Attachment 1 - Statement of Work.pdf

UNCLASSIFIED

STATEMENT OF WORK: AERO WEEK

WORKING WITH NGA

The National Geospatial-Intelligence Agency (NGA) delivers Geospatial Intelligence (GEOINT) information that provides a decisive advantage to policymakers, warfighters, intelligence professionals, humanitarian efforts and first responders. NGA supports the National System for Geospatial Intelligence

(NSG), which supports our Department of Defense (DoD), Department of Homeland Security and the

Intelligence Community. NGA leads the world in timely, relevant, accurate and actionable GEOINT.

NGA has a need to host a conference in an event space capable of meeting the specifications in this

Statement of Work (SOW). The conference will bring together partners from Government and foreign nations to meet and collaborate on the most important issues and requirements within NGA’s GEOINT

Aeronautical Navigation area of responsibility.

EVENT DESCRIPTION

Aero Week is a private annually held aeronautical conference, hosted by NGA’s Aeronautical Navigation

Office. The event will almost entirely consist of presentations in the Main Event Space. Concurrent breakout sessions will be conducted in nearby meeting/conference rooms.

2023 CONFERENCE DATES June 5-9, 2023. (June 5 will be setup day, events begin June 6) This event will occur annually in roughly June for the next four (4) years. The basic structure of the

2023 event will be similar to each event.

PROJECTED NUMBER OF ATTENDEES: 250 – 350 (NOTE: This is based off of historical data with pre-COVID numbers. The Contractor shall provide an event space and hotel accommodations capable of hosting the projected number of attendees.

ATTENDEE DESCRIPTION U.S. government/military members and affiliates, foreign government/military partners. Historically, about half of our attendees are local.

VENUE REQUIREMENTS

AVAILABILITY

• Venue must be able to meet all requirements between June 5-9, 2023.

• Venue should be able to support this event annually each year in roughly June 2023-

2027.

LOCATION

• Shall be within 15 miles of Lambert Airport.

• Shall be within a tenth of a mile walking distance to a variety of restaurants

CONNECTIVITY

• Reliable, high-speed Wi-Fi connection throughout property. Speed must support video conferencing capabilities.

• Teleconferencing capabilities in meeting rooms for either Zoom or WebEx.

FOOD AND BEVERAGE

• Complimentary water and coffee provided by venue in Main Event Space (the Federal government is not permitted to purchase refreshments of any kind)

SOCIAL HOUR

• We intend to invite Aero Week attendees to an informal social at a local restaurant after the first day of events, around 5:00 pm on Tuesday, June 6. Everyone will be paying individually. Not be a private event so bar can be open to guests.

SECURITY

• All meeting rooms must be locked nightly to safely store NGA property

PARKING

• Ample parking shall be available

• If paid lot only, venue must be willing to validate parking

LINENS

• Any banquet tables used shall include linens

LODGING

• Event guests will be paying individually for their lodging.

• Rooms at the 2023 DoD approved government lodging rate for the St. Louis area are required.

• NGA shall not be charged for unused rooms in a room block.

MAIN ROOM

• Theatre-style seating with capacity for up to 400 attendees

• In-ceiling speakers for quality sound throughout

• Platform riser stage or permanent stage

• Pipe and drape backdrop for stage

• Uplights for stage backdrop

• Podium in center of stage with holder for wireless mic

• Approximately 6 wireless microphones

• Projector screen (1-2) to ensure full visibility in room

• Sound board for mixing and channeling wireless mics

• Possibly 2-3 microphone stands (TBD)

• A/V setup and teardown

• On-Call A/V support in the event of a technical issue

• Welcome are spacious enough to support multiple information booths and check-in tables. Tables should be provided by the venue.

MEETINGS ROOMS

• Approximately three or more meeting rooms for sidebar events o Please provide description of meeting rooms available

• Conference table seating or classroom style seating in meeting rooms

PREFERRED AT VENUE

BUSINESS CENTER – Access to computers, printers, and fax machines.

HOTEL SHUTTLE – Complimentary transportation to/from St. Louis Lambert Airport.

EVENT CONTACT

Kristen Linton

314-676-8766

Kristen.A.Linton@nga.mil

Lori Watson

636-321-5334

Lori.C.Watson@nga.mil mailto:Kristen.A.Linton@nga.mil