Attachment 1 - STRATCOM Symposium Event Planning.pdf

Event Planning/Venue Service Requirements 2021 U.S. Strategic Command Deterrence Week

PERIOD OF PERFORMANCE:

Performance Dates 1 April 2021 – 31 July 2021

Event Dates:

27-29 July 2021 (Primary) 20-22 July 2021 (Alternate)

Background. U.S. Strategic Command hosts a distinguished group of US Government officials, International dignitaries and military officials, as well as academic and industry professionals in discussions over a three day period that focus on strategic deterrence. This event will be called the 2021 U.S. Strategic Command Deterrence Week, or for short, “DW 2021.” This forum continues the discussion that the Commander, U.S. Strategic Command began in 2009 at the behest of the Secretary of Defense. The 2009 event hosted almost 500 attendees and over 685 attendees in 2020.

Event Planning Service. U.S. Strategic Command Deterrence Symposium representatives will manage event planning for the core event, and will be referred to in this document as “STRATCOM.” Contracted professional event planning assistance is required to construct and manage a symposium website, provide a means for participant registration/conference fee collection, provide on-site event management, and handle catering service arrangements.

1. General Event Planning Information and Requirements.

a. Dates: DW 2021 will be held 27-29 July, 2021 (Primary), 20-22 July 2021 (Alternate)

(Note: 27 July is the setup date. 28-29 July are the Symposium dates.)

b. Size: DW 2021 will host approximately 700 attendees.

c. Location. DW 2021 will be held at one of the major conference venues in the Omaha area. See Page 3, Section 4.

• Note: CLIN 1001 is an option CLIN to support the possibility of a transition to a virtual symposium. The Contractor shall be prepared with the capability of providing continued planning with STRATCOM to change the event from in-person to virtual.

d. Catering Service: The major conference venues typically require the use of their in-house catering service. The contracted event planner will work with the caterer to provide the following:

• Serve light continental-style breakfast on the mornings of 28 & 29 July for approximately 700 people. The breakfast will be set up buffet-style on tables placed in the reception area, and several cocktail-style standing tables will be placed as well.

• Check and fill panel room water.

• Provide coffee and water in the reception area.

• Provide soda and snacks in the reception.

• Pre-place coffee and water at the 14 Distinguished Visitor.

• Serve customized lunch on both 28-29 July. Provide two primary meal choices each day and an optional vegetarian/vegan meal.

• Serve a pre-dinner reception on 28 Jul.

• Serve customized dinner on 28 Jul. Provide two primary meal choices each day and an optional vegetarian/vegan meal

2. Contracted Event Planner Responsibilities.

a. Create and maintain a 2021 Deterrence Week event website (Note: asterisked items would be accessible/updatable by designated STRATCOM personnel):

• Event summary (*Classified Day, Deterrence Symposium, Experience Day)

• Event agenda (*)

• Speaker/panelist biographies (*)

• Event registration (*Classified Day, Deterrence Symposium, Experience Day)

• Event lodging information and links

• “Things to do in Omaha” links

• STRATCOM Event staff contact listing

• Prior year’s event summaries with link to USSTRATCOM video webpage

• Information on who to contact for event questions (STRATCOM) and registration system problems (contracted event planner)

b. Integrate an event registration service for all three Deterrence Week events into the website with the following requirements:

• Registration will be voucher-code restricted.

• Registration will require fill in fields as determined by STRATCOM.

• The registration system will automatically generate confirmation e-mails to the registrant and to

STRATCOM

• Web-based registration will close seven (7) days prior to day one of the event.

• Based on the mandated registration field, information will populate an internet-accessible event database, able to be exported to Microsoft Excel. Data will be available to STRATCOM 24 hours a day via password-protected access to the database.

c. Build and maintain a separate database to track symposium distinguished visitors, speakers, and panelists. The database will be used on a continuing basis and serve several purposes, to include but not limited to tracking distribution letters and mail merge contact information.

d. Produce participant name badges with design-approval from USSTRATCOM.

e. Sub-contract with the catering service

f. Collect conference fees via participant credit-card, check, and cash payment.

g. Provide sufficient representation at the symposium.

