Attachment A_Virtual Meeting Support Services.docx

Audio Visual Support, Design, Installation and Equipment/System Services Indefinite Delivery-Indefinite Quantity Contract – Virtual Meeting Support Services

Attachment A

IN PERSON MEETING SUPPORT

Representative in-person meeting support services activities include the following:

1. In-room and virtual support

2. Types of meetings: general meetings and trainings

3. In-room support

· Reconfigure conference room furniture

· Set-up and connect customer laptops to AV system

· Control built-in room cameras for video conferencing and virtual meeting application

· Dial-in audio conference lines

· Set-up push-to-talk microphones for panelist

· Control and adjust microphones in-room for volume.

· Receive slides from meeting coordinator and load into virtual meeting application or in-room PC when requested

· Provide instruction to meeting coordinators to ensure the proper interface with the in-room AV system.

· Provide instruction to meeting coordinators to ensure an understanding of how to use AV equipment and virtual meeting application in the conference room

IN PERSON AND VIRTUAL MEETING SUPPORT HYBRID

Representative in-person and virtual meeting support hybrid service activities include the following:

1. In-room and virtual support

2. Types of meetings: general meetings and trainings

3. In-room support

· Reconfigure conference room furniture

· Set-up customer laptops to AV system

· Advance PowerPoint slides if applicable

· Control built-in room cameras for video conferencing & web conferencing

· Dial-in audio conference lines

· Set-up push-to-talk microphones for panelist

· Control and adjust microphones in-room for volume.

· Receiving slides from customers and load into webcasting program or in-room PC when requested

· Provide instruction to ensure the proper interface with the in-room AV system.

· Provide appropriate coordination with these groups to ensure understanding of how to use equipment and webcasting platform in the conference room

4. Virtual meeting services

· Virtual support and training for virtual meeting platforms for webcasts and meetings below 500 participants. Ex. (ZOOM, WebEx, Adobe Connect)

· Conference Center will provide meeting web-link as applicable

· Provide closed captioning services upon request

· Assist with setting up virtual meeting room layout

· Provide 30-minute refresh training of virtual webcast platform to the meeting host

· Provide and conduct multiple virtual dry runs for high-profile meetings

· Provide on-call technical support for participants conference rooms and online

· Obtain and secure appropriate connection (internet or other) for broadcasting purposes

· Provide technology check in advance of virtual and in-person meetings

· Day of technical support to monitor and assist live broadcast

· Presentation Management, upload slides as needed

· Monitor virtual meetings for duration of event

· Support virtual proceedings and serve as technical moderator when required

· Recording of meeting via virtual meeting platform

· Monitor Closed Captions

· Start and stop recordings when required

· Start and stop audio conference line when required

· Basic Start/Stop Edit within 48 hours when required

· Provide URL link for recording to meeting coordinator

VIRTUAL MEETING SUPPORT

Representative virtual meeting support service activities include the following:

1. Virtual meeting and event support

2. Types of meetings: virtual advisory committee meetings, public meetings, large events, public workshops and specialty events

3. Virtual Meeting Management & Services (Ex. Adobe Connect, WebEx, ZOOM)

· Virtual support and training for ZOOM, WebEx and Adobe Connect virtual meetings and webcasts

· Work with meeting coordinators to establish meeting web-link

· Provide closed captioning services for virtual meetings upon request

· Meeting set-up, virtual production coordination, and management and on-call technical support

· Provide virtual meeting platform using multiple rooms or pods tailored to the event

· Provide multiple refresh trainings of virtual webcast platform to meeting host and team

· Plan, coordinate, and conduct multiple virtual dry runs with meeting hosts and presenters for high profile meetings

· Coordination with FDA Studios and FDA Office of External Affairs for additional wide distribution broadcasting capabilities

· Provide on-call technical support for participants online

· Obtain and secure appropriate connection (internet or other) for broadcasting purposes

· Technology check in advance of webcast and meeting

· Dedicated Production Specialist will host, drive, and technical moderate webcast meeting

· Day of technical support to monitor and assist live broadcast

· Presentation Management, upload slides as needed

· Monitor virtual meetings for duration of event

· Support virtual proceedings and serve as technical moderator when required

· Record meeting via virtual meeting platform when requested

· Monitor closed captions

· Start and stop recordings when required

· Start and stop audio conference line when required

· Basic Start/Stop Edit within 48 hours when required

· Provide URL link for recording to meeting coordinator

· Oversee integrated web and audio recording

· Voting & Polling Services

· Meeting participant control

· Roster reconciliation