Dec 2026 FSATC SOW_6.16.26Final.pdf

December 2026 Federal Student Aid Training Conference (FSATC)

STATEMENT OF WORK

Version.6.10.2026

1.0 Background

The United States Department of Education (ED or Department), through its Office of Federal Student Aid (FSA), conducts the annual Federal Student Aid Training Conference (FSATC). This event delivers comprehensive training, critical updates on federal student aid policies, regulations, and operational guidance, as well as opportunities for information sharing and engagement with higher education institutions, loan servicers, financial aid administrators, and other stakeholders.

For 2026, the Acting Chief Operating Officer (COO) has mandated that the FSATC be held entirely in-person. This decision is based on stakeholder feedback, the proven effectiveness of previous in-person conferences, and the Department's dedication to providing interactive and impactful training and networking opportunities.

This conference is anticipated to attract approximately 5,000 to 7,000 financial aid professionals, higher education partners, and federal staff for comprehensive training on policies, systems, and procedures related to the administration of current and upcoming federal student aid programs.

2.0 Scope

The primary objective of this acquisition is to secure a venue capable of accommodating a multi-day training conference. The chosen venue must possess sufficient conference space, lodging capacity, food service capability, and robust audio-visual (AV) infrastructure. Additionally, it must comply with 508 accessibility standards and provide the necessary logistical support to successfully host the December 2026 FSATC in a 100% in-person format.

The venue shall support all conference activities and include, but are not limited to, the functional and logistic requirements listed below:

• Primary Requirement o The contractor must have availability to host the FSATC during:

Conference Execution Period: December 1–3, 2026 Alternate dates: December 8–10, 2026

• Functional Requirements o Conference Venue and Space o AV, Information Technology (IT), and Connectivity o Accessibility and Security o Exhibitor and Demonstration Area o Registration and Attendance Support Areas o Restrooms and Janitorial Services

• Logistics Support Services Requirements o Pre-Conference Coordination o On-Site Operations o Post-Conference Closeout

• Lodging Requirements

• Other General Requirements o Food and Beverage Services o Venue Parking and Transportation Coordination and Accommodations

3.0 Requirements

This requirement is the key determinant for review and consideration of proposals and is non-negotiable.

3.1 Functional Requirements

3.1.1 Conference Venue and Space

• General session space to accommodate full capacity of maximum expected attendees of 7,000.

• A minimum of five (5) hard-wired, high-speed internet service connections in the General Session space.

• Breakout space to support approximately seven (7)–10 concurrent sessions. At least three rooms should be capable of accommodating larger sessions (approximately 800–1,000 attendees), either individually or through combined/divisible room configurations.

• Space for administrative offices and registration operations, with size and configuration to be proposed by the venue in coordination with FSA requirements.

• Creative and alternative space planning solutions are encouraged, provided they effectively support event flow, attendee experience, and program objectives.

• Provide wayfinding at all major intersections, escalators/elevators, registration paths, and session corridors; both printed and digital where available.

• Space for coat & baggage check for conference attendees.

3.1.2 AV, IT, and Connectivity

• Provide AV systems (projectors, screens, microphones, lighting) in all session rooms.

• Ensure that all conference presentation spaces maintain an acoustic environment that supports clear, uninterrupted audibility for all attendees. To meet this requirement, the contractor shall:

o Prevent intruding noise from external sources, including but not limited to adjacent meeting rooms or venues, hotel/convention‑center common areas, hallways, service corridors, traffic, construction, or mechanical equipment.

o Conduct a pre‑event acoustic assessment of all rooms used for presentations to identify potential noise intrusions and implement mitigation strategies such as soundproofing measures, buffer zones, door management, signage, or relocation of noisy operations.

o Ensure audio equipment quality, including microphones, speakers, and amplification systems sufficient for room size and layout, and verify functionality during setup and immediately before each session.

o Provide active monitoring of noise levels throughout the event and take corrective action (e.g., engaging venue staff, adjusting room setup, or modifying schedules) to maintain a distraction‑free environment.

o Respond promptly to reported noise issues, with on‑site staff empowered to implement immediate mitigation.

• The contractor shall record all conference sessions in full using digital video recording equipment.

Recordings must capture both audio and video of presenters, panelists, demonstrations, and any on‑screen content displayed during the session. All recordings must be delivered in MP4 format and organized by session title and date. The contractor shall provide FSA with the complete set of MP4 recordings within 48 hours of the conclusion of the final day of the conference, transferred via an FSA‑approved secure delivery method.

• Ensure internal live-streaming capability between rooms, as required.

• High-speed wireless internet access, bandwidth of 3–5 Mbps per attendee, with a dedicated passcode. Service must be available, during conference hours, throughout the conference venue and manage simultaneous connection of minimum of 5,000 devices to support conference activities and attendee access needs. Provide separate dedicated staff/presenter SSID with minimum 200 Mbps aggregate bandwidth.

