Attachment 1 - SOW.docx

UNCLASSIFIED

STATEMENT OF WORK: NGA AERO WEEK Conference

WORKING WITH NGA

The National Geospatial-Intelligence Agency (NGA) is part of the U.S. Department of Defense. The federal government operates differently than corporate and civilian entities, and has unique requirements and restrictions regarding events and government spending. Flexibility and understanding is helpful when working with us and our differentiated situation.

EVENT DESCRIPTION

AERO WEEK is a private annual conference consisting of concurrent large and small working group meetings, hosted by NGA’s Aeronautical Navigation Office.

DATES:

Year 1: November 1-5, 2021 (Setup of space required day of October 31, 2021) Year 2: Winter 2022 (exact date TBD) Year 3: Winter 2023 (exact date TBD) PROJECTED NUMBER OF ATTENDEES: The Hotel shall be capable of hosting a minimum of 250 – 350 attendees per conference.

ATTENDEE DESCRIPTION: Military and civilian business personnel, national and international.

ATTENDANCE TYPES: Aero Week is being planned as a hybrid event, consisting of a main in-person conference that facilities virtual attendance by being streamed via Webex.

REQUIREMENTS

AVAILABILITY: Venue must be able to fully accommodate all requirements for AERO WEEK on the dates listed above LOCATION: Must be within 30 miles of Downtown St. Louis CONNECTIVITY: Must have reliable, high-speed Wi-Fi connection (at least 400mbs upload and download) and teleconferencing capabilities in all meeting rooms.

REFRESHMENT: Water stations shall be present in every banquet room SECURITY: Banquet rooms must be locked nightly to safely store NGA equipment and materials PARKING: Must have ample parking available LINENS: All tables are required to have linens. Black is preferred. Navy Blue would be second choice. Please describe linen options BUSINESS CENTER: Hotel shall have a business center available with complimentary access to at least one computer with internet and accompanying printer.

FLEXIBILITY: This Statement of Work is representative of the historical size and scale of past Aero Week events. As it is not possible to predict what impact COVID will have locally, globally, or federally in November, flexibility and understanding is required from the venue to allow for and accommodate deviations from this original Statement of Work as a result of COVID.

CANCELLATION/CHANGE POLICY: The venue is required to accommodate a cancellation policy that grants the Government the opportunity to cancel the conference if given at least 30 days notice. The government reserves the right to change event dates due to the pandemic at no extra charge.

MAIN ROOM: Classroom style seating for a minimum of 250 to a maximum of 400. Main Room must have a podium with microphone stationed at the front for lecture-style presentations. Room will be used for the duration of the week.

Audio Visual: An appropriate sound system of embedded speakers and viewing screen(s) via overhead projector, allowing all conference attendees to hear and see all presentations. Between 2-4 Catchbox or Qball style microphones for audience participation. Soundboard for live mixing and channeling mics, should have output to function as audio source for virtual attendees via Webex. Platform stage with pipe and drape backdrop. LED uplights for backdrop (qty TBD). Power supply at each table for charging electronic devices. A/V setup and teardown. On-call tech support (on-site, in-house tech support preferred). Please describe any equipment you may have to support streaming via Webex.

BREAKOUT ROOM 1: Classroom setup for 30-40. Will be used for the duration of the week.

Audio Visual: Projector & screen preferred

BREAKOUT ROOMS 2 & 3: Can be smaller in capacity (10-20) than Breakout Room 1. U-shaped setup preferred. Rooms will be used for the duration of the week.

Audio Visual: Projector & screen preferred EXHIBITION AREA: An open space (mezzanine, hallway, or general use area) for exhibitors to display their information on banquet tables and mingle with attendees. Should have sufficient power outlets and be near Main Room. Approximately 6 or fewer rectangular banquet tables will be needed for this area.

HOTEL: Rooms at the government lodging rate for St. Louis are required. Please include the number of rooms you can accommodate at a government rate. Attendees will be paying individually. If you require a block to reserve military rooms, NGA cannot be charged for unused rooms in our block.

EVENT CONTACT

Kristen Linton 314-676-8766 Kristen.A.Linton@nga.mil

UNCLASSIFIED

UNCLASSIFIED

UNCLASSIFIED

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