DSMAC Conf Purchase Description 20231031.pdf
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- Solicitation number
- W9133L24Q2001-Revised
About this file
This purchase description outlines requirements for conference space and services to support the Director's Strength Maintenance Awards Conference in Reno, Nevada from March 10-15, 2024. The venue must provide various sized conference rooms, breakout rooms, and an office space to accommodate 15-340 people at different times, as well as audio/visual equipment including internet, projectors, screens, podiums and microphones. The venue must also guarantee up to 270 hotel rooms from March 12-15, with 50 rooms available from March 11-15, and provide a formal banquet dinner for up to 340 people on March 14 along with a cash bar. Food and beverages will be charged directly to attendees rather than included in the contract cost.
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Purchase Description
1.0 Training Space/Location Requirement – The Army National Guard G1 requires a hotel with conference space within Reno, Nevada to conduct training and awards banquet events. The venue shall provide the required space and services per the below schedule:
Room Type Start and End Time # of people to accommodate Dates Required
Office/Storage Room Accessible always, prefer if venue gives a key to customer staff.
15 10-15 MAR 2024
Board Room 0800-1700 15 12 MAR 2024 Main Conference Room/Banquet Room*
0900-1600 for 12-
13MAR24,
0900-2359 on 14MAR24
340 12-14 MAR 2024
One Breakout Room (Breakout Room A)**
0900-1600 100 (+/-) 12-14 MAR 2024
Two (2x) Breakout Room (Breakout Rooms B and C)**
0900-1600 100 (+/-) 13-14 MAR 2024
Venue must provide labor to set/strike/re-arrange rooms to support events.
As required 340 10-15 MAR2024
*Conference room shall be set up with rows of chairs for audience, then converted to banquet configuration (tables and chairs) by 1600 on 14MAR24.
**Breakout rooms shall each be set up with rows of chairs for audience.
2.0 Audio Video Capabilities Per Room: Venue shall provide the following services.
2.1 Services to provide for entire event.
2.1.1 Wireless Internet within the areas of the main conference room, break out rooms, office storage room, and board room.
2.1.2 Set-up and tear-down of AV should be included, to include on-site and responsive troubleshooting for the duration of service.
2.2 Main Conference/Banquet Room:
-Elevated Stage -Podium with static microphone and sound system -1 each Mobile microphone capability for additional presenters on stage
-1 each Mobile microphone capability for audience members to present questions/comments -Capability to manage AV levels (a sound booth) with capability to play digital music -Projection of slides/slideshows from customer-provided laptop (should include all required cables/projectors/screens – HDMI, VGA, USB-C, etc.)
-Rear projection capability preferred to prevent presenters/stage personnel from interacting with projected slide.
2.3 All Breakout Rooms:
-Elevated stage NOT REQUIRED -Podium with static microphone and sound system -1 each Mobile microphone capability for additional presenters on stage for each break out room -Projection of slides/slideshows from customer-provided laptop (should include all required cables/projectors/screens)
2.3.1 Breakout Room A
-Room must be capable of streaming data to run virtual meetings (MS TEAMS or Zoom)
2.4 Blocked Rooms: The venue shall provide a guarantee of up to 270 hotel rooms available from 12-15 March 2024, with 50 of those available from 11-15 March 2024.
Rooms shall be charged to the individual guests upon check in/check out.
2.4.1 The venue shall provide no minimum fill requirement or penalty for unfilled rooms.
2.5 Banquet Meal: The venue shall provide a formal banquet dining experience for the dinner meal. The venue shall provide at a minimum one vegetarian option and two meat options to be chosen by the guests. The venue shall host up to 340 people for the evening banquet 14 March 2024. Venue shall also provide audio visual services during the banquet.
2.5.1 The Government shall not pay for this meal or food as a cost in this contract. The venue shall charge the attendee directly or to their hotel room for this meal.
2.5.2 The venue shall provide a cash bar at no cost to the Government or the contract during the banquet meal. The venue shall charge the attendee directly or to their hotel room for the cash.
2.5.3 This contract shall not be used to pay for food or beverages.
File details come from the government source that posted it. Updated .