AMRAAM_IUR_2025_2026.pdf

AMRAAM International Users’ Review (IUR) Dates: 20-24 April 2026 Location (Host Hotel): Fairmont Dallas, 1717 N Akard St, Dallas TX

The AMRAAM International Users’ Review is aimed at providing Advanced Medium Range Air-to-Air Missile (AMRAAM) International users the latest information by providing detailed briefings, working groups, and offering topics of discussion related to the AMRAAM missile and software upgrades. The focus is on the AMRAAM international partners. Attendees are from 42 countries (both military and civilian), US government employees and Department of Defense contractors. Attendance is by invitation only; this review is not open to the public.

Approximately 310 people, including vendors, are expected to attend the 2026 conference.

CONFERENCE SUPPORT

The preponderance of this requirement is to utilize the contractor’s support services two times per year, for the IUR pre-planning meeting (3 ½ days to include travel) as well as the actual event (7 days to include travel), to provide full support for the AMRAAM International Users' Review (IUR). Other services will be required as outlined below.

PRE-PLANNING

Facility Support Services Requirement:

The contractor shall sign the contract with the host hotel for the AMRAAM International Users' Review no later than 28 Feb 2025. Attendees are not expected to exceed 310 people.

The contractor shall be available and attend one pre-planning meeting for the AMRAAM IUR, which will be held at the Fairmont Dallas (host hotel). The pre-planning meeting will be held at Fairmont Hotel and will last for 2 days and 2 days travel.

The contractor will be responsible for providing and monitoring audio/visual rental and performance at the event (assumed to be provided by the hotel vendor). Contractor will attend all A/V operational, and sound checks and address any deficiencies and recommend best set up (i.e. A/V room diagram of room setup with A/V equipment during pre-planning for A/V quote and establish details of what the A/V can provide (i.e. number of handheld vs lapel mics)

The contractor will assist or recommend food service choices to the government, and recommend seating set up for meals in exhibit room, if required.

Administrative Support:

Badges and conference nameplates will need to be generated prior to the event (templates, names, titles, etc. will be provided by the government 3 weeks before the event). The contractor would print and assemble badges up to 2 weeks before the event and print nameplates. These would then be carried by the vendor to the event registration. The vendor will continue to support printing of badges and nameplates during the event as needed.

In addition, the contractor will recommend, design, and procure signage (ie banner, free standing, directional) as needed based upon the layout of the hotel.

IT Support:

The contractor shall include an option for IT support leading up to the IUR (not to exceed 120 hours), to build and standardize briefings, setup/build/print event agendas, maintain the AMRAAM IUR website and attend dry runs (up to 4) that will be held in Warner Robins, Georgia.

EVENT SUPPORT

The contractor will be responsible for payment of all charges incurred at the host site for the AMRAAM IUR. Charges include (but are not limited to) meeting room rental, food and beverages, audio visual, drayage services, hotel shipping and receiving, hotel business center charges and bus transportation if required.

The contractor will be available to accept credit card payment(s) for vendor fees as well as US government food and beverage fees (if required) and deduct these fees from the final hotel bill.

During the event, the contractor will provide up to 40 hours of IT support on-site at the host hotel during the event (April 2026) plus 2 days travel (travel days are in addition to the 40 hours of on-site support) will be required. The contractor shall include a photographer (one person) at the host hotel for the week of the IUR. 50 hours of on-site support + 2 travel days (travel days are in addition to the 50 hours of on-site support). The photographer will be required to take a group photo (approximately 310 people), photograph briefers, general session, exhibit hall setup, registration and ballroom setup as well as photograph two (2) after hour socials (all included in the 50 hours of on-site support).

The contractor will assist at registration (handing out schedules and “swag bags”) along with assisting in event space set up and provide oversight/assistance to the event chair as needed.

POST EVENT SUPPORT

IT/ADMIN support shall continue to monitor the established website, upload photos and briefings as requested. In addition, the contractor will collate the action items and conference feedback into a single Microsoft document (Word or Excel).

Briefings and working groups held during the AMRAAM IUR are unclassified. However, due to the nature of the discussions, all US and International attendees are required to submit a visit request and hold a security clearance at the Secret level per direction of the AMRAAM Foreign Disclosure Officer.

ATTACHMENT

MEETING/HOTEL VENUE REQUIREMENTS

Registration Desk adjacent to small Storage Room (must be able to lock): Start Day/Time:

Sunday, 8:00AM through Thursday, 6:00PM

Main Session – 310 PEOPLE CLASSROOM SET UP: Start Day/Time: Sunday, 8:00AM through 6PM on Thursday, (setup for A/V and flag displays, etc. will be on Sunday with a dry run of presentations on Monday)

Ballroom 2 Exhibit Hall VENDOR AND BREAKFAST/LUNCH SET UP:

Start Day/Time: Monday, 7:00AM through 6PM on Thursday (setup will be all day on Monday

– exhibit hall will officially open on Tuesday morning and tear down will begin after lunch on Thursday) *Note: Breakfast and Lunch will be served in the Exhibit Hall (or other agreed upon conference location) each day Tues-Thurs

Side Meeting Rooms: A total of 6 side meeting rooms (to hold 15 people each) will be needed all day on Monday (8:00AM-5:00PM). 4 of these meeting rooms will be needed throughout the week Tuesday-Thursday (8:00AM-5:00PM) (A/V in 2 rooms & no A/V needed in 2 rooms) . 2 of these rooms will be needed on Friday 8AM-2PM with A/V. (2 of these rooms classified capable is preferred but not required)

Working Groups: A total of 2 rooms (to hold 50-75 people each) will be needed all day (8:00AM-6:00PM) – either Wednesday and Thursday OR Tuesday and Wednesday (TBD)

Guest Rooms:

Saturday (early arrivals for setup, etc.): 50 Sunday: 150 Monday: 240 Tuesday: 240 Wednesday: 240 Thursday: 150 Friday: 50 **Rooms must be at prevailing USG lodging per diem**