Dec 2026 FSATC SOW_Conference Management Solution_Aug 2026.pdf

STATEMENT OF WORK

December 2026 Federal Student Aid Training Conference (FSATC) Conference Management Solution

1.0 Background

The United States Department of Education (ED), Office of Federal Student Aid (FSA), conducts the annual FSA Training Conference (FSATC). The December 2026 FSATC will be held in Washington, District of Columbia (D.C.), for three days of education, networking, and collaboration.

2.0 Scope

The purpose of this acquisition is to secure conference space and associated support services necessary to host the December 2026 FSATC in a 100% in-person format. The event will bring together approximately 2,000 financial aid professionals, higher education partners, and federal staff to receive training on policies, systems, and procedures related to the administration of current and forthcoming FSA programs

The Contractor shall furnish all labor, materials, equipment, and management necessary to provide:

• Conference space and facilities for approximately 2,000 attendees.

• Audiovisual (AV), staging, and information technology (IT) support.

• Exhibit and demonstration areas for stakeholder engagement.

• On-site logistics and coordination services before, during, and after the conference.

All services shall comply with applicable federal, state, and local regulations, including Americans with Disabilities Act (ADA) and Section 508 accessibility standards.

The Contractor shall serve as the Prime Contractor and be solely responsible for all contract performance, including work by subcontractors. The Government will not recognize subcontractors as direct parties to the contract. All contractual matters shall be handled exclusively by the Prime Contractor.

3.0 Requirements

3.1 Functional Requirements

3.1.1 Conference Facility and Space

• General session space to accommodate full capacity of maximum expected attendees of up to 2,000, or combined spaces (e.g. overflow rooms) equipped to support live streaming from the primary General Session room.

• A minimum of five (5) hard-wired, high-speed internet service connections in the General Session space.

• Breakout space to support at least three (3) and no more than10 concurrent breakout sessions.

The three (3) General session rooms may also be used as breakout session rooms, and should accommodate approximately 800–1,000 attendees individually or through combined/divisible room configurations.

• Creative and alternative space planning solutions are encouraged, provided they effectively support event flow, attendee experience, and program objectives.

• Provide wayfinding at all major intersections, escalators/elevators, registration paths, and session corridors.

• Space for coat & baggage check for conference attendees.

3.1.2 AV, IT, and Connectivity

• Provide AV systems (projectors, screens, microphones, lighting) in all session rooms.

• Ensure that all conference presentation spaces maintain an acoustic environment that supports clear, uninterrupted audibility for all attendees. To meet this requirement, the contractor shall:

o Conduct a pre‑event acoustic assessment of all rooms used for presentations to identify potential noise intrusions and implement mitigation strategies such as soundproofing measures, buffer zones, door management, signage, or relocation of noisy operations.

o Ensure audio equipment quality, including microphones, speakers, and amplification systems sufficient for room size and layout, and verify functionality during setup and immediately before each session.

o Respond promptly to reported noise issues, with on‑site staff empowered to implement immediate mitigation.

o The contractor shall record all General sessions and selected breakout sessions in full using digital video recording equipment. FSA will provide a list of sessions to be recorded after award and review of the selected venue.

o All recordings must capture both audio and video of presenters, panelists, demonstrations, and any on‑screen content displayed during the session. All recordings must be delivered in MP4 format and organized by session title and date. The contractor shall provide FSA with the complete set of MP4 recordings within 48 hours of the conclusion of the final day of the conference, transferred via an FSA‑approved secure delivery method.

o Ensure internal live-streaming capability between rooms, as required.

o High-speed wireless internet access, bandwidth of 3–5 Mbps per attendee, with a dedicated passcode. Service must be available, during conference hours, throughout the conference venue and manage simultaneous connection of minimum of 2,000 devices to support conference activities and attendee access needs. Provide separate dedicated staff/presenter SSID with minimum 200 Mbps aggregate bandwidth.

o Hardwired drops* must be active, tested, and available for use by FSA AV, registration, and planning teams. Hardwired drop (definition): A dedicated, physical Ethernet port (RJ‑45) providing a wired internet connection with guaranteed bandwidth, stable performance, and direct connection to the venue’s network infrastructure.

3.1.3 Accessibility and Security

• Assist FSA with meeting ADA and Section 508 compliance requirements.

