Attachment 5 - Sample Small Medium and Large Meeting - Revised.pdf

ATTACHMENT 5 Page 1 of 14

SMALL SAMPLE MEETING

1. Conference/Meeting Title: NINDS Epilepsy Workshop

2. Conference/Meeting Date(s): September 5-6, 2024

3. Period of Performance: On or about May 6, 2024 - November 8, 2024

4. Point(s) of Contact: TBD upon award

5. Type of Support:

Meeting/Conference Teleconference Webinar Video-conference Transcript Other:

6. Location and Facilities Management:

A. Is the site location known?

1. Yes a.

b.

Federal Space: Rockville/Bethesda

Non-Federal Space:

2. No

Preferred Location to Select:

a. Federal Space:

b. Non-Federal Space:

3. Not Applicable

7. Are facilities and space requirements needed? Yes No

The meeting organizer has reserved federal space with NIH Events Management.

Yes No 8. Are on-site contractor personnel needed?

A. If yes, how many personnel? 2 B. How many days? 2 C. Brief description of services: The Contractor shall provide personnel to manage the on-site registration desk, distribute

ATTACHMENT 5 Page 2 of 14 meeting materials, such as the agenda, assist with loading speaker presentations, running the meeting zoom and providing other on-site assistance. .

• Contractor personnel must be on-site on September 5-6, 2024 from 6:00 a.m. – 6:00 p.m.

9. Are meeting room(s) and/or breakout rooms needed? Yes No

A. If yes, how many rooms? One (1) conference room

10. Is meeting room and seating set up required? Yes No

11. Work Assignment Description:

In support of the above-referenced meeting/conference, the Contractor shall perform/provide the following:

• Conduct Bi-weekly planning calls.

• Provide bi-weekly status report on travel and material development.

• Develop the following meeting materials agenda, name badges, table tents, and meeting signage and registration site.

• Coordinate all aspects of travel arrangements, including round trip airfare or train reservations, travel fees, baggage fees, and ground transportation, in accordance with the Federal Travel Regulations (FTRs) for eighteen (18) sponsored participants.

• Arrange hotel accommodations for eighteen (18) sponsored participants, ensuring that additional nights of lodging for travelers are provided, as needed. The preferred hotel for all sponsored participants to lodge shall be in the Rockville, Bethesda areas.

• Provide reimbursement for ground transportation to local airports, train stations, etc., for the eighteen (18) sponsored participants.

• Provide two (2) on-site personnel to assist with various aspects of the meeting including, registration/check-in, badging, and helping with the audio visual (A/V) requirements, and luggage storage prior to and after the meeting.

• Prepare travel reimbursement and coordination of payment of honorarium for the sponsored participants, including per diem at the GSA rate based upon the guidelines set forth by the FTRs.

12. Scheduled/Recurring Meetings/Conference Calls with NINDS Yes No

A. Initial Orientation Meeting/Conference Call (Face to Face) Yes No

B. Face to Face (Mid-Project Meeting) Yes No

C. Conference Call Yes No

D. Bi-Weekly Progress Calls Yes No

E. Weekly Update E-mail and/or Conference Call Yes No

ATTACHMENT 5 Page 3 of 14

13. Are Registration Services Needed? Yes No

A. Online Access Yes No

B. On-Site Registration Yes No

14. Develop and Manage a Website? Yes No

15. Attendees

A. Total estimated number of attendees that location needs to accommodate: 90 Not Applicable

16. Required Sponsored Services

Lodging

1. How many sponsored travelers require lodging? 18

2. How many nights of lodging? 2

Per Diem

1. How many sponsored travelers require per diem? 18

2. How many days of per diem? 3

Visas

1. How many visas are required?

Honoraria ($200/per day)

1. How many days of honoraria are requested? 1

2. How many participants are to receive honoraria? 18

Not Applicable

17. Is shuttle service to and from the meeting location required? Yes No

ATTACHMENT 5 Page 4 of 14

18. Are audio visual services or equipment needed on-site?

Laptops(s) 1 Microphone(s): Wired: 6 Wireless: 2 Podium LCD/Screen Projector Internet Connection Other:

