Attachment_1_-_Statement_of_Work.pdf
PDF 136 KB Posted
- Attached to
- NIGC Training Conference Center
- Solicitation number
- 140D0426Q0833
About this file
This is a meeting room requirements document for the National Indian Gaming Commission (NIGC), Department of Interior, for a National Training Conference scheduled for February 2027 (two days, either Tuesday-Wednesday or Wednesday-Thursday schedule).
The document specifies facility and service requirements for approximately 300 attendees. The facility must be located no more than 50 miles from Palm Springs International Airport and provide a courtesy block of 75 lodging rooms from check-in night prior to the event through check-out day post-event. The NIGC requires one main conference room and three breakout rooms configured with crescent-style seating (round tables of 6-10 attendees), podiums, and multiple wireless microphones per room. Audio-visual support must include projector screens with audio capability, podiums with wireless microphones in all rooms, HDMI display in/out capabilities for live streaming in at least one room, and hardline internet access dedicated to virtual conference streaming. On the day prior to the event, two hours of NIGC staff with A/V technical support is needed for setup and testing. A small meeting room for 10-15 people must be available both days from 7:00 AM to 5:00 PM with teleconference capabilities. Additional requirements include dedicated Wi-Fi access for presenters and staff, light refreshments (water, coffee, tea, soft drinks), check-in table seating for 2-3 people outside the main conference room, and self-parking availability (free parking preferred). The document notes that facilities requiring a Food & Beverage purchase with room rental should still submit bids for consideration.
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| Sol_140D0426Q0833.pdf |
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Text version
NIGC National Training Conference February TBD (two days subject to availability), 2027
August 26, 2026
Meeting Room Requirements:
The Department of the Interior (DOI), National Indian Gaming Commission (NIGC), requires two days for event on either a Tuesday-Wednesday or Wednesday-Thursday schedule in February 2027.
- We request a courtesy block of 75 lodging rooms for check-in night prior to the event until check-out day post the event.
- Facility location must be no more than 50 miles from Palm Springs International Airport.
Additionally, NIGC requires:
1. Conference Room:
• On Day prior to event, we will need -2 hours of NIGC staff with AV technical support for set-up and testing.
• On Day 1 we will need a conference room with space for 300 attendees from 8:00 AM – 12:00 PM. We will need A/V in the room (projector/screen, podium w/wireless mic, table for 3 guest speakers to the side of the podium facing the audience with 3 wireless mics, and 2 wireless mics for roaming mic holders to allow audience members to speak).
Setup:
o Outside of Conference Room 7:00am - 5:00pm: One table seating with seating for 2 - 3 people to check-in participants. Dedicated Wi-Fi access, a power strip, and power outlet needed for both event days.
o Conference Room: 8am - 12:00pm: Crescent style (round tables of 6-8) with podium and table for 3-6 guest speakers with microphones facing the audience. Projector screen with audio. Two wireless mics for questions. Audio/Display HDMI in/out for live streaming. One additional table in one room for managing logistics/tech for virtual conference platform, hard line internet access, a power strip and technical support.
o Conference Room/Breakout Rooms: 12:30PM - 5:00PM: A total of three breakout rooms (can include the main conference room). Crescent style (round tables of 6-8) with podium and table for 3-6 guest speakers with microphones facing the audience. One wireless mic per room for questions. Projector screen with audio. Audio/Display HDMI in/out for live streaming in one room. Live stream room will also need an additional table for managing logistics/tech for virtual conference platform, hard line internet access, and technical support.
• On Day 2 we will need three breakout rooms to split 300 attendees from 8:00 AM – 5:00 PM. We will need A/V in the room (projector/screen, podium w/wireless mic, table for 3 persons to the side of the podium facing the audience with 3 wireless mics, and 1 wireless mic for roaming mic holders to allow audience members to speak.)
Setup:
o Outside of Conference Room 7:00am - 5:00pm: One table seating with seating for 2 - 3 people to check-in participants. Dedicated Wi-Fi access and power outlets needed.
o Conference Room/Breakout Rooms: 7:30AM - 5:00PM: A total of three breakout rooms (can include the main room). Crescent style (round tables of 8-10) with podium and table for 3-6 guest speakers with microphones facing the audience. One wireless mic per room for questions. Projector screen with audio.
Audio/Display HDMI in/out for live streaming. One additional table in one room for managing logistics/tech for virtual conference platform, hard line internet access, a power strip and technical support.
2. Audio Visual and Wireless Internet Support: We will need A/V hardware and support each day. Direct hardline internet in one room for virtual conference/streaming capabilities. HDMI for display and audio in/out in one room for live streaming. Dedicated wifi access for presenters and staff to access from any room. Main room with four wireless microphones and both breakout rooms with two wireless microphones each. Podium in all rooms. Display screen and room audio for all rooms.
3. Small meeting room for 10 -15 people both days. from 7:00AM - 5:00PM. Seating in meeting table set up with teleconference capabilities and close to main event room(s)
4. Food and Beverage Functions:
Provide light refreshments for those attending the conference. Light refreshments are defined to include, but not limited to, water, coffee, tea, soft drinks. Disclaimer: if your facility requires a Food & Beverage purchase with room rental, still submit your bid for consideration.
5. Parking:
Free self-parking is ideal, but at a minimum self-parking must be available to guests.
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