• Lockable space to secure ED/FSA provided equipment and materials.

• Physical onsite security personnel provided by the contractor and managed as outlined in a

Security Procedures Plan. The Security Procedures Plan should outline risk assessments, access control measures, crowd management strategies, emergency response procedures, and coordination protocols with local law enforcement and emergency services. The Security Plan must be provided to ED/FSA and any other relevant authorities for review by the timeframe identified in section 4.0 Deliverables.

3.1.4 Exhibitor and Demonstration Area

• Exhibit space to accommodate approximately 500–1,500 standing attendees and 15– 20 demonstration tables, and six (6) high-top tables. Demonstration tables must be draped, at least 6’x2’ in length and width, and have four (4) chairs at each table. Each demonstration table must have a minimum of four (4) dedicated 120v outlets not shared across tables. High-top tables must also be draped, with a minimum of two (2) 120v power outlets.

• Flexible layouts are acceptable, including use of pre-function, ballroom, or dedicated exhibit areas, provided adequate space, furnishings (draped tables and chairs). Layouts must provide aisles of at least 36 inches wider than the largest equipment used in them, with a minimum pedestrian width of four (4) feet (48 inches).

• Wayfinding signage to identify individual demonstration stations both printed and digital where available.

• Queue stanchions/barriers to guide attendees to each demonstration area and prevent crowding.

• Options for touchdown areas for attendees to gather are requested but not required, and could include amenities such as seating, high-top tables, charging stations, etc.

3.1.5 Registration and Attendance Support Areas

• Provide registration space sized sufficiently to support ≥300 arrivals/hour during peak windows (7am -10am, daily), outside of main flow paths.

• Space for registration must include six (6) registration tables, and six (6) high-top tables.

Registration tables must be draped, at least 6’x2’ in length and width, and have three (3) chairs at each table. Each registration table must have a minimum of four (4) dedicated 120v outlets not shared across tables. High-top tables must also be draped, with a minimum of two (2) 120v power outlets

• Provide ≥24 dedicated 20A power outlets across the registration footprint.

• Queue stanchions sized to accommodate ≥300 arrivals/hour and prevent crowding.

3.1.6 Restrooms and Janitorial Services

• Provide restrooms (male and female) suitable to accommodate up to 2,000 attendees.

• Contractor shall provide janitorial servicing ensuring restrooms and common areas remain clean and stocked during peak periods.

• Janitorial services must include hourly servicing during peak windows; trash and recycling points at

≥1 per 100 attendees in food areas.

3.1.7 Administrative Office Areas

• Three (3) onsite spaces for administrative offices will be required for the duration of the event (three

(3) consecutive business days) that can be secured overnight.

• The spaces must have access to electricity and Wi-Fi and be arranged with six (6) round tables with eight (8) seats each for a total of 48 people.

3.2 Logistics Support Services Requirements

3.2.1 Pre-Conference Coordination

• Conduct at least one guided site visit and walkthrough for FSA’s Conference Management Team with the contractor’s Project Manager post award.

• Provide draft and final floor layouts for review and approval.

• Coordinate run-of-show rehearsals with FSA and conference staff.

• Support load-in of government-provided materials and IT equipment.

3.2.2 On-Site Operations

• Provide daily access to event space from 7 AM to 7 PM, local time, each conference day.

• Manage daily setup and breakdown activities, with exception of FSA furnished equipment/materials.

• Provide light beverage service for up to 2,000 attendees in a minimum of three (3) beverage stations in high-traffic areas during AM and PM breaks each day to include water, coffee, and tea in the morning and water, juices, and sodas in the afternoon. Each period should last 30-60 minutes.

• Maintain open communication during the event with FSA’s Conference Management Team for real-time adjustments. Communications must be via text or telephone.

• Contractor shall ensure door monitors/ushers are visibly identifiable (e.g., colored badges, branded lanyards, or uniform shirts) and stationed at all General Session and large breakout entrances during session ingress and egress.

3.2.3 Post-Conference Closeout

• Support teardown, inventory, and removal of equipment.

• Conduct final walkthrough for FSA’s Conference Management Team with the contractor’s Project

Manager on post-conference day.

