A_1.17_SOW_APAM_2019_FOR_CONTRACT.docx

STATEMENT OF WORK

VENUE/CATERING FOR WA NATIONAL GUARD (ESGR)

Description of Services:

Contractor will provide meeting space, banquet meal for the Washington Employer Support of the Guard and Reserve Committee, Awards Presentation and Meeting (APAM) from 3 to 5 May 2019 with a minimum rating of three stars for the venue. Alternate dates are not an option for this event.

1.0) Room Reservations/Lodging

1.1- Lodging - Hotel venue have available at per diem lodging rate 30 rooms for two nights 3 & 4 May 2019. Reservations will be made individually via personal credit card, each guest will be responsible for making their own reservations.

2.0) Facilities Available

2.1- Venue will have meeting spaces available for 3 to 5 May to accommodate small and large groups as outlined below:

2.2- 3 May 2019 - Room will be available for use between 4:00 pm - 8:00 pm.

Meeting room will be able to accommodate 25 people. Conference style seating preferred. No food or beverage required. Authorized used of personal A/V equipment.

2.3- 4 May 2019 - Room 1 and 2 will be available for use between 8:00 am - 11:45 am. Meeting room will be able to accommodate 30 people each. Classroom style seating preferred. No food or beverage required. Authorized used of personal A/V equipment.

2.4- 4 May 2019 - Room will be available for use between 12:00 pm - 5:00 pm.

Meeting room will be able to accommodate 60 people. Classroom style seating preferred. No food or beverage required. Authorized used of personal A/V equipment.

2.5- 4 May 2019 - Room will be available for use between 4:00 pm - 12:00 am. Banquet room will be able to accommodate 100 people. Banquet (8 ppl rounds) style seating preferred. Set-up requirements may require early access. No food or beverage required. Authorized used of personal A/V equipment.

2.6- 6 May 2019 - Room will be available for use between 7:00 am - 1:00 pm. Meeting room will be able to accommodate 60 people. Class style seating preferred. No food or beverage required. Authorized used of personal A/V equipment.

2.7- Venue will have wireless network capabilities for participants to utilize with programs and planning.

2.8- Personal audio/visual equipment authorized use while conducting meetings.

2.9- Require podium with microphone for use on 4 May 2018 between 5:00 pm - 12:00 am.

2.10- Venue will provide water service in meeting rooms on 4 May 2019.

2.10- Final seating set ups will be provided 1 week prior to event.

2.11- The government will not pay and is not liable for any additional items requested by individuals at the event. Any such requests must be paid by the requestor prior to checkout.

3.0) Meals

3.1- Facility must provide catered meals on the following date and time. 4 May 2019 - 7:00 pm - Buffet Style (100 people)

3.2- Catering will provide vegetarian and gluten free options upon request.

3.3- Final meal numbers for meals provided will be given to the facility no later than 5 days prior to the event.

3.4- Venue must accept personal credit card payment for non-government paid meals.

4.0) Payment Procedures

4.1- Venue Fees, meal, meeting space will be paid for under contact.

4.2- An invoice will be sent to the National Guard contract office no later than one week after event for reimbursement.

4.3- The government reserves the right to cancel the event no later than ten days prior to event with no cost or liability for payment.