19-20_Oct_2014_SOW_211th_MP_30_Day.doc

(Tracking Number: 20141001) Dates of Events: 19-20 Oct 2014 Location of Event: Within 15 mile radius of Clyde, NC

Summary of Event

· The 211th MP Unit members will be conducting a Yellow Ribbon 30 Day event on 19-20 October 2014. This event will be conducted over a two day period starting Sunday evening and ending Monday. The unit will check in on Sunday 19th Oct w/family members around 3:00pm and start the event on Monday morning ending around 3:30pm.

Spaces needed Sunday 19 Oct 2014:

Sunday Short Summary: Yellow Ribbon Staff will arrive at location around 9:00am. Unload equipment and supplies, meet with Audio Visual personnel to test equipment, meet with Unit Command leaders for summary briefing, set up for registration with unit’s Full time staff, and ensure Briefing room is set up to meet event requirements ready. Prepare for units arriving for check in, 1:00pm. No meals provided for Sunday night.

3:00pm A.

Check-in space- typically located with hotel registration desk or 2 draped 6’ tables located in view of registration desk. As unit members arrive, they will check-in with both Yellow Ribbon staff, and Hotel staff for room assignment.

3:00pm B.

Area for Childcare registration- typically located away from registration desk. This space needs to be 3 Tables with 2-3 chairs each, set up for Family Programs to register children prior to the Event.

1:00pm C.

1 operations room - a Boardroom or similar for 10-15 people with internet. This room will be utilized primarily as the Operations Room for Yellow Ribbon Staff, activities include; meetings with unit command, hotel staff, and participating vendors.

5:00pm D. 1 child care rooms – one childcare room need to be available after

5:00pm for room set up and storage. . Childcare will start on Monday morning.

5:00pm

E.

Hotel audio and visual representatives available to meet in briefing room to check

AV equipment and test.

Spaces needed Monday 20 Oct 2014:

Monday Short Summary: Starting with Breakfast, Child care rooms open, Briefing rooms tested 1 hour prior to event for last minute troubleshooting, Briefings activities begin. Lunch served. No dinner will be provided.

Meeting Space:

6am-4pm A.

1 operations room - a Boardroom or similar for 10-15 people with

Internet. This room will utilized primarily as the Operations Room for Yellow Ribbon Staff, activities include; meetings with unit command, hotel staff, and participating vendors (same room used on Sunday).

6am-4pm B.

4 to 5 child care rooms - Childcare rooms need to be available after

5:00pm for room set up and storage.

2 of these rooms will need sinks or wash rooms/bathroom located nearby with open space, refrigerator, 4 cribs, microwave, trash cans with lids, if possible, 2 of the rooms will need 2 tables with 10 chairs in the room, if possible.

3 Child care rooms will need to be together in one location and need Not Be in high traffic areas for Security reasons. (As best as possible).

6am-4pm C.

1 meeting space room for DOD briefings -300 personnel each, seating theater style–

The initial processing briefings for presentations with room set up in theater style. These rooms will be used for initial briefings and DOD mandatory Briefings. Room will need a podium, projector, and projection screen, connections for PowerPoint presentation, laptop audio and wireless or wired microphone, 1 presentation clicker per room, and Stage if available.

6am-4pm D.

2 additional meeting space room for DOD briefings break outs -125 personnel each, seating theater style– These rooms will be used for smaller group breakout rotation briefings. Room will need a podium, projector, and projection screen, connection for

PowerPoint presentation, laptop audio and wireless or wired microphone, and 1 presentation clicker per room

6am-4pm E.

1 Large space or pre-function area – 20-25 Vendors-

For Vendors in a convention setting with 6’ tables and 2 chairs each- No AV needed. Each table will need pipe and drape or skirting for the vendor tables.

6am-4pm F. 1 small room for personal Counseling- one on one counseling with table and two chairs.

6am-2:pm G.

1 room or area for Breakfast and Lunch meals to serve 250 personnel. Preferable separate from the meeting area to conserve time.

Hotel Rooms needed for Sunday 19 Oct 2014:

150 rooms for Sunday night. Double Occupancy Preferred. These will be billed to the Master account all rooms need to be listed in reservations as Yellow Ribbon (will not receive a by name room roster).

15 single or double occupancy rooms will be blocked as Yellow Ribbon Staff and will be paid for with individual credit cards (will receive a by name room roster). Separate from Master Account.

· Soldiers will check into the Yellow Ribbon blocked rooms by name only.

Meals for Monday 20 Oct 2014:

· Dining area for Breakfast (6:30am-7:45am) 350 personnel banquet style set up.

Adults and children eat together.

Children Meals – 80 Adult Meals – 270

· Lunch - (12:00pm-1:00pm) 385 personnel banquet style set up.

Children Meals – 85 (Note: Children eat in Childcare area, not with parents)

Adult Meals – 300

· (Prefer separate room from presentation area due to time constraints).

Additional Program Requirements:

· All Hotels’ will need to provide Duns# and Cage Code, as a requirement with SAMS.gov.

· Parking must be free or included at no expense to the government contract.

· Internet Access in all conference spaces and Operation rooms.

· All convention space must be housed in one Individual facility.

· On site catering service that can provide buffet or plated breakfast and lunch meals.

· On site Audio and Visual service that will support program needs. Third party A/V is not authorized.

· Pipe and Drape or Skirting for the Resource Providers’s tables with 2 chairs each.

· Breakfast and Lunch meals location should be separate from meeting space location.

· All prices for rooms and meals need to meet government per-diem rates.

· Water Stations in main function areas, such as Briefing rooms, Child care rooms, and Ops.

(Continued)

Pease see below for meal guidelines: Hotel will need to send menu to Yellow Ribbon staff to confirm choices.

19-20 October 2014 211th MP units

Meal Example:

Breakfast | Buffets (6:30am – 7:45am)

Scrambled eggs

Sausage /Bacon

Biscuits / Gravy

Hash Browns

Fruit

Milk, Coffee, Water, Juice Luncheon | Buffets (12:00pm -1:00pm)

Grilled Breast of chicken with 5 cheese blend, over baked penne pasta with tomato basil sauce

Lasagna

House Salad / Cesar salad

Succotash, butter beans and corn

Chef selection of dessert

Rolls

Tea, coffee, water Children’s Lunch Meals Box Lunch – 16 months – 4 years old

Cheese Pizza

Fresh Carrot Sticks

Apple Sauce

Milk 2 or 1 %

Box Lunch – 5 Years and Up

Combination of Pepperoni and Cheese Pizza

Salad

Fruit Cups

Milk 2 or 1 %

(End of Statement of Work)