Attachment 1 - DAFITC Ed and Trng Event Support SOW 16 April 2026.docx

Statement of Work (SOW) Department of the Air Force Information Technology and Cyberpower (DAFITC) Education and Training Event Support 16 April 2026

1.0 Background

The Department of Air Force Information Technology and Cyberpower (DAFITC) is an annual three-day event and exhibition focused on providing government and industry a forum to discuss present problems and future opportunities within the arena of Information Technology (IT) and Cyberpower.

2.0 Description of Services

The contractor shall prepare a (No-Cost) technical approach that will plan, organize, market and execute the DAFITC Event. Each year, the DAFITC Event focuses on themes that address cyberpower, IT acquisition reforms, initiatives and technical solutions. The annual event will encompass keynote speakers, seminar sessions, and an exhibition hall.

2.1 Site Selection

2.1.1 Site selected for the DAFITC Event should allow maximum participation of personnel from Maxwell AFB and Gunter Annex, and provides the most cost-effective way, such as lower per diem rates, to host non-local attendees.

2.1.2 The contractor shall provide the Government a list of three proposed sites/venues for the event within 30 days after the receipt of contract and/or receipt of the notice to exercise the option. The contractor shall not secure any venues until a written agreement between both parties has been established. The contractor is not required to conduct a cost estimate to host DAFITC Event for each proposed venues since this is a “No-Cost” contract to the Government.

2.2 Air Force Information Technology and Cyberpower Event

2.2.1 The contractor shall provide the following for the DAFITC Event:

2.2.1.1 Event:

a. Coordinate and secure one (1) auditorium for keynote sessions set up to accommodate up to 1,700 attendees. At the front of the room, staging, podium, microphones, and screens will be provided.

b. Have four (4) stand-alone microphones to allow for questions from audience members.

c. Provide at least two (2) rooms to serve as the Keynote Speaker/Distinguished Visitor (DV) preparation room.

d. Provide at least one (1) room to serve as the protocol room in proximity to the DV preparation room. Provide an area with light refreshments for breaks.

e. Provide bottled water to the event keynote speakers.

f. Information Technology/Audio Visual (IT/AV) support for the event to include, but not limited to: technical support, podiums with microphones, lavaliere microphones, LCD projectors, projection screens, computers, and high-speed internet access.

g. The contractor shall provide additional Audio Visual (AV) rooms. Additional rooms not to exceed a total of 18 rooms.

h. Live, Managed Video Broadcast Capability to include: 10 simultaneous keynote presentations, daily pre-event testing, video/broadcast management, project management, bandwidth and browser assessment, webcast consultation, real-time A/V and production support

i. Provide additional check-in stations for walk-in military/Gov't attendees on first day.

j. Military, civilian government employees, committee members, and invited government and industry speakers (including panel members) should not pay the registration fee.

k. Provide pre-event distribution of badges for Air University (AU) / Business and Enterprise Systems (BES) leadership, AU students and faculty, committee members, local AU/BES attendees.

l. Provide custom badges for VIP attendees, exhibitors, media and the DAFITC Event volunteers and committee members. To include, but not limited to, rank (if applicable), first and last name, organization name and respective badge holder.

m. Have distinctive identification on badges for all committee categories and Chair/Co-chair.

n. All marketing should use "Maxwell/Gunter" language.

o. Provide all signage for event.

p. Have monitors in foyer area broadcasting the keynotes/panels and have the ability for guests to ask the speaker questions via text or social media.

q. Set up online registration, coordinate and confirm numbers of all attendees with DAFITC Event Chairperson/Co-Chairperson(s) and Registration Lead.

r. Secure appropriate government hotel room block for the DAFTIC Event, pre-coordinated with DAFITC Event Chairperson or Co-Chairperson(s).

s. Contractor will be responsible for all room reservations at the hotel(s). DAFITC Chair/Co-chair will provide a list of "DV criteria" for those approved to book within the Government rate room block.

t. The contractor must coordinate with the local Chambers of Commerce and major hotel chains in Montgomery, Prattville, Millbrook, and Wetumpka. The objective is to secure a block of rooms, equivalent to at least 30% of their inventory, at the per diem rate. This room block must be reserved exclusively for active duty military and government civilian attendees and is to be separate from any other per diem room agreements. We will see if we can get you a percentage of rooms from the attendees last year.

