OECD_Statement_of_Work.pdf

Draft

Statement of Work Organization for Economic Co-operation and Development (OECD)

10th Rural Development Policy Conference National Prosperity through Modern Rural Policy

May 19-21, 2015 | Memphis, TN

I. GENERAL INFORMATION

• SCOPE AND BACKGROUND:

Since 1991, the OECD Rural Development Program has provided analysis and policy guidance on rural development to OECD member countries (35). The focus is on promoting well-designed rural development policies that improve national and rural well-being. A core part of this work is the OECD Rural Development Policy Conference Series; Siena, Italy (2002); Warrenton, Virginia, US (2004); Oaxaca, Mexico (2005); Edinburgh, UK (2006); Caceres, Spain (2007); Cologne, Germany (2008); Québec, Canada (2009); Krasnoyarsk, Russia (2012) and Bologna, Italy (2013). These events provide a forum for key policy officials to engage in dialogue and fosters knowledge-sharing on rural policy. This dialogue, helps shape OECD work on rural development.

USDA, in collaboration with the White House Rural Council (WHRC), will sponsor the 10th OECD Rural Development Policy Conference, National Prosperity through Modern Rural Policy at the Memphis Cooke Convention Centre in Tennessee. The event will highlight what is considered by the OECD to be the key pillars of a modern approach to rural policy to contribute to national prosperity.

The panel discussions will include: natural resource development, food security and the role of rural policy; jobs and wealth creation in rural areas; improving access to services; supporting rural innovation, increasing connectivity to internal and extern markets; mobilizing rural assets--policies to increase citizen engagement; promoting rural-urban development models; increasing rural resiliency to climate change; and, increasing focus on women in rural development.

There will be an opening address by senior government officials from the United States, Mexico, Canada and other OECD countries as well as leading experts from the private and academic sector.

These opening addresses will establish the dimensions for the modern rural policy and the link to economic development and national prosperity. High-profile attendees will include (but are not limited to): Secretary Vilsack; Secretary General for the OECD, senior government officials from OECD member and non-member countries.

Day 1: The summit will start with an exhibitor show of rural development programs and projects and 6 pre-conference workshops each lead by a different country or institution. Attendance for each workshop will likely be capped at 100. Date of day one is May 19, 2015. Access prior to conference date will be provided as needed and will be coordinated post-award. Support will be required for setup.

Day 2: The second day of the summit will be comprised of subject matter specific sessions to showcase the key pillars of a modern rural policy as well as, policy approaches to realize these pillars. Attendance will increase to about 500. Date of day two is May 20, 2015.

Day 3: On the third day the subject matter specific session continues with parallel sessions, a closed door Ministerial and a roundtable discussion among delegates. For the roundtable discussion the participants will be organized in small sub-groups of 10 to 15 and given an opportunity to debate and

OECD Rural Conference Statement of Work discuss among themselves. The day culminates with 2-3 field trips organized primarily for the international participants. Date of day three is May 21, 2015.

II. PERIOD OF PERFORMANCE:

Date of award to June 21, 2015

III. REQUIREMENTS:

This SOW describes the support to the Department of Agriculture (USDA), Rural Development (RD) Offices in delivery of event management services to provide support to the OECD Rural Development Policy Conference.

• Pre-Conference Support

Coordination with USDA/RD

• Discuss and confirm the project requirements, goals and deliverables with RD and RD

Point of Contact (POC) – Initial kickoff/orientation meeting must be held within one week of contract award.

• Contractor must assign a single point of contact for day to day communications with

USDA/RD.

• A draft agenda will be provided by USDA/RD within one week of contract award.

Agenda will be continually developed and updated by USDA/RD as speakers are confirmed and added to panels. Updated agenda drafts will be provided as they become available.

• Regularly discuss project requirements, goals, deliverables, and next steps with RD and

POC

• Provide weekly milestone reports to include status and updates on current tasks and deliverables pending completion

• Respond to USDA requests for ad-hoc reports, updates and information when requested.

• Monitor conference registration; provide weekly updates to POC

Venue/logistics

• Participate in site inspections with POC and OECD

• Secure and coordinate audio visual equipment and services as required by the conference to include dedicated technician support

• Oversee venue set up (requirements for each room will be provided to the contractor at the kickoff meeting).