Yes No

19. Are vendor services required?

Science writer Transcriber Photographer Webinar

Videographer Sign-Language Booth set up Exhibitor services

Other:

Yes No

20. Is preparation of conference/meeting materials required?

A. Are packets required?

1. If yes, how many? 20

B. Do the materials need to be printed?

1. Black and white copies?

i. If yes, how many copies?

ii. Approximate number of pages per packet:

2. Color copies?

i. If yes, how many copies? 20

ii. Approximate number of pages per packet: 1

Yes No

Yes No

Yes No

21. Are Contractor services needed to coordinate the conference/meeting presentations?

A. If yes, approximately how many presentations? 18

Yes No

22. Do the presentations require 508 Compliance? Yes No

23. Are badges, tent cards, and/or signage required?

If yes, see Item 11 above “Work Assignment Description” for details.

Yes No

ATTACHMENT 5 Page 5 of 14

24. Deliverables:

Check if applicable:

Meetings and teleconferences with the NINDS Final work plan with timeline and deliverable dates Website Access to real-time registration and tracking reports Periodic/scheduled status reports Work assignment completion report Other:

ATTACHMENT 5 Page 6 of 14

MEDIUM SAMPLE MEETING

1. Conference/Meeting Title: BRAIN Initiative Workshop

2. Conference/Meeting Date(s): On or about May 30 - 31, 2024

3. Period of Performance: On or about March 4 - August 3, 2024

4. Point(s) of Contact: TBD upon award

5. Type of Support:

Meeting/Conference Teleconference Webinar Video-conference Transcript Other:

6. Location and Facilities Management:

A. Is the site location known?

1. Yes

a. Federal Space: Rockville/Bethesda/Washington, DC area – specific location is TBD

b. Non-Federal Space:

2. No

Preferred Location to Select:

a. Federal Space:

b. Non-Federal Space:

3. Not Applicable

7. Are facilities and space requirements needed? Yes No

The meeting organizer will reserve space with NIH Events Management..

Yes No 8. Are on-site contractor personnel needed?

A. If yes, how many personnel? 3 B. How many days? 2 C. Brief description of services: The Contractor shall provide personnel to manage the on-site registration desk, distribute meeting materials, such as the agenda, assist with presentations and provide coordination for individual self-paid lunch order delivery.

ATTACHMENT 5 Page 7 of 14

• Contractor personnel must be on-site on May 30 from 6:00 a.m. – 6:00 p.m.

• Contractor personnel must be on site May 31 from 6:00 a.m. – 2:00 p.m.

Yes No 9. Are meeting room(s) and/or breakout rooms needed?

A. If yes, how many rooms? three (3) conference room

10. Is meeting room and seating set up required? Yes No

11. Work Assignment Description:

In support of the above-referenced meeting/conference, the Contractor shall perform/provide the following:

• Conduct bi-weekly planing calls.

• Provide bi-weekly status report on travel and material development.

•• Develop the following meeting materials agenda,meeting website, name badges, table tents, and signage.

• Coordinate all aspects of travel arrangements, including round trip airfare or train reservations, travel fees, baggage fees, and ground transportation, in accordance with the Federal Travel Regulations (FTRs) for Twenty - five (25) Sponsored participants.

• Arrange hotel accommodations for the Twenty-five (25) sponsored participants, ensuring that additional nights of lodging for travelers are provided, as needed. The preferred hotel for all sponsored participants to lodge shall be in the Rockville, Bethesda areas.

• Provide ground transportation to local airports, train stations, etc., for the Twenty-five (25) sponsored participants.

• Provide two (2) on-site personnel to assist with various aspects of the meeting including, registration/check-in, badging, and helping with the audio visual (A/V) requirements, and luggage storage prior to and after the meeting.

• Prepare travel reimbursement and coordination of payment of honorarium for the sponsored participants, including per diem at the GSA rate based upon the guidelines set forth by the FTRs.