2.2.1.2 Mobile Application

a. Contractor shall provide a fully functioning mobile app for the event. The app will encompass the DAFITC Event Guidebook. General information that must be included in the mobile app are:

1. Welcome letter by the President of Air University (on odd years) or Program Executive Officer (PEO) for Business and Enterprise Systems (on even years), including his/her biography and designated photo.

2. Welcome letter from the Mayor of Montgomery.

3. Complete event agenda for the duration of the event

4. Keynote speaker biographies with respective designated photos and position

5. Times of presentations for keynote speeches

6. Detailed seminar and breakout schedule with listing of seminar/breakout topics and its respective synopsis

7. Clear event and seminar map of the hotel layout to include room labels

8. Exhibiting vendor list and floor map

9. A detailed map of the local parking/shuttle areas

10. Local restaurant guide to include a map and local restaurant listings in the downtown Montgomery area.

11. Small Business page

b. The contractor shall provide services to include updates, maintenance and support of the mobile application for the duration of the event.

c. The contractor shall also provide services via the mobile app to include individual attendee breakout session registrations, the ability to register and deregister from breakout sessions, and notifications of event changes included times, breakout sessions room changes or added sessions. See 2.2.1.5 for Seminar/Breakout Session for additional requirements.

2.2.1.3 Support Operations:

a. Provide a room capable of seating fifteen (15) personnel to serve as the committee base of operations (i.e. Command Post) for end-of-day meetings/other discussions that will accommodate all committee members, AU, and BES leadership. At least two (2) laptops connected to the internet and a printer should be available for use.

b. Contractor will be responsible for assigning the DV parking plan, issuing parking passes for the reserved spaces. DAFITC Chair/Co-chair will provide a list of "DV criteria" for those approved to park in the reserved spaces and monitor those spots for compliance.

c. Provide designated secure, Wi-Fi for Public Affairs (PA) for the purpose of live-streaming the keynote speakers'/panels. This should come with a password designated for PA use only.

d. Provide a sign for the "Command Center" room.

e. Provide a whiteboard with markers/eraser in the Command Center.

f. Signs reflect the correct name of the event as, "Air Force Information Technology and Cyberpower Event.

g. Contractor will provide event logo. Logo must be approved by the Government DAFITC Chairperson. The logo must be versatile and able to appropriately fit on all digital media and print marketing.

h. Contractor will ship necessary supplies to event site.

i. Complimentary shuttle from designated attendee parking area to event site.

j. The contractor will provide sufficient staff for performing on-site event service functions such as duplication services, message handling, registration, information desk services, and IT/AV support.

k. Have a few parking directional signs for attendees driving in from Gunter (all parking signage assumed attendees would be arriving from 1-85/1-65).

l. Provide two (10x10) outdoor canopies for parking lot volunteers.

m. Provide water in each canopy for the DAFITC parking lot volunteers.

n. Contractor will ensure all support services, equipment, and facilities are cleaned and disinfected in accordance with local and federal requirements.

2.2.1.4 Website:

a. Have the robo-email system coordinated and approved to send messages on the AFNET and other .mil addresses. Assure that attendees are notified of registration.

b. Use the robo-email system to also send mass informational emails out to those registered prior to the event start date. This information can include schedule changes, what to expect at the event, Keynote speakers, etc.

c. Leave the ability to register open on the website until 3 days prior to the event start date.

d. Have separate dropdown for committee members, speakers, and protocol registrations. Provide a dropdown for attendees to sign up for: a) Small Business Forum; b) Small Business Networking event; c) Small Business, or d) Large Business.

e. Utilize website to announce call for topics and schedule for selecting topics.

f. Post Continuous Learning Instructions to website.

