Oregon_Youth_Symposium_PWS_April_2018_(11111752).pdf

Statement of Work April 25th‐29th, 2018

Oregon Youth Symposium Salem, Oregon (75 mile radius)

Conference: April 25th, 2018

1 conference room, to comfortably accommodate 30 people in a rounds setting, also extra room for activities and additional tables/chairs requested, 11:00AM – 11:00PM.

Buffet style dinner for 22 people, please provide a selection of per diem meals. To be delivered no later than 6:00PM.

Wi‐Fi readily available throughout conference times.

Conference: April 26th, 2018

1 conference room, to comfortably accommodate 30 people in a rounds setting, also extra room for activities and additional tables/chairs requested, 7:00AM – 11:00PM.

Buffet style breakfast for 22 people, please provide a selection of per diem meals. To be delivered no later than 8:00AM.

Buffet style or boxed lunch for 22 people, please provide a selection of per diem meals. To be delivered no later than 12:00PM.

Buffet style dinner for 22 people, please provide a selection of per diem meals. To be delivered no later than 6:00PM.

Portable afternoon snack for 22 people, please provide a selection of per diem meals. To be delivered no later than 3:00PM.

Conference: April 27th, 2018

1 conference room, to comfortably accommodate 30 people in a rounds or classroom setting, also extra space needed for youth activities and A/V requirements, 7:00AM – 2:00PM.

1 conference room, to comfortably accommodate 100 people in a rounds setting, also extra space needed for youth activities and A/V requirements, 7:00AM – 10:00PM.

3 additional conference rooms, to comfortably accommodate 50 people in a rounds setting, also extra room for activities and additional tables/chairs requested. These rooms must be separate from each other, 7:00AM – 10:00PM.

Buffet style breakfast for 22 people, please provide a selection of per diem meals. To be delivered no later than 8:00AM.

Buffet style or boxed lunch for 22 people, please provide a selection of per diem meals. To be delivered no later than 12:00PM.

Buffet style dinner for 22 people, please provide a selection of per diem meals. To be delivered no later than 6:00PM.

Evening snack for 60 people, please provide a selection of per diem meals. To be delivered no later than 7:30 PM.

4 ‐ 8’ tables to be utilized in the conference room for youth activities.

Conference: April 28th, 2018

1 conference room, to comfortably accommodate 100 people in a rounds setting, also extra room for activities and additional tables/chairs requested, 7:00AM – 10:00PM.

3 additional conference rooms, to comfortably accommodate 50 people in a rounds setting, also extra room for activities and additional tables/chairs requested. These rooms must be separate from each other, 7:00AM – 10:00PM.

Buffet style breakfast for 60 people, please provide a selection of per diem meals. To be delivered no later than 8:00AM.

Buffet style or boxed lunch for 60 people, please provide a selection of per diem meals. To be delivered no later than 12:00PM.

Buffet style dinner for 60 people, please provide a selection of per diem meals. To be delivered no later than 6:00PM.

Portable afternoon snack for 60 people, please provide a selection of per diem meals. To be delivered no later than 3:00PM.

10 – 8’ tables and 50 chairs to be utilized in the main conference room for youth presentation.

Conference: April 29th, 2018

1 conference room, to comfortably accommodate 100 people in a rounds setting, also extra room for activities and additional tables/chairs requested, 7:00AM – 5:00PM.

3 additional conference rooms, to comfortably accommodate 50 people in a rounds setting, also extra room for activities and additional tables/chairs requested. These rooms must be separate from each other, 7:00AM – 5:00PM.

In addition, 1 conference room, to comfortably accommodate 125 people in a rounds or classroom setting for youth presentation, 11:00PM – 5:00PM. Podium requested to be available.

Buffet style breakfast for 60 people, please provide a selection of per diem meals. To be delivered no later than 8:00AM.

Buffet style lunch for 60 people, please provide a selection of per diem meals. To be delivered no later than 12:00PM.

Portable afternoon snack for 60 people, please provide a selection of per diem meals. To be delivered no later than 3:00PM.

Lodging:

9 double rooms and 5 single rooms April 25th, 2018 lodging list will be provided within the release date requirements of this venue.

9 double rooms and 5 single rooms April 26th, 2018, lodging list will be provided within the release date requirements of this venue.

59 double rooms and 10 single rooms April 27th, 2018, lodging list will be provided within the release date requirements of this venue.

59 double rooms and 10 single rooms April 28th, 2018, lodging list will be provided within the release date requirements of this venue.

Rooms for lodging must be in close proximity for youth safety.

All conference rooms must be indoors.

All venue space must be located on the same property.

Cost will be inclusive of all taxes and service charges.

All set up and break down of tables, chairs, equipment and meals will be completed by venue staff.

Within your quote provide a cutoff date for changes to the Purchase Order, for reasonable modifications.

Requirements for Meals Following are examples of approved snacks & meals: Upon award, please provide a sample of per diem menu items to choose from.

Samples of Snacks with Water

1. Goldfish crackers with apple slices

2. String cheese with fruit

Main Meals‐ Examples listed below

1. Chicken Wrap, bag of chips (baked preferred), fresh fruit (no grapes or strawberries), cookie or pudding cup, choice of white or chocolate milk

2. Taco Bar, Tortilla chips, salsa, fresh fruit (no grapes or strawberries), cookie or pudding cup, choice of white or chocolate milk

3. Pasta Bar, steamed veggies, fresh fruit (no grapes or strawberries), cookie or pudding cup, choice of white or chocolate milk

** Special Requirements** Due to allergies and special needs, the following items will NOT be approved:

1. Nuts or seeds of any kind (peanut butter, 7 grain bread, etc.)

2. Strawberries

3. Grapes

4. Hot dogs

*Vegetarian and gluten free options required with each order

Upon contract award all meal times and menu items will be solidified and approved.