• Hardwired drops* must be active, tested, and available for use by FSA AV, registration, and planning teams. Hardwired drop (definition): A dedicated, physical Ethernet port (RJ‑45) providing a wired internet connection with guaranteed bandwidth, stable performance, and direct connection to the venue’s network infrastructure.

3.1.3 Accessibility and Security

• Ensure Americans with Disability Act (ADA) and Section 508 compliance, including American Sign Language (ASL) interpreters, Communication Access Realtime Translation (CART)/live captioning, ≥2% accessible seating with companion seating, mobility‑accessible routes, and accessible registration counters.

• Physical onsite security personnel provided by the contractor.

• Lockable space to secure ED/FSA provided equipment and materials to avoid additional costs acquiring security personnel.

• Provide a security staffing plan including minimum one supervisor and ten guards during peak hours (9am – 3pm, daily), post map, bag‑check posture for Day 1 arrival, and coordination procedures with ED/FSA.

3.1.4 Exhibitor and Demonstration Area

• Exhibit space to accommodate approximately 1,000–2,000 standing attendees and 10–15 demonstration tables, and six (6) high-top tables. Demonstration tables must be draped, at least 6’x2’ in length and width, and have four (4) chairs at each table. Each demonstration table must have a minimum of four (4) dedicated 120v outlets not shared across tables. High-top tables must also be draped, with a minimum of two (2) 120v power outlets.

• Flexible layouts are acceptable, including use of pre-function, ballroom, or dedicated exhibit areas, provided adequate space, furnishings (draped tables and chairs). Layouts must provide aisles of at least 36 inches wider than the largest equipment used in them, with a minimum pedestrian width of four (4) feet (48 inches).

• Wayfinding signage to identify individual exhibitors/demonstration stations both printed and digital where available.

• Queue stanchions/barriers to guide attendees to each demonstration area and prevent crowding.

• Provide a minimum of 1,500 sq ft for attendee touchdown/lounge areas for attendees to gather, including amenities such as armchair seating, high-top tables, charging stations, etc.

3.1.5 Registration and Attendance Support Areas

• Provide registration space sized at a minimum of 10–15 sq ft per attendee, outside of main flow paths, supporting ≥300 arrivals/hour during peak windows (7am -10am, daily).

• Provide ≥24 dedicated 20A power outlets across the registration footprint.

• Queue stanchions sized to accommodate ≥300 arrivals/hour and prevent crowding.

• If a formal registration area is unavailable, chairs and draped tables to accommodate registration activities and staff.

• Include a minimum of 1,000 sq ft for a designated Welcome Area (where attendees can gather and receive information before proceeding to the registration lines) outside main flow paths. Clear and present wayfinding to and from the registration and welcome areas, both printed and digital where available.

3.1.6 Restrooms and Janitorial Services

• Provide restrooms (male and female) suitable to accommodate up to 7,000 people.

• Provide daily janitorial services, waste removal, and restroom maintenance suitable for an event of up to 7,000 attendees. Restrooms must be spot‑checked every 30 minutes and fully serviced hourly during peak periods; trash/recycling points at ≥1 per 100 attendees.

• Janitorial services must include hourly servicing during peak windows; trash and recycling points at ≥1 per 100 attendees in food areas.

3.2 Logistics Support Services Requirements

3.2.1 Pre-Conference Coordination

• Conduct at least one guided site visit and walkthrough for FSA’s Conference Management Team with the contractor’s Project Manager after award.

• Provide draft and final floor layouts for review and approval.

• Coordinate run-of-show rehearsals with FSA and conference staff.

• Support load-in of government-provided materials and IT equipment.

3.2.2 On-Site Operations

• Provide daily access to event space from 7 AM to 7 PM, local time, each conference day.

• Manage daily setup and breakdown activities, with exception of FSA furnished equipment/materials.

• Maintain open communication with FSA’s Conference Management Team for real-time adjustments.

3.2.3 Post-Conference Closeout

• Support teardown, inventory, and removal of equipment.

• Conduct final walkthrough for FSA’s Conference Management Team with the contractor’s Project

Manager on post-conference day.

• Provide any applicable post-event documentation (e.g., post-event summary highlighting performance, issues, attendance and/or lessons learned).

3.3 Lodging Requirements

• Lodging availability to support expected attendance of up to 7000 attendees for the duration of the Conference Execution Period: Pre-conference arrival day (November 30, 2026), Conference Days 1-3 (December 1-3, 2026), and Post-conference (December 4, 2026).

• Lodging and conference venue in a conjoined location (Preferred) or partnering arrangements with sites within one-quarter mile of the conference venue.

• Lodging at prevailing government per diem room rate or discounted conference rate for the duration of the Conference Execution Period.

• ADA-compliant guest room availability.

• Two (2) reservation links, one for event participants and another for federal employees and contractors.