• General Session Meeting room to accommodate 500 people with theatre style seating (classroom style may be considered as an alternate); Screens (minimum of two), projectors (rear screen), and audio that are suitable and appropriate for the size of the room and allows for unobstructed viewing by all attendees in the room;

Staging of suitable size to accommodate a podium and panel of at least 6 speakers with unobstructed view of the screen

• Breakout rooms to accommodate 100 people Day 1 and 200-250 people Day 2 and 3 each with theatre style seating (classroom style may be considered as an alternate); Screen(s), projector(s), and audio that are suitable and appropriate for the size of the room and allows for unobstructed viewing by all attendees in the room; Staging of suitable size to accommodate a podium and a panel of at least 5 speakers with a unobstructed view of the screen

• Speaker meeting room to check-in prior to presentation, connect with audio technician to confirm presentation specifications and requirements, and meet with USDA/RD staff as needed

• Registration area to facilitate check-in and document distribution for a maximum of 500 attendees

• OECD Secretariat meeting room One (1) room for

• One (1) Exhibition Area to accommodate a minimum of 20 tables/booths interspersed with seating areas and small meeting areas. Work with USDA/RD to design and coordinate the layout of the Exhibit area.

• Coffee Break areas

• Press media area/room

• Oversee meals and reception logistics

• Coordinate the 300 room block (courtesy hold) for Conference attendees

All attendees will be responsible for paying all costs related to accommodations, tax, and any applicable service fees.

Provide booking instructions to include room reservation deadline (maximum of 3 weeks prior to arrival date preferred), room block booking code (online or phone reservations), and all other applicable specifications

Government does not guarantee that all 300 rooms specified above will be utilized by attendees.

Registration

• Assist US conferees prior to the conference, including registration support, logistical and travel related inquiries. Contractor is not responsible for recruiting attendance.

• Send final communications to registered conferees via email to include logistical details of conference, i.e. final dates/times, locations, confirmed session details, security information, etc.

Closed receptions and lunch

• Manage invitations for invitations for any receptions, dinners and lunches.

• The contractor will be responsible for distributing an invitation via email to the list of invited guests to meals.

Assist US conferees prior to the conference, including registration support, logistical and travel related inquiries.

• Contractor will be provided a list, of targeted invitees.

Branding and Communication

• Create and finalize conference identity consistent with Department of Agriculture, Rural Development, White House Rural Council, and Administration-wide branding within three rounds of drafts, based on input and recommendations from USDA/RD and POC

• Develop templates for marketing collateral (including invites (hard copy and electronic), posters, pamphlets, tent cards, announcements, and PowerPoint templates) based on approved conference identity

• Send final poster design(s) to printer and order/purchase twenty (36” x 48” and “24x36”) unframed, mounted posters for use as directional, general conference, and breakout session signage

• Within three weeks of the contract award, create, configure, host, and maintain a customized conference information and registration website with the following requirements:

• Incorporate approved conference identity into a framework for the conference registration web site.

• Secure 24/7 online access

• 508 compliance

• Separate website landing pages must be created for each day of the conference as not all invitees will be offered to attend both days

• Website access must be able to generate a user ID and password when registering for the conference to allow for registrants to register for breakout, and update relevant information for the summit.

• Website must provide printable forms of all material generated or hosted on the site related to the program.

• Create conference website using text approved by USDA/RD and POC for the following pages:

Home About Agenda Logistics & FAQ’s: location, travel, directions, hotel information (to include sleeping room booking information), etc.

Field trips Exhibitors Contact

• Complete periodic updates to the web site to include information as it becomes available and email notifications to the registrants of the updates

Exhibition Area – Day 1 only

• oversee exhibitor process registration and sign-up

• Create Exhibitor request form to be posted on Conference website. Forms will be returned via email by the interested parties directly to USDA/RD. (Appropriate email address will be provided)

• Form should indicate space will be assigned on a first come, first served basis with equal distribution among invited groups

• USDA will provide a deadline date for Exhibit Form submissions

• USDA/RD will notify contractor of exhibitor assignments

• Contractor will notify exhibitors and coordinate logistics related to participation in the

Conference Exhibit Area to include (but not limited to): shipping, booth specifications and inclusions, signage requirements and restrictions, materials distribution, display specifications, technical requirements, and av equipment availability. Address any technological or logistical needs of assigned exhibitors (as designated by USDA/RD)

• Oversee the set-up of the Exhibition Area

• Contractor is not responsible for recruiting exhibitors.

• No exhibit fee shall be charged. Ancillary costs, such as electrical, internet, a/v etc for exhibitors shall be provided as part of the rental facility.

