of participants at hollow rectangle table: X individuals

Number of tables in hollow rectangle table: X tables (in general, assume 2 individuals per table)

Number of participants at perimeter: X individuals

Number of perimeter tables: X tables (in general, assume 2 individuals per table)

Please let me know if you have a facility that will meet the following requirements:

1.  A secure, sound proof meeting room with controlled access that has privacy coverings over any glass walls or windows.

2.  Access to the room for one hour the day before the meeting after tables are set up

3.  24 hour exclusive hold on the meeting room

4.  The meeting room must be locked when not in use

5.  Hollow rectangle of skirted tables with seating for the number specified above

6.  Skirted perimeter tables with seating for the number specified above

7.  2.5 linear feet of table per participant (reviewers and staff)

8.  One microphone per two participants at the hollow rectangle and one microphone per perimeter table

9.  Power outlets for all participants, taped down

10.  Sixteen channel audio mixer

11.  Audiovisual equipment (Specify: Computer and Projector, Overhead Projector, Slide Projector)

12.  Videoconference capability in the meeting room

13.  Two separate telephone lines

14.  Teleconference capability in the meeting room, including a coupler to connect audio equipment to the telephone line (e.g. a Getner Coupler)

15.  Separate waiting room for conflicted reviewers with chairs, tables, electrical outlets, wireless internet, and PDA satellite signal

16.  Wireless internet access for all participants (federal and non-federal) in the meeting room and waiting room

17.  Availability of IT staff before and during the meeting to assist staff and reviewers

18.  Access to coffee and snacks within 225 yards (1/8th of a mile) of the meeting room during the set up and the entire meeting time

19.  Availability of PDA satellite signal in the meeting and waiting room

20.  Availability of staff to adjust tables and equipment if necessary before and during the meeting

21.  Secure storage space two business days before and two business days after the meeting

22.  Shredding services or access of the meeting space to a commercial shredding company

Thank you,

XXXXX