• Coordination of room blocks and reservation tracking, beginning one week after the reservation links open and continuing with a final report at the end of the conference.

3.4 Other General Requirements

3.4.1 Food and Beverage Services

• Retail food and beverage outlets within the event space, within the conference venue, and/or within one-quarter mile of the conference venue.

• Food and beverage outlets must open and available to attendees between the hours of 7am – 7pm local time, with capacity to Food and beverage operations must support serving up to 7,000 attendees within a 90‑minute peak period.

• Availability of retail food and beverage options such as vending areas or pre-packaged boxed lunches within the event space, or within the conference venue.

3.4.2 Parking and Transportation Coordination and Accommodations

• Parking and conference venue in a conjoined location (Preferred) or partnering arrangements with public parking sites within one-quarter mile of the conference venue. If not onsite, provide total parking capacity and peak throughput estimates.

• Minimum total available parking spaces should equal one (1) space per three (3) attendees at peak occupancy.

• Coordination of transportation and shuttle services (if necessary) for attendees to and from lodging facilities to the conference venue if lodging facilities are not within one-quarter mile of the conference venue.

3.4.3 Safety and Continuity

• Provide Risk and Safety Plan with evacuation routes, shelter‑in‑place, medical support, backup power for registration and AV, and crisis communication procedures coordinated with local authorities.

4.0 Deliverables

The contractor shall provide the following deliverables in a timely manner.

Pre-Conference Planning and Coordination

DELIVERABLE DESCRIPTION DUE DATE / TIMING

Site Visit & Walkthrough Coordinate initial walkthrough of all spaces with FSA

Within 30 days of contract award

Floor Layouts (Draft/Final) Room and exhibit layouts with capacity charts

Draft within 60 days before event Final 30 days before event

Run of Show / Event Schedule Finalized sequence of activities with assigned spaces

30 days before event

Security Procedures Plan Developed in coordination with FSA’s Conference Management Team and venue staff

45 days before event

Risk and Safety Plan Developed in coordination with FSA’s Conference Management Team and venue staff

45 days before event

Post-Conference Closeout Activities

DELIVERABLE DESCRIPTION DUE DATE / TIMING

Post-Event Summary Report (if applicable)

Summary of services rendered, and lessons learned

Within 30 days after event

Final Invoicing Final reconciliation of all charges. Within 30 days after event

5.0 Period of Performance and Place of Performance

Period of Performance:

Contract Period of Performance Date of award through December 31, 2026

Pre-Conference Planning and Coordination Period August 6, 2026, through November 29, 2026

Conference Execution Period November 30, 2026, through December 4, 2026*

Post-Conference Closeout Activities Period December 5, 2026, through December 31, 2026

*Conference Alternate Date: December 8 – 10, 2026

Place of Performance:

The conference venue shall be located within the continental United States (CONUS), preferably within reasonable proximity to a major commercial airport and public transportation infrastructure. Cities with FSA regional offices are preferred (i.e. Atlanta, Boston, Chicago, Dallas, Denver, Kansas City, New York, Philadelphia, San Francisco, Seattle, Washington DC).

6.0 Government-Furnished Information (GFI)

30 days before the event, FSA will provide the following:

• Preferences and guidelines for event room layouts

• Agenda and session schedules for electronic sign boards, banners, and/or printed/posted signage

• Branding materials (e.g., signage, logos, templates)

• Speaker and exhibitor contact lists

7.0 Event Management Personnel

The contractor shall assign a Project Manager (PM), or equivalent.

• Functional Responsibilities: Serve as the primary point of contact with FSA’s Conference Management Team. The PM shall oversee all coordination, scheduling, and on-site execution activities, ensuring adherence to performance timelines and quality standards.

• The PM is essential to the work being performed under this contract. Prior to diverting any of the specified individuals to other projects, the contractor shall notify the Contracting Officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No diversion shall be made by the contractor without the written consent of the Contracting Officer.

• Minimum Experience: 7 years of experience in related conference management of similar size and complexity (i.e. >7,000 attendees).

8.0 Performance Standards

All services shall meet the following expectations:

PERFORMANCE OBJECTIVES PERFORMANCE EXPECTATIONS

Venue Readiness and Access All contracted space and utilities must be fully operational and accessible beginning 7 AM the day prior to conference Day 1 (November 30, 2026).

AV and Technical Support All AV systems tested and operational prior to each session.

Backup capability for all conference and breakout rooms.

Event Coordination and Staffing Dedicated on-site event manager and coordination team available from setup through teardown.

Room Configuration and Setup Conference rooms, breakout areas, and registration spaces configured per approved layout daily at least one day prior to designated start time.

Accessibility and ADA/Section 508 Compliance

All facilities and materials meet ADA and Section 508 accessibility requirements.

Communication and Responsiveness

Dedicated on-site Project Manager acknowledges and responds to FSA direction or issues within a timely manner.