• Provide any applicable post-event documentation (e.g., post-event summary highlighting performance, issues, attendance and/or lessons learned).

3.4 Other General Requirements

3.4.1 Food and Beverage Services

• Retail food and beverage outlets within the conference venue and/or within one-quarter mile of the conference venue to allow options for participants for lunch breaks at the event.

• Retail food and beverage outlets must be open and available to attendees between the hours of 7am – 5pm local time, with a combined capacity to support serving up to 2,000 attendees within a 90‑minute peak period.

3.4.2 Transportation and Parking Availability

• The venue must be easily accessible via public transportation, rideshare, etc.

• If parking for participants is not available to at the venue, the Contractor will identify locations of public parking sites within one-quarter mile of the conference venue.

3.4.3 Safety and Continuity

• Provide Risk and Safety Plan with evacuation routes, shelter‑in‑place, medical support, backup power for registration and AV, and crisis communication procedures coordinated with local authorities.

4.0 Deliverables

The contractor shall provide the following deliverables in a timely manner.

Pre-Conference Planning and Coordination

DELIVERABLE DESCRIPTION DUE DATE / TIMING

Site Visit & Walkthrough Coordinate initial walkthrough of all spaces with FSA

Within 30 days of contract award

Floor Layouts (Draft/Final) Room and exhibit layouts with capacity charts

Draft: 60 or more days before event Final: 30 days before event

Run of Show / Event Schedule Finalized sequence of activities with assigned spaces

30 days before event

Security Procedures Plan Developed in coordination with FSA’s Conference Management Team and venue staff

45 days before event

Risk and Safety Plan Developed in coordination with FSA’s Conference Management Team and venue staff

45 days before event

Post-Conference Closeout Activities

DELIVERABLE DESCRIPTION DUE DATE / TIMING

Post-Event Summary Report Summary of services rendered, performance issues, and lessons learned

Within 30 days after the final day of the event

Final Invoicing Final reconciliation of all charges. Within 30 days after the final day of the event

5.0 Period of Performance and Place of Performance

Period of Performance:

Contract Period of Performance Date of award through January 31, 2026

Pre-Conference Planning and Coordination Period Date of award through December 13, 2026

Conference Execution Period December 14-16, 2026

Post-Conference Closeout Activities Period December 17, 2026, through January 31, 2026

Place of Performance:

Location: Washington, D.C.

6.0 Government-Furnished Information (GFI)

30 days before the event, FSA will provide the following:

• Preferences and guidelines for event room layouts

• Agenda and session schedules for electronic sign boards, banners, and/or printed/posted signage

• Branding materials (e.g., signage, logos, templates)

• Conference Management Team contact lists

7.0 Event Management Personnel

The contractor shall assign a Project Manager (PM), or equivalent.

• Functional Responsibilities: Serve as the primary point of contact with FSA’s Conference Management Team. The PM shall oversee all coordination, scheduling, and on-site execution activities, ensuring adherence to performance timelines and quality standards.

• The PM is essential to the work being performed under this contract. Prior to diverting any of the specified individuals to other projects, the contractor shall notify the Contracting Officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No diversion shall be made by the contractor without the written consent of the Contracting Officer.

• Three to five years of experience in related conference management of similar size and complexity is preferred.

8.0 Performance Standards

All services shall meet the following expectations:

PERFORMANCE OBJECTIVES PERFORMANCE EXPECTATIONS

Venue Readiness and Access All contracted space and utilities must be fully operational and accessible by 5pm the day prior to conference Day 1.

AV and Technical Support All AV systems tested and operational prior to each session.

Backup capability for all conference and breakout rooms.

Event Coordination and Staffing Dedicated on-site event manager and coordination team available from setup through teardown.

Room Configuration and Setup Conference rooms, breakout areas, and registration spaces configured per approved layout daily at least one day prior to designated start time.

Accessibility and ADA/Section 508 Compliance

All facilities and materials meet ADA and Section 508 accessibility requirements.

Communication and Responsiveness

Dedicated on-site PM acknowledges and responds to FSA direction or issues within a timely manner.

Security and Access Control Attendee and staff screening coordinated with FPS. All credentials verified prior to venue entry.

Catering and Refreshment Service Beverage stations set up at times designated by FSA, based on finalized event schedule submitted to the venue.