• Conference Support Photographer

• Ensure a photographer is on-site and high quality photographs of the sessions are captured.

Video /audio recording for each session:

• Contractor should ensure that there is video/audio recording for each session. To this end the contractor should:

• Secure and coordinate audio visual equipment and services as required by the conference including dedicated technician support.

• Ensure that any video recording is of the highest quality, high definition and is /finalized in a form compatible with multiple viewing formats.

• Provide the final product in the form of a downloadable link to POC, along with hard copies.

Live Streaming/ Webcasting:

• All policy panels, opening and closing sessions plus any media events should be live streamed. The contractor should have or engage a live webcasting partner: with Video webcasting services that offers:

• Live webcast distribution via IP, or Satellite

• Moderated chat and even LMS, testing and certification programs.

• The event should be able to be viewed by a worldwide audience Create a branded

Media Portal as a web destination that can be shared with different networks in real time

• Streaming webcast technicians and event producer on site

• Pre-webcast testing and any required pre-production

• Unique web address URL for the webcast event or portal if needed

• unlimited number of live webcast webinar participants

• Live Video webcast interface player with Synchronized PowerPoints during the

Live webcast

• Speaker photographs and session descriptions with video streaming

• Live Q&A, polling and surveying for immediate feedback

On-site Fieldtrip support:

• There will be between 2-3 fieldtrips offered at the end of the event. Contractor will work with POC to :

• Collect information at time of registration about field trip participation. To have an accurate count of participants for each field trip.

• Determine if there is still room on a field trip or if an attendee wishes to switch, work with the person as needed.

• Ensure that Fieldtrip descriptions and list of those participating are are posted.

• Understand the logistics for each fieldtrip to properly direct the participants and respond to questions.

• Assist with field trip departure logistics help direct participants to appropriate buses.

On-site signage

• Post Necessary Signage (banners and mounted signs) at conference venue and in local environment to ensure attendees are able to find meeting rooms, registration areas, etc.

On-site staff support and coverage:

Ensure staff arrival prior to the event start each day with ample time to assist on-site OECD/USDA/RD staff, as directed:

• Provide staff members for on-site conference support with the following minimum coverage requirements:

• Sufficient staff to setup the venue and manage registration desk. Staff allocation must be sufficient to keep registration at a maximum of 2 minutes per registrant while simultaneously giving priority to speakers checking in separately.

• Sufficient staff to manage full day operations from. Sufficient staff is identified as staff levels capable of providing all day-of requirements outlined in this PWS as well as capable of responding within 5 minutes to unforeseen requests during the course of the day without disruption of other required services.

• Assist with keeping the meeting rooms clean, orderly, replace tent cards at appropriate intervals and ensure that refreshments and water are changed between panels.

• Monitor meetings rooms for lighting, ventilation, temperature, acoustics and audio visual

• Monitor and facilitate breaks, ushering and assisting conferees to return or find meeting rooms.

• Help to set up exhibit area, table and conference materials

• Distribute name tags, conference folders and materials to conferees (as applicable)

• Serve as a logistics point of contact throughout the event

• Assist speakers with loading presentations to laptops if needed.

• Order meeting supplies and materials to include name badges and folders

• Merge, print and stuff name tags, design and print tent cards for panel speakers

• Print copy and assemble conference material folders; additional documents (i.e. speaker bios, abstracts, agendas) for inclusion to be provided by USDA/RD on an agreed upon deadline.

• Collect and package all materials and deliver to the venue(s) for the conference

• Secure registration desk and staff room during the day’s events

• Secure and provide dedicated audio visual technician support for the duration of the meeting at the selected venue

• Task and Deliverables Schedule, this list does not include all required deliverables but identifies important deliverable delivery requirements within the first 3 weeks of performance.

Additional deliverables identified within the PWS will be given delivery dates during the Kickoff/Orientation Meeting:

• Within 1 week of contract award:

• Conduct Kickoff/Orientation Meeting

• Provide options for conference identity and graphic treatment for review by

USDA/RD

• Within 2 weeks of contract award:

• Provide draft of website populated with all relevant information (including, but not limited to agenda, hotel and travel information, exhibitor information and request form, and registration capability for review by USDA/RD

• Within 3 weeks of contract award:

• Provide exhibit floor plan

• Launch website

• Post-Conference Support

• Facilitate appropriate disposal and / or delivery of meeting materials

• Ensure proper payment of all sub-contractors including Conference Facility.