3. Fee

a. The contracted event planning service will charge the government a flat fee inclusive of all responsibilities as listed in this Statement of Work, based on an approximate symposium attendance of 700 people.

b. No inclusive or additional per-attendee fees will be assessed.

c. No profit margin will be realized through any subcontract, service, or item procurement.

4. Event Planning Service/Event Venue. U.S. Strategic Command Deterrence Symposium representatives will manage event planning for the core event, and will be referred to in this document as “STRATCOM.”

Contracted professional event planning assistance is required to construct and manage a symposium website, provide a means for participant registration/conference fee collection, provide on-site event management, and handle catering service arrangements.

a. Date. DW 2021 will be held on 27 Jul-29 Jul, 2021. 30 July is the setup day. 28 & 29 Jul are the Symposium dates. The entire venue must be available from 1000-1700 on 27 July for STRATCOM support staff setup activities. It must be available from 0530-2200 on 28 July, and 0530-1800 on 29 July.

b. Size. DW 2021 will host approximately 700 attendees.

c. Stature. A logistically simple, convenient conference will provide great benefits in both inter-governmental and international relationships of the attendees. The venue must be of a high quality suitable for the distinction of the attendees and will foster goodwill in future deterrence endeavors of USSTRATCOM.

d. Location. The event venue must be within 25 miles of Eppley Airfield and 25 miles of Offutt AFB. It must have a connected (for security) 3.5-4 Star hotel to lodge 50 distinguished panelists and international guests. Additional hotels offering a potential availability of 350 rooms must be within a 5-mile radius. Parking must be available and convenient for participants. Minimizing the travel time and distance between transportation hubs, hotels, and the venue is a critical feature of conducting this event efficiently and effectively.

e. Media connectivity. The venue must be accessible for media broadcasts and reporting.

f. Security. The event venue must be able to accommodate local, state, and federal security requirements for the invited attendees. The DW 2021 will be an unclassified event. Elements from USSTRATCOM Command Security must be given the opportunity to survey the general area one week prior to the event. Facility will need to have one Law Enforcement Officer on duty 28 July from 0630-2000, and on 29 July from 0630-1700.

5. Specific Facility Requirements – Room space. DW 2021 will require a facility with at least 14 rooms and a reception area to conduct the event, not including logistical support such as restrooms, etc. All rooms must be conference-quality, carpeted, with audio-visual appropriate lighting and acoustical quality. The specific requirements of each room are detailed below.

a. Panel Room. The Panel room must be of a size to support a maximum of 700 attendees at round table, banquet-style seating. The room must be equipped with a raised stage (approx 24 feet long by 12 feet wide by 24 inches tall); the stage will have a podium, tables, and seating for up to seven

(7) panel members. A hat/coat holding area will be included at the back of the room. Estimated size requirement for this room is 14,000 square feet. Additional Audio/Visual requirements for this room are detailed in paragraph 6.

b. Meal/Keynote Address Room. The Meal/Keynote Address room is an additional room required separately from the Panel room and must be set up identically to include attendee seating, stage and podium requirement. Estimated size requirement for this room is 14,000 square feet.

Additional Audio/Visual requirements for this room are detailed in paragraph 6.

c. Two Private Rooms. These rooms will provide private discussions, small meetings, and a place to conduct any actions required throughout the conference. It is to be furnished as an executive conference room with a 10-person conference table and chairs. Privacy curtains, garment hangar and waste receptacles will be placed as needed. It will be wired to accept phone, internet, and other electronic devices. It must be within close proximity to the panel room. Estimated size requirement for this room is approximately 1500 square feet.

d. Visitor/ panelist room. This room will be used by up to 50 visitors for personal business, panel preparation or coordination, private discussions, small meetings, and a place to conduct any actions the distinguished visitors or media may be required to accomplish throughout the conference. It will contain at least 8 small tables, with chairs, privacy curtains, waste receptacles, 5 phone connections and 5 internet connections. Estimated size requirement for this room is 1500 square feet.

e. Operations Center Room. This room will be used by up to 20 support staff from US Strategic

Command for any and all activities required to execute DW 2021. Room size and specific requirements are identical to the Distinguished Visitor/panelist room.