2.2.1.5 Seminar/Breakout Sessions

a. The contractor shall coordinate and secure (at the same location as the main event or within a five (5) minute walking distance) space for up to 12 concurrent seminar sessions, with some capable of holding up to 300 attendees.

b. Audio/Visual support to include, but not limited to: computer, LCD projector, projection screen, and internet access.

c. Live, Managed Video Broadcast Capability to include: 12 simultaneous streaming presentations, daily pre-event testing, video/broadcast management, project management, bandwidth and browser assessment, webcast consultation, real-time A/V and production support

d. Provide an area with light refreshments for breaks.

e. Breakout Session System. The contractor shall provide a comprehensive Breakout Session Management System to support event activities. This system shall provide the capabilities for attendees pre-event session registration via web the event website, attendee session registration for breakout sessions via the event website and the mobile app during the event, real-time attendee tracking by session and overall, and on-site attendance verification via badge scanning.

1. Event Session Registration – the contractor shall provide and maintain an online portal for registered event attendees to sign-up for individual breakout sessions prior to the event start date and provide and maintain a mobile app breakout registration and deregistration capability during the event. The system shall, at a minimum:

· Allow attendees to view a schedule of all available breakout sessions, including session titles, descriptions, dates, times, and locations.

· Enable attendees to register for their preferred breakout sessions and deregister from sessions when they no longer plan on attending.

· Prevent overbooking by automatically closing registration for a session once it reaches its maximum predetermined capacity.

· Automatically notify selected government personnel via email or electronic message via the mobile app when a breakout session has reached 100% of its registration capacity to allow for a timely decision on whether to schedule an additional session.

· Offer attendees an ability to be placed on a waiting list for a breakout session, indicate where the attendee is on the waiting list, and notify the attendees if they have been upgraded to attend a requested session.

· Provide attendees with a confirmation of their registered sessions, which can be printed or accessed electronically via mobile or other electronic devices.

2. High Demand Breakout Sessions – the contractor shall assess session demand and increase room capacity to maximize number of attendees ability to attend these sessions either by scheduling the session in a larger capacity room or offering an additional session to be scheduled the same day. The contractor will consult with the government team for anticipated high demand sessions and preplan scheduling to minimize room changes prior to opening of the registration for individual breakout sessions.

3. Attendee Tracking and Reporting – The contractor shall ensure the system provides real-time tracking and reporting of registration numbers for each breakout session. The system must:

· Maintain an accurate, up-to-the-minute count of the number of attendees registered for each breakout session.

· Provide government-designated personnel with access to a dashboard to view registration numbers and attendee lists for all breakout sessions.

· Have the capability to generate and export reports, in formats such as CSV or Excel, containing attendee lists and registration counts for each session.

4. On-site Badge Scanning – The contractor shall provide the necessary hardware, software, and on-site support to scan attendee badges at the entrance of each breakout session. This capability shall:

· Utilize barcode or QR code scanning technology compatible with the conference-issued attendee badges.

· Instantly verify if an attendee is registered for the specific breakout session upon scanning their badge.

· Record the attendance of the individual for that session in the system.

· Provide a clear and immediate indication to the operator if an attendee is not registered for the session or if the session is at capacity.

· Ensure all scanning equipment is operational and staffed by trained personnel during all breakout session periods.

