SOW VA 2024 MST National Training Symposium_SS.pdf

STATEMENT OF WORK (SOW)/ PERFORMANCE WORK STATEMENT (PWS)

2024 MST National Training Symposium Requirements Document

1. Introduction. The Department of Veterans Affairs (VA) has a requirement for meeting space rental and audio-visual support.

2. Scope. The VA’s Veterans Benefits Administration (VBA) - Outreach, Transition and Economic Development (OTED), is sponsoring the “2024 MST National Training Symposium.” The location must provide all requirements specified for meeting needs below.

3. Period of Performance. The symposium will be held July 30-31, 2024.

4. Place of Performance. TBD- Market Research Complete

5. Task statement. Meeting space with audio visual support is required as outlined in the task statements below.

5.1 Meeting Space

5.1.1 General Session:

• One general session room is required, approximately 10,000 square feet to seat

300 individuals in classroom seating.

• Wi-Fi is needed for all attendees in the general session.

• Meeting space for the general session should be held on a 24-hour basis (some exclusions may apply if the hotel can guaranty that the room is available until 6pm and will be set one hour prior to the start of the general session each day).

• Room setup and AV equipment setup should be completed by 6:00am on Monday, July 29, 2024.

• General session requirements begin at 8:00 am on Tuesday, July 30, 2024, and go through Wednesday, July 31, 2024, at 5:00 pm.

• Set for 300 in classroom seating; 6’ tables with 2 seats/chairs per table.

• There should be a head table(s) (with 8 seats) on a riser to include a podium, with access to the riser by both ramp and steps.

• General session room must be without pillars/posts to obstruct view.

• Appropriate signage directing attendees to general session and breakout rooms should be provided.

5.1.2 Breakout Rooms:

• Eight breakout rooms are needed Tuesday, July 30, 2024, at 12:30 pm, through July 31, 2024, ending at 4:00 pm. Rooms are needed 7:00 am to 6:00 pm daily

• These rooms are in addition to the general session meeting room.

• Approximately 1,200 square feet each that must accommodate no less than 40 people, classroom or round style; power sources for attendees should be provided in the back of the room.

• Wi-Fi is needed for all attendees in the breakout rooms.

• A head table should be set in each breakout room with approximately 3 chairs.

• Each of these breakout rooms must be without pillars/posts to obstruct the view.

• Easels are needed for each breakout room.

5.1.3 Board Room:

• One room to be used as a meeting room for no less than 8 people, set boardroom style is requested, in close proximity to the meeting space.

• The room is needed from 6:00 am Monday, July 29, 2024, through 8:00 pm on

Wednesday, July 31, 2024.

• A conference phone with speaker should be set up on the table.

• Wi-Fi and a power supply is needed in the board room.

5.1.4 Registration Area:

• A registration area is needed, starting on Monday, July 29, 2024, from 12:00 pm to 4:00 pm through Wednesday, July 31, 2024, at 9:00am.

• Preference for the registration area is in close proximity to the general session room (ideally directly outside the room).

• There should be three six ft tables with skirting, four to six chairs, and a large trash can.

Appropriate signage directing attendees to registration should be provided.

5.2 Audiovisual Support

• An on-site audiovisual department is required. Audiovisual equipment requirements include:

o Analog mixer for basic use of house sound o 2 laptop computers for general session o 3 LCD projectors (three in general session) o 3 large screens (three in general session) o 1 monitor screen facing podium o 1 podium microphone o 2 remote controls for the laptops/projectors o 6 handheld microphones with table stands (general session) o 8 handheld microphones (general session) o Access to a printer/copier o Additional: more items will be required/needed if we decide to include audio/visual in the breakout rooms

• Wi-Fi is needed in the general session and the breakout rooms.

• The general session room must be set with the laptop computer at a table at the side or back of the room (not at the podium).

• Full-time technical expert with operator labor is requested for the entirety of the general session.

STATEMENT OF WORK (SOW)/ PERFORMANCE WORK STATEMENT (PWS)