12. Scheduled/Recurring Meetings/Conference Calls with NINDS Yes No

A. Initial Orientation Meeting/Conference Call (Face to Face) Yes No

B. Face to Face (Mid-Project Meeting) Yes No

C. Conference Call Yes No

D. Bi-Weekly Progress Calls Yes No

E. Weekly Update E-mail and/or Conference Call Yes No

13. Are Registration Services Needed? Yes No

ATTACHMENT 5 Page 8 of 14

A. Online Access Yes No

B. On-Site Registration Yes No

14. Develop and Manage a Website? Yes No

15. Attendees

A. Total estimated number of attendees that location needs to accommodate: 200

Not Applicable

16. Required Sponsored Services

Lodging

1. How many sponsored travelers require lodging? 25

2. How many nights of lodging? 2

Per Diem

1. How many sponsored travelers require per diem? 25

2. How many days of per diem? 3

Visas

1. How many visas are required?

Honoraria ($200/per day)

1. How many days of honoraria are requested? 1

2. How many participants are to receive honoraria? 25

Not Applicable

17. Is shuttle service to and from the meeting location required? Yes No

18. Are audio visual services or equipment needed on-site?

Laptops(s) 2 Microphone(s): Wired: 6 Wireless: 2 Podium LCD/Screen Projector Internet Connection

ATTACHMENT 5 Page 9 of 14

19. Are vendor services required?

Science writer

Transcriber

Photographer

Webinar

Videographer Sign-Language

Booth set up

Exhibitor services

Other:

Yes No

20. Is preparation of conference/meeting materials required?

A. Are packets required?

1. If yes, how many? 200

B. Do the materials need to be printed?

1. Black and white copies?

i. If yes, how many copies?

ii. Approximate number of pages per packet:

2. Color copies?

i. If yes, how many copies? 200

ii. Approximate number of pages per packet: 6

Yes No

Yes No

Yes No

21. Are Contractor services needed to coordinate the conference/meeting presentations?

A. If yes, approximately how many presentations? 22

Yes No

22. Do the presentations require 508 Compliance? Yes No

23. Are badges, tent cards, and/or signage required?

If yes, see Item 11 above “Work Assignment Description” for details.

Yes No

24. Deliverables:

Check if applicable:

Meetings and teleconferences with the NINDS Final work plan with timeline and deliverable dates Website Access to real-time registration and tracking reports Periodic/scheduled status reports Work assignment completion report

ATTACHMENT 5 Page 10 of 14

LARGE SAMPLE MEETING

25. Conference/Meeting Title: Annual Pain Meeting

26. Conference/Meeting Date(s): On or about May 29 – May 30, 2025

27. Period of Performance: On or about December 30, 2024– August 1, 2025

28. Point(s) of Contact: TBD upon award

29. Type of Support:

Meeting/Conference Teleconference Webinar Video-conference Transcript Other:

30. Location and Facilities Management:

B. Is the site location known?

4. Yes

a. Federal Space: Rockville/Bethesda/Washington, DC area – specific location is TBD

b. Non-Federal Space:

5. No

Preferred Location to Select:

a. Federal Space:

b. Non-Federal Space:

6. Not Applicable

31. Are facilities and space requirements needed? Yes No

The NIH Events Management will handle the meeting set up with Program Manager.

32. Are on-site contractor personnel needed? Yes No

D. If yes, how many personnel? 3 E. How many days? 2 F. Brief description of services: The Contractor shall provide personnel to manage the on-site registration desk, distribute meeting materials, such as the agenda, assist with presentations and provide coordination for taxi services at the end of meeting.

ATTACHMENT 5 Page 11 of 14

• Contractor personnel must be on-site on May 29 from 6:00 a.m. – 6:00 p.m.

• Contractor personnel must be on site May 30 from 6:00 a.m. – 4:00 p.m.