2.2.2 Vendor Exhibition

a. Coordinate and secure one (1) space large enough to accommodate exhibitor booths and approximately 3,000 attendees.

b. Virtual Tech Expo: Provide and manage virtual platform for each vendor booth with the capability to host vendor provided videos, public and private chat rooms, and access to vendor provided documents. Includes up to 10 Air Force designated booths (aka "Flightline") in addition to private sector participants

1. No cost for Military/Government displays in “Flightline” area. In other areas not designated as “Flightline” military/government shall pay vendor specified rate.

c. Provide distinct badges for exhibitors to include, but not limited to, first and last name, company name, and badge holders.

d. Provide all supplies necessary to conduct the AFTIC Event Exhibition.

e. Provide all signage for the exhibition.

f. Recruit, coordinate, and confirm registration for exhibitors.

g. Coordinate and confirm sales of exhibition booth spaces.

h. Establish a "pre-registration" line for "flightline" booths and its attendees.

i. Establish process and available space for Government booths (i.e.: how to reserve a space, where and when to set up, etc.).

j. Extend Exhibit Hall times so that attendees can visit after the event each day.

k. The contractor will provide sufficient staff for performing on-site exhibition service functions to include, but not limited to, duplication services, message handling, registration, information desk services, and IT/AV support.

2.2.3 Program Management

a. Provide comprehensive program management support under this contract. This includes the management and oversight of all activities performed by contractor personnel, including subcontractors, to satisfy the requirements identified in this Statement of Work. The contractor shall identify a Program Manager (PM) by name and key personnel, who shall provide management, direction, administration, quality assurance, and leadership of the execution of this contract.

2.2.3.1 Create a status update template that includes the following:

a. Activities during reporting period, by task (Include: On-going activities, new activities, activities completed, progress to date on all above-mentioned activities). Start each section with a brief description of the task problems and corrective actions taken. Also include issues or concerns and proposed resolutions to address them and Government actions required. The status update is due to the DAFITC Event Chairperson/Co-Chairperson(s).

2.2.4 DAFITC Event Guidebook

a. The contractor shall print the DAFITC Event Guidebook containing the following pages:

1. Overview page of all keynote speakers with their designated photo, position, and time in which they will present their speech at the DAFITC Event

2. Welcome Letter by the President of Air University and Program Executive Officer (PEO) for Business and Enterprise Systems, including his/her biography and designated photo.

3. Welcome letter from the Mayor of Montgomery.

4. General information, complete event agenda for the duration of the event, keynote speaker biographies with respective designated photos, small business page, clear event and seminar map of the hotel layout to include room labels, exhibiting vendor list and floor map, detailed seminar and breakout schedule with listing of seminar/breakout topics with its respective synopsis, a detailed map of the local parking/shuttle areas, and local restaurant guide to include a map and local restaurant listings in the downtown Montgomery area.

b. The total number of printed publications should be sufficient enough to accommodate all attendees.

c. Advertisements in the Guide. According to the 2013 DoD Relations With Non-Federal Entities, Ethics Counselor’s Deskbook, para. VIII.A.3.c.2, "Providing advertisement opportunities in a program, as long as the ad is clearly indicated as such and includes a disclaimer that the ad does not constitute an endorsement by DoD" is permissible. Disclaimers are necessary. Advertisements shall be located in the back of the guide, as to not give the appearance of a connection to Air University, AFPEO BES, or DoD substantive information.

d. Provide DAFITC Chair/Co-Chair adequate time for Guidebook review and approval, minimum of 45 days prior to event.

2.2.5 Service Delivery Schedule

The contractor shall provide an overall event deliverables schedule outlining all of the tasks required as part of this SOW. This schedule is to be provided to the Air Force within 30 days of contract award.

July-August, article due on a bi-weekly basis

3.0 Non-Personal Services

The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and guard against any actions that are of the nature of personal services, or to give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the CO immediately. These services shall not be used to perform work of a policy/decision making or management nature, i.e. inherently Governmental functions. All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

4.0 Experience Required

a. Coordination and execution of event of at least 1000 attendees

b. Experience with streaming live video and audio broadcasts highly desired but not required

c. Experience with building and managing event website

d. Experience with building and managing mobile applications in support of event events

5.0 Action due to Government limitation on travel or event attendance In the event a government directed limitation on travel (i.e. pandemic, national security event, etc.) affects the ability to hold an in-person event in Montgomery, AL, the government will review costs and determine what, if any, expenditures or operational costs will be covered or reimbursed.