B01_SA_Attachment_1_-_Statement_of_Work.pdf

Territorial Climate Infrastructure Workshop May 8 – 12, 2023 (FIRM DATES)

Honolulu, Hawaii

Meeting Room Requirements:

The Department of the Interior (DOI), Office of Insular Affairs (OIA), requires the following:

1. Conference Rooms:

Plenary Room -- From 8:00 AM on Monday, May 8th to 2:00 PM on Friday, May 12th, the Conference (henceforth referred to as TCIW) will require a conference room or ballroom space with room to accommodate 200 attendees. This room should have audio and video equipment (defined below) sufficient for streaming, including in room audio amplification system, large digital monitor, or projection system, hard-wired ethernet capacity to enable video feed, 6 wireless microphones with accompanying tabletop and floor stands. This will be a hybrid conference.

• Setup:

Conference Room: Banquet style seating for the audience with round tables, 8-10 people per table.

Stage or presenter’s area should include a podium and panel table for 3-6 guest speakers with tabletop microphones facing the audience. One additional table (tech table) either off to the side or in the rear of the room, this table will host the presentation laptop. This table will also be used for managing logistics/tech for virtual conference platform.

A 4’ x 12’ stage at approximately 12” height.

• A/V requirements in this room will include:

o (1) Audio mixer for front-of-house audio reinforcement

Aux feed to USB audio adapter Return audio from laptop o (1) USB audio adapter for a laptop o (1) large format 16:9 screen o (1) 6000 lumen projector (or greater) o (1) Projector stand o (1) Video Capture Device (USB 3.0 to HDMI) o (1) External camera with zoom and focus capabilities; HDMI output o (1) Tripod with fluid head o (1) HDMI cable run from camera to video capture card o (1) Audio cable run from audio mixer to laptop o (3) Wireless Handheld microphones (panel table) o (3) Tabletop stands o (1) Wireless Handheld microphone (podium) o (2) Wireless Handheld microphone (Q&A) o Provide power strip at tech table o Provide hardwired LAN connection at tech table o Run all necessary audio, video, and power cabling

Breakout Room #1 -- From 8:00 AM on Monday, May 8th to 2:00 PM on Friday, May 12th, TCIW will require a conference room space to accommodate 75 attendees. This room should have audio and video equipment sufficient for streaming, including in room audio amplification system, large digital monitor, or projection system, hard-wired ethernet capacity to enable video feed, 4 wireless microphones with accompanying tabletop and floor stands. This will be a hybrid breakout session.

Conference Room: Conference Room style – centrally positioned conference table for 16 individuals.

Additionally, perimeter seating for approximately 60 spectators in rows around the conference table.

One additional table (tech table) either off to the side or in the rear of the room, this table will host the presentation laptop. This table will also be used for managing logistics/tech for virtual conference platform.

Aux feed to USB audio adapter Return audio from laptop o (1) USB audio adapter for a laptop o (1) large format 16:9 screen o (1) 6000 lumen projector (or greater)

Large display monitor is acceptable (75” or greater) o (1) Projector stand

Not needed if display monitor is provided o (1) Video Capture Device (USB 3.0 to HDMI) o (1) External camera with zoom and focus capabilities; HDMI output o (1) Tripod o (1) HDMI cable run from camera to video capture card o (1) Audio cable run from audio mixer to laptop o (3) Wireless Handheld microphones (conference table)

PTT Microphones are acceptable.

o (3) Tabletop stands o (1) Wireless Handheld microphone (Q&A) o Provide power strip at tech table o Provide hardwired LAN connection at tech table o Run all necessary audio, video, and power cabling

• Breakout Room #2 -- From 8:00 AM on Monday, May 8th to 2:00 PM on Friday, May 12th, TCIW will require a conference room space to accommodate 75 attendees. This room should have audio and video equipment sufficient for streaming, including in room audio amplification system, large digital monitor, or projection system, hard-wired ethernet capacity to enable video feed, 4 wireless microphones with accompanying tabletop and floor stands. This will be a hybrid breakout session.

Conference Room: Conference Room style – centrally positioned conference table for 16 individuals.

Additionally, perimeter seating for approximately 60 spectators in rows around the conference table.

One additional table (tech table) either off to the side or in the rear of the room, this table will host the presentation laptop. This table will also be used for managing logistics/tech for virtual conference platform.

Aux feed to USB audio adapter Return audio from laptop o (1) USB audio adapter for a laptop o (1) large format 16:9 screen o (1) 6000 lumen projector (or greater)

Large display monitor is acceptable (75” or greater) o (1) Projector stand

Not needed if display monitor is provided o (1) Video Capture Device (USB 3.0 to HDMI) o (1) External camera with zoom and focus capabilities; HDMI output o (1) Tripod o (1) HDMI cable run from camera to video capture card o (1) Audio cable run from audio mixer to laptop o (3) Wireless Handheld microphones (conference table)

PTT Microphones are acceptable.

o (3) Tabletop stands o (1) Wireless Handheld microphone (Q&A) o Provide power strip at tech table o Provide hardwired LAN connection at tech table o Run all necessary audio, video, and power cabling

2. Registration Area:

An area outside the meeting room for a table for registration/materials and conference support from Monday 5/8/2023 to Friday 5/12/2023.

3. Audio Visual and Wireless Internet Support:

The event will require A/V each day in the conference room. Hi-speed wired internet must be available for virtual conference/streaming capabilities in the conference room and any breakout rooms.

A/V equipment required in each room is defined above under the “Setup” sections.

5. Food and Beverage Functions:

Provide light refreshments in the morning for those attending the conference as defined in 41 CFR 301-74.7 (refreshments are defined to include, but not limited to, coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips or muffins).

6. Parking:

Free self-parking is ideal, but at a minimum self-parking must be available to guests.

7. Conference Room Location:

The meeting location needs to be in Honolulu, Hawaii. The location should be near other hotels and restaurants (approximately ¼ to ½ mile), should attendees be unable to reserve rooms at the meeting location. If a hotel is hosting the conference and has complimentary or affordable airport shuttle, proximity is not a precluding factor, as long as it ise situated near other hotels and restaurants.

OIA will also consider non-hotel venues if quotes are received, under the condition that the venue is within walking range of hotels in order to cut down on transportation expenses for attendees. Additionally, as we are not planning to provide meals, we do not want to lose attendees after lunch times and require that restaurants be nearby.