DRAFT Statement of Need Army Medical Conference Feb 25.pdf
PDF 113 KB Posted
- Attached to
- RFI- Army Medical Conference - Feb 25
- Solicitation number
- W81K0425RXXXX
- Issued by
-
Department of the Army Medical Command
About this file
The provided document is a draft Statement of Need for the 2025 Army Medical Conference scheduled for February 23-28, 2025. The conference will require a dedicated Conference Planning Manager, a General Session Conference Room with a full meeting support package, 20-30 breakout rooms, and lodging for 650 attendees. The General Session Conference Room needs to be equipped with audio/visual equipment, a podium, microphone, LCD projector, and screen. The breakout rooms must each hold 20 personnel and include tables, chairs, and AV equipment. The 650 lodging rooms need to provide 5G Wi-Fi, on-site parking, and 24/7 security.
The related federal contract opportunity is an RFI (Request for Information) for the Army Medical Conference, with a solicitation number of W81K0425RXXXX. The U.S. Army requires a hotel with conference facilities and lodging to host the event for up to 650 attendees. The RFI asks interested parties to submit a capability document (not more than 3 pages) describing their ability to meet all aspects of the requirement, which includes the conference rooms, breakout rooms, and lodging. The location for the event is required to be within the Leesburg, VA area.
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Text version
Statement of Need 2025 Army Medical Conference
23 - 28 February 2025
Convention dates: 23 – 28 February 2025
Day 0: 23 February 2025 – 20 personnel check-in and convention setup Day 1: 24 February 2025 – Travel Day/Check-In/Setup of venue Day 2: 25 February 2025 – First day of convention Day 3: 26 February 2025 – Second day of convention Day 4: 27 February 2025 – Third day of convention Day 5: 28 February 2025 – Day of departure/convention breakdown
Needs
(1) Dedicated Conference Planning Manager (23 – 28 February 2025)
- Coordinates all event arrangements
- On-site point of contact upon arrival and throughout the conference
(1) General Session Conference Room (Dates: 23 – 28 February 2025)
Meeting Support Package to include the following:
Client Set Up Day (Monday, 23 February 2025 - time TBD) Registration Area (Command Center)
- Classroom Chevron Set (tables, chairs, etc. pads, and pens on each place setting)
- (1) Podium with microphone -
- (1) LCD Projector & Screen Package
- (1) PC Audio Connection (HDMI Connection - sound for presentations)
- Audio Visual Set Up & Strike (continuous all-day service within 5-10 minutes from 7 am thru 5 pm daily (NOT dedicated AV support) Continuous all-day beverage and refreshment (breaks)
• (20 to 30) Breakout Rooms (23 – 28 February 2025)
- Each breakout room should hold 20 personnel
- Equipped with tables and chairs for the 20 personnel
- Furnished with audio visual equipment
• 630 Lodging Rooms (24 – 28 February 2025)
– 5G Wi-Fi access
– On-site parking
– 24/7 Security
• 20 Lodging Rooms (23 – 28 February 2025)
– 5G Wi-Fi access
– On-site parking
– 24/7 Security
File details come from the government source that posted it. Updated .