33. Are meeting room(s) and/or breakout rooms needed? Yes No

B. If yes, how many rooms? One (1) conference room and one (1) breakout room and (1) Foyer area for Poster Session

34. Is meeting room and seating set up required? Yes No

35. Work Assignment Description:

In support of the above-referenced meeting/conference, the Contractor shall perform/provide the following:

• Coordinate with program to develop meeting registration website and provide bi-weekly status report on participants that have registered for conference.

• Develop the following meeting materials agenda, speaker’s bios, abstracts, participant list, name badges, table tents, and signage.

• Coordinate shuttle service to and from hotel and meeting site for both arrivals and departures.

• Coordinate the following vendor services: science writer, videographer, and sign-language

• Coordinate all aspects of travel arrangements, including round trip airfare or train reservations, travel fees, baggage fees, and ground transportation, in accordance with the Federal Travel Regulations (FTRs) for Forty - five (45) Sponsored participants.

• Arrange hotel accommodations for the Forty-five (45) sponsored participants, ensuring that additional nights of lodging for travelers are provided, as needed. The preferred hotel for all sponsored participants to lodge shall be in the Rockville, Bethesda areas.

• Provide ground transportation to local airports, train stations, etc., for the Forty-five (45) sponsored participants.

• Provide three (3) on-site personnel to assist with various aspects of the meeting including, registration/check-in, badging, and helping with the audio visual (A/V) requirements, and luggage storage prior to and after the meeting.

• Prepare travel reimbursement and coordination of payment of honorarium for the sponsored participants, including per diem at the GSA rate based upon the guidelines set forth by the FTRs.

36. Scheduled/Recurring Meetings/Conference Calls with NINDS Yes No

F. Initial Orientation Meeting/Conference Call (Face to Face) Yes No

G. Face to Face (Mid-Project Meeting) Yes No

H. Conference Call Yes No

ATTACHMENT 5 Page 12 of 14

I. Bi-Weekly Progress Calls Yes No

J. Weekly Update E-mail and/or Conference Call Yes No

37. Are Registration Services Needed? Yes No

C. Online Access Yes No

D. On-Site Registration Yes No

38. Develop and Manage a Website? Yes No

39. Attendees

B. Total estimated number of attendees that location needs to accommodate: 350

Not Applicable

40. Required Sponsored Services

Lodging

3. How many sponsored travelers require lodging? 45

4. How many nights of lodging? 3

Per Diem

3. How many sponsored travelers require per diem? 45

4. How many days of per diem? 3

Visas

2. How many visas are required?

Honoraria ($200/per day)

3. How many days of honoraria are requested? 1

4. How many participants are to receive honoraria? 21

Not Applicable

41. Is shuttle service to and from the meeting location required? Yes No

ATTACHMENT 5 Page 13 of 14

42. Are audio visual services or equipment needed on-site?

Laptops(s) 2 Microphone(s): Wired: 3 Wireless: 2 Podium LCD/Screen Projector Internet Connection Other:

Yes No

43. Are vendor services required?

Science writer Transcriber Photographer Webinar

Videographer Sign-Language Booth set up Exhibitor services

Other:

Yes No

44. Is preparation of conference/meeting materials required?

C. Are packets required?

1. If yes, how many? 350

D. Do the materials need to be printed?

1. Black and white copies?

i. If yes, how many copies?

ii. Approximate number of pages per packet:

2. Color copies?

i. If yes, how many copies? 350

ii. Approximate number of pages per packet: 8

Yes No

Yes No

Yes No

45. Are Contractor services needed to coordinate the conference/meeting presentations?

B. If yes, approximately how many presentations? 18

Yes No

46. Do the presentations require 508 Compliance? Yes No

47. Are badges, tent cards, and/or signage required?

If yes, see Item 11 above “Work Assignment Description” for details.

ATTACHMENT 5 Page 14 of 14

48. Deliverables:

Check if applicable:

Meetings and teleconferences with the NINDS Final work plan with timeline and deliverable dates Website Access to real-time registration and tracking reports Periodic/scheduled status reports Work assignment completion report