3-Attachment B - Scope of Work.docx

Attachment B

Scope of Work (SOW) Project: Utah Office of Tourism (UOT) Custom Exhibition Booth and Operational Services Event: U.S. Travel Association’s IPW Conference 2026-2030 Dates/Locations:

2026: Fort Lauderdale, Florida, May 17-21 2027: New Orleans, Louisiana, May 3-7 2028: Detroit, Michigan, June 10-14 2029: Denver, Colorado, May 19-23 2030: Anaheim, California, June 1-5

1. Project Goal and Overview This Scope of Work defines the services and deliverables required for the design, fabrication, installation, and on-site operation of a custom exhibition booth for the Utah Office of Tourism/UOT (Client) at the IPW Conference in Fort Lauderdale, May 17-21, 2026, and for the above-noted IPWs for a total of five years.

The U.S. Travel Association's IPW is the travel industry's largest U.S.-based international marketplace. It is a business appointment-based show that brings together U.S. travel organizations from across the country, representing all industry categories, to meet face-to-face with international and domestic leisure buyers, international meeting and incentive buyers, and international and domestic journalists.

The primary goal is to provide a high-quality, fully operational custom booth design, structure, and essential conference services necessary for a successful presence at the event that represents Utah as a destination and provides functional meeting and storage space.

2. Deliverables (Custom Booth and Installation)

2.1 Custom Booth Design, Fabrication, and Management

· Design & Development: Creation and finalization of the custom booth concept, including renderings, material specifications, and technical drawings. (2- 10’x 20’ booths, typically across the aisle from each other, newly developed and built each year)

· Statewide representation: Including the Wasatch Mountains/urban, ski/winter, and Southern Utah, including National Parks. (The UOT will provide images to spec, and review with timely feedback)

· Creative and forward-thinking design with an open floor plan, allowing for free movement and meetings.

· Consideration for: Storage space for personal items, and charging stations.

· Fabrication: Production of all custom booth components (walls, flooring, signage, storage, integrated lighting, monitors, and display elements).

· Project Management: Coordination with UOT and event organizers (IPW) on deadlines, specifications, and necessary approvals. (On-site contact during the conference)

2.2 Logistics and Installation

· Pre-show Shipment: Managing all booth components and shipping policies.

· On-site Installation (I&D): Professional setup and assembly of the entire custom booth structure prior to the event opening.

· Dismantle and Removal (D&R): Post-event breakdown, packaging, and removal of all booth components from the convention floor. (As arranged with the conference center)

3. Deliverables (On-site Operational Services) This section covers essential third-party services required to operate the booth safely and effectively during the conference days.

3.1 Essential Utility Services

· Electricity Supply: Provision and distribution of required electrical power to the booth for lighting, monitors, and equipment.

· Electrical Labor: On-site licensed electrical labor for managing installation and compliance checks of all electrical connections.

3.2 Logistics and Cleaning

· Material Handling (Drayage): Management of the movement of exhibit materials from the receiving dock to the booth space. This includes unloading, storing, and returning materials (if applicable).

· Daily Vacuuming/Cleaning: Provision of daily cleaning services (vacuuming/sweeping) within the booth space prior to show opening to maintain a professional appearance throughout the event. (Not applicable if provided by conference host or otherwise.)

4. Budget and Pricing The total cost for the project is divided into two primary cost centers: the physical structure and the operational services.

Not to exceed $100,000 in 2026.

Annual work order/cost evaluations will be assessed for the following years. Contract not to exceed $800,000 over five years.

5. Exclusions (Items Not Included in This SOW) The following items are specifically excluded from this Scope of Work and are assumed to be the responsibility of UOT or will require a separate quote:

1. Catering, hospitality, meeting, or lead retrieval services.

2. Costs related to exhibitor badges or event registration fees, including the booth footprint with IPW/U.S. Travel Association.

a. Any additional branding or representation provided by the U.S. Travel Association, i.e., hanging banners, aisle booth stickers.