BOTW Holiday - Statement of Work.pdf

STATEMENT OF WORK

HOLIDAY IN BLUE PERFORMANCE VENUE 2025

Performance Venue and Technical Support

San Antonio, TX

8-10 December 2025

1. BACKGROUND

The United States Air Force (USAF) Band of the West is a musical organization whose mission is to inspire immediate and long-lasting morale and esprit de corps for Joint Base San Antonio (JBSA) and the United States of America. To support this effort, The Band of the West reaches over six million listeners via live and televised events each year. In support of this mission, the USAF Band of the West is seeking a live performance venue for the annual Holiday in Blue Concert that can be simultaneously attended in-person and will be partially recorded for use in a variety of media, including television commercials and Air Force media and social media outlets.

2. DESCRIPTION OF REQUIREMENT

The purpose of this Statement of Work is for the rental of a performance venue for the Period of

Performance of 8 through 10 December 2025. The minimum hours the venue shall be made available to the Band of the West shall be as follows:

December 8th, 2025: 0800-2230

December 9th, 2025: 1000-2230

December 10th, 2025: 1000-2230

The Government Point of Contact (POC) for this event shall be Ms. Shani Prewitt, who may be reached at (202) 957-4142 or shani.prewitt.1@us.af.mil.

3. SERVICE AND VENUE REQUIREMENTS

The contractor shall provide all necessary services to include the following:

3.1.1 The venue shall be available from 8 through 10 December 2025

3.1.1.1 Venue shall conduct at least two meetings with Band of the West representatives to coordinate all technical and logistical aspects of the performances with the first meeting to occur no later than 15 August 2025.

3.1.1.2 Venue shall include information regarding all concert performances using the facility’s digital billboard beginning 15 September 2025.

3.1.1.3 Using imagery and ticketing links provided by Band of the West, the venue shall promote all concert performances via their web and social media advertising platforms beginning 15 September 2025.

3.1.2 The venue shall be located within the city of San Antonio, TX.

3.1.3 The venue shall have sufficient sound equipment to support a production of 75 performers, 12 guest artists, and an audience of at least 2,250 people.

3.1.4 The venue shall provide a stage with the minimum dimensions as follows:

3.1.4.1 The stage shall be a minimum of 27’ from centerline to stage right and stage left.

3.1.4.2 The stage shall be a minimum of 56’ from the back wall to the edge of the orchestra pit.

3.1.4.3 The stage shall be a minimum of 34’ from the bottom of the fly system to stage floor.

3.1.4.4 The stage shall have an unobstructed proscenium opening of at least 55’.

3.1.5 The venue shall have sufficient white overhead stage lighting that provides 15-25’ candle power at and throughout stage level.

3.1.6 The venue shall have sufficient house lighting to provide patrons safe access to their seats and later dimmed during the concert.

3.1.7 The venue shall provide an intercom system to support the performers, technical director, theatre house staff, and the Band of the West.

3.1.8 The venue shall have a loading area that can accommodate two (2) large equipment box trucks 37’ in length and 11’ 9” in height.

3.1.9 The venue shall provide a parking location and parking permits for one (1) equipment box truck, three (3) Full Size vans, four (4) Distinguished Visitors Sedans, one (1) vehicle for

Santa Claus, and one (1) catering truck.

3.1.10 The venue shall have a minimum of six (6) dressing rooms or enough to cover the following configuration:

3.1.10.1 The venue will have a minimum of four (4) dressing rooms capable of accommodating at least two (2) people simultaneously.

3.1.10.2 The venue will have a minimum of two (2) additional dressing rooms capable of accommodating at least 25 people simultaneously.

3.1.10.3 Multiple dressing rooms may be substituted in the case that a single dressing room is unable to accommodate 25 people simultaneously. For example, four (4) dressing rooms capable of accommodating 13 people can be substituted for two (2) dressing rooms to accommodate 25 people.

3.1.10.4 The venue will have one (1) large or two (2) smaller dressing rooms to accommodate 12 female guest artists.

3.1.11 The venue shall maintain a clean facility and provide cleaning support prior to, during, and after performances.

3.1.12 The venue shall provide a minimum power supply of 200 amp three phase service with

CamLok connections. If CamLok connection is not available, a licensed electrician will be required to tie in the band’s electrical “tails” via lug connections to the aforementioned main service.

3.1.13 The venue shall provide the following minimum manning support for the time period:

3.1.13.1 When the Band of the West is on site during the hours listed above on 8-10

December 2025, the venue shall provide sufficient building and security support to include private security, San Antonio Police Department personnel, and/or Fire

Marshall personnel as required by the City of San Antonio based on audience size to maintain compliance with all state and local requirements.

3.1.13.2 When the Band of the West is on site during the hours listed above on 8-10

December 2025, the venue shall provide adequate security to secure the Band of the

West equipment.

3.1.13.3 The venue shall have sufficient personnel to support all technical operations to include a minimum of 10 stagehands and one (1) lighting/technical director responsible for managing lighting and audio-visual needs. The technical director shall also be responsible for coordinating with the Band of the West and/or the contracted television broadcast company to ensure that all performance lighting and audio-visual needs are met.

3.1.13.4 The venue shall provide sufficient theatre support staff to ensure that all patrons are assisted with regards to seating, ticket redemption, disability access, and general inquiries.

3.1.14 The venue shall provide the following equipment for use by the Band of the West from 8-10

December 25:

3.1.14.1 Two (2) spotlights and two (2) operators

3.1.14.2 Sound Equipment – Full range distributed PA system, tuned and time aligned to provide best coverage of all seating within the venue. (The band will provide all microphones, stands, cables, monitors, and consoles).

3.1.14.3 Steinway Model D Concert Grand Piano, with tuning by a registered piano technician prior to the first rehearsal.

3.1.14.4 Lighting package to provide full and even coverage of the stage with multiple static or changing colors, as well as special fixtures to provide advanced looks with gobos or patterns.

3.1.14.5 One (1) audio engineer will be solely responsible for guest artist (Mariachi Las

Altenas). Engineer will manage set up/tear down, audio requirements, lighting requirements, troubleshooting, and stage plot execution for guest artist.

3.1.15 Venue shall provide ample accommodation for 150 reception attendees in a reception area within the main performance theatre on 8 December 2025. The venue will ensure that the downstairs and upstairs of the reception area are available to attendees for the duration of the reception.

3.1.15.1 Venue shall provide ample staffing for both downstairs and upstairs reception areas for the duration of the reception.

3.1.15.2 Venue will allow external catering for the reception. Venue will supply enough staff for setup and teardown before and after the reception.

3.1.16 The Band of the West will handle ticketing (via Eventbrite), while the venue will run front of house operations including greeting patrons, receiving tickets, and ensuring all patrons are seated by the scheduled concert start time.