Statement_of_Work.docx

Statement of Work (SOW) Project: Venue for FY2019 Financial Management Training

GENERAL INFORMATION

1.0 Scope of Work: The USDA/Financial Management Services Center (FMSC), New Orleans, LA is planning a Financial Management Training Conference in Washington, DC from July 9 to July 11, 2019. We are interested in leasing a venue with the capacity to hold 500-550 participants.

2.0 Background: The USDA Financial Management Training (FMT) is an annual event, hosting 500 to 550 plus participants. The FMSC is seeking a venue that can meet the afore mentioned capacity and which is located in downtown Washington, DC within close proximity to federal government offices and major hotels.

CONTRACTOR REQUIREMENTS

3.0 Technical Requirements/Tasks:

· Facility must have a Plenary Session Room that can hold approximately 500 plus participants with classroom style seating. The room should be large enough to accommodate a head riser, dais and dual projection screens. The conference facility must be handicapped accessible, and provide dedicated resources, with backup capability to manage the logistics surrounding conference events. A designated registration area must be provided with tables, chairs, table cloths, table skirts and space for tabletop displays and signage.

· Need 3 rooms with a maximal capacity of 180 to hold concurrent Breakout Sessions with classroom style seating. These rooms must accommodate a head riser, dais and single projection screen. All rooms must have lighting over the Speaker Podiums.

· Need 2 additional rooms for storage of equipment and materials. These rooms should be furnished with tables and chairs to accommodate work space for conference planners.

· Need Audio Visual equipment and support personnel. Audio visual technical support must be available to set up, trouble shoot and monitor room A/V equipment and usage in Plenary and Breakout Session Rooms. WIFI internet access required. Laptops and/or PCs will be needed for each room. Need three wireless lavaliere microphones and three standing floor microphones.

· On-site catering capabilities required.

· Provide easels for signage, to direct conference participants to meeting rooms.

4.0 Deliverables / Schedule: Rooms must be available on Monday, July 8 for Move-in and testing of audio-visual equipment. The FMT conference days are Tuesday, July 9 through Thursday, July 11, 2019. Registration will be held at 7:30 am each day and the Training will occur from 8:30 am to 5:00 pm.