f. Media Room. This room will be used by attending media members to conduct group or private interviews with distinguished members of DW 2021. Room size and specific requirements are identical to the Distinguished Visitor/panelist room. This room will also be used for an International Breakfast on 9 August from 0630-0800. Additionally, it must include a live panel/keynote speaker video feed on a large (minimum 46”) TV monitor.

g. 7 Break Out Rooms. These rooms will be used for panel break-out sessions. Room size and specific requirements are identical to the Distinguished Visitor/Media room. Estimated size requirement for these rooms is approximately 1500 square feet, with the ability to have theater style seating for 250 attendees.

h. Reception Area. This room will be used to receive attendees as they arrive, and will also act as a “common room” for participants to congregate between panels, meals, and keynotes. It will be in a central location, easily accessible from any of the other rooms used in the event. Estimated size requirement for this room is 7000 square feet.

6. Specific Audio-Visual Requirements. DW 2021 will require video and audio recording, an audio speaker system, and video projection. The exact positioning and organization of these requirements will be coordinated with the vendor based on the size and layout of the room. These requirements are detailed below.

a. Panel Room Audio-Visual Recording requirements. The capability of the recording system must allow for the seven panel presentations, each lasting approximately 90 minutes, to be recorded separately. All must be capable of being recorded and/or copied on a DVD Disc in media-quality resolution. All must be in a format that can be easily posted on an internet website. The recordings must be made available to US Strategic Command within one (1) week after the conclusion of the event. This room requires the following technical capabilities:

• Two professional quality cameras

• Six stationary microphones (one for each speaker on the stage).

• One stationary microphone for the podium on the stage.

• Three wireless microphones for use in Question & Answer portions of the panels.

b. Panel Room Audio-Visual Projection requirements. This room requires the video projection of the members of the stage onto five large screens that measure 10 feet by 14 feet or larger. The positioning of the screens must be so that attendees at the rounded tables in the room can easily follow the panels regardless of where they sit. A suitable sound system must be available so that attendees can both listen to and allow for questions that are asked to be heard by the entire room.

This room requires the following technical capabilities:

• Two 15 foot by 20 foot screens on which PowerPoint Slide presentations will be projected;

all required computers, cables, projectors, mounting materials to do so are included and available to hang these behind and above the stage.

• Three 10 foot by 14 foot screens on which live video of the speakers will be projected;

computers, cables, video cameras, stands, projectors, mounting materials, and other required items are included and available; one screen will hang behind the stage and two will be placed at the rear of the room.

c. Keynote Address Room Audio-Visual Recording requirements. Requirements for this room are in addition to the panel room. There will not be enough time to move equipment between rooms during the event. Specific recording requirements are:

• One professional quality camera and microphones at the podium and for each speaker on the stage.

• The capability of the recording system must allow for three separate recordings of 100 minutes for the three keynote addresses.

• All must be capable of being recorded and/or copied on a DVD Disc in media-quality resolution.

• All must be capable of being posted on an internet website.

• The recordings must be made available to US Strategic Command within one (1) week after the conclusion of the event.

d. Keynote Address Room Audio-Visual Projection requirements. Requirements for this room are in addition to the panel room. There will not be enough time to move equipment between rooms during the event. Specific requirements are:

• This room requires the projection of the speaker giving the keynote address on the stage onto at least two large screens that measures 10 feet by 14 feet or larger.

• The positioning of the screens must be so that attendees at the rounded tables in the room can easily view the speaker regardless of seat.

• A suitable sound system must be available so that attendees can hear the keynote address equally well.

7. Specific Network/Connectivity Requirements. DW 2019 will require wired and wireless internet connectivity, print/fax capability and phone connections. These requirements are detailed below.

a. Internet – 12 wireless connections and 9 wired connections laid out as follows.

• 4 Panel Room wireless connections.

• 4 Media Room wireless connections.

• 2 CD Room wireless connections.

• 2 CC Room wireless connections

• 4 DV/Panelist Room wired connections.

• 3 Operations Room wired connections.

• 2 Registration area wired connections.

b. Print/Fax – 1 machine in Operations room.

c. Phone – 5 connections in Panelist Room.

8. Set Up Requirements. Any set up requirements, including audio visual placement and testing or placement of tables and chairs must be accomplished no later than the day prior to the event.