142 HHB SOW - Venue 08 FEB 2026.docx

Statement of Work for Venue

FROM: Yellow Ribbon Reintegration Program ATTN: 1LT Carson Stephenson at 501- 212-5518 (office), or carson.j.stephenson.mil@army.mil.

Organization: Arkansas National Guard Joint Services Support Yellow Ribbon Reintegration Program

Event: This is a one-day Pre-Deployment Yellow Ribbon Event for the Service Members and families of the 142nd HHB.

1. Purpose of Event: YRRP will conduct a one-day pre-deployment event away from home station for Service Members of 142nd HHB and their loved ones to provide information and guidance through the pre-deployment process. This service provides answers to frequently asked questions concerning the deployment cycle process.

1.1 Date and Time of Event: 0700, 8 February 2026 – 1700 20 February 2026

1.2 Proposed Location of Event: Fort Smith, AR.

2. Requirements.

2.1 Lodging Required: Yes

2.2 Number of Nights for Lodging: 1 day

2.3 Dates of Lodging: Saturday Night, 7 February 2026

2.4 Type of Lodging Required: Overnight lodging must accommodate at a minimum two adults and two children. Hotel must be within a 20 mile radius of the venue location. Breakfast must be included with the room.

2.5 Projected Number of Hotel Rooms Needed for Event: 30

2.5.1 Thirty (30) rooms the evening of 7 February 2026

2.6 Parking for all attendees must be available and free.

2.7 Government will not pay for television, long distance calls, room service, or chargeable exercise/spa privileges, etc.

2.8 No penalty for suspension/ postponement up to 24 hours prior to event. The Government must remain flexible in its ability to suspend or postpone Yellow Ribbon pursuant to contemporary threat assessments.

2.9 Rooms must be sanitary, free of mold or pest infestation.

2.9a. Lodging must be a hotel with interior-only/hallway access to rooms (no parking-lot access).

3. Date & Time Meeting Rooms to be Utilized: 0700, 8 February 2026 – 1700 20 February 2026

3.1 Number of Meeting Rooms: 3 meeting rooms (one for joint session, two for childcare facilities during event.)

4. Requirements for large meeting room:

4.1 Microphone. (Portable microphone if available)

4.2 Two 8X8 (min) audio visual screen for presentations, two LCD projector and internet. PowerPoint clicker, Tech support from contractor required.

4.3 Minimum seating theater style, round, or classroom for 400 people.

4.4 One table with three chairs for Event Registration.

4.5 Refreshments required (Coffee [estimate projected 10 gal] & Water only).

4.6 Up to 25 tables, 2 chairs per table, along wall for vendors

5. Requirements for meeting rooms:(two additional for breakout rooms, two for daycare/youth activities:

5.1 Time: 7 AM (0700) to 5 PM (1700)

5.2 Four meeting rooms with space to accommodate daycare/youth activity areas for children/youth.

5.2.1 One room for children 0-5 years old.

5.2.2 One room for children 6-12 years old.

5.2.3 Room for children 0-5 preferred, but not required, to have a sink, refrigerator, and microwave.

5.2.4 One table for seating and daycare registration, two chairs.

5.2.5 All childcare rooms must have bathrooms nearby.

(Note): Cleanup of all meeting rooms is expected to be responsibility of contractor.

6. Meals for Attendees: A total of one meal (lunch) must be provided for attendees by the venue.

6.1 Type of Meals to be provided: Buffet Style Lunch (Menu to be provided by contractor). Should include a choice from two entrées, at least two sides, baked good, dessert, and served with tea and water. All standard serving dishes, plates/glasses, utensils, and linens needed must also be provided.

6.2 Noon meals per day: QTY 450

(Note): Number of meals and rooms based on estimated attendance. Indicate on proposal the last day to make changes in numbers without penalty.

Hotel Representative(s): Please use this form as a Request for Quote for Hotel Events as per the Statement of Work. Please complete Form in its entirety as much as possible.

Hotel Name:

Complete Address:

Telephone & Contact Person:

YELLOW RIBBON REINTEGRATION PROGRAM EVENT: 8 February 2026

Each Total

1. 30 Lodging Rooms 7 February 2026 (Dbl Occ) _____ _____

2. Meeting Space Rental _____ _____

3. Coffee and Water: 10 Gal, 8 February 2026 _____ _____

4. 8 February 2026 Lunch (450 Meals) _____ _____

5. Audio/Visual Equipment and Support _____ _____

6. Service Charges for Meals and Beverages _____ _____

Total $___________ Last day for number revision without penalty:

Guest Rooms ___________________ Meals ___________________

All pricing is accordance with the attached Statement of Work. This is a Federal Government event and is exempt from sales tax.