AeroWeek SOW.pdf

UNCLASSIFIED

STATEMENT OF WORK: NGA AERO WEEK 2020

WORKING WITH NGA The National Geospatial-Intelligence Agency (NGA) is part of the U.S.

Department of Defense. The federal government operates differently than corporate and civilian entities, and has unique requirements and restrictions regarding events and government spending.

Flexibility and understanding is helpful when working with us and our differentiated situation.

EVENT DESCRIPTION AERO WEEK is a private annual conference consisting of concurrent large and small working group meetings, hosted by NGA’s Aeronautical Navigation Office.

DATES April 6-10, 2020 (Afternoon/evening setup of space required on April 5)

PROJECTED NUMBER OF ATTENDEES: 250 – 350

ATTENDEE DESCRIPTION Military and civilian business personnel, national and international.

REQUIREMENTS

AVAILABILITY Venue must be able to fully accommodate all requirements for AERO WEEK on the dates listed above

LOCATION – Must be within 30 miles of Downtown St. Louis

CONNECTIVITY Must have reliable, high-speed Wi-Fi connection and teleconferencing capabilities in all meeting rooms

REFRESHMENT Water stations should be present in every banquet room.

SECURITY Banquet rooms must be locked nightly to safely store NGA equipment and materials

PARKING Must have ample parking available.

LINENS All tables will need linens. Black is preferred. Please describe linen options

BUSINESS CENTER – Hotel should have a business center available to guests with access to computers, printers, and fax machines

REQUIREMENTS CONT’D

MAIN ROOM Classroom style seating for a minimum of 300 to a maximum of 400. Main Room must have a podium with microphone stationed at the front for lecture-style presentations.

Room will be used for the duration of the week.

Audio Visual: An appropriate sound system and viewing screen(s) via overhead projector, allowing all conference attendees to hear and see all presentations.

Approximately 6 (TBD) wireless microphones with stands throughout the Main Room to amplify group discussion. Sound board for mixing and channeling mics. Platform stage with pipe and drape backdrop. LED uplights (qty TBD). Power supply at tables for charging electronic devices. A/V setup and teardown. On-call tech support (on-site, in-house tech support preferred).

BREAKOUT ROOM 1 Classroom setup for 30-40. Will be used for the duration of the week.

Audio Visual: Projector & screen preferred

BREAKOUT ROOMS 2 & 3 Can be smaller in capacity (10-20) than Breakout Room 1. U-shaped setup preferred. Rooms will be used for the duration of the week.

Audio Visual: Projector & screen preferred

EXHIBITION AREA

An open space (mezzanine, hallway, or general use area) for exhibitors to display their information on banquet tables and mingle with attendees. Should have sufficient power outlets and be near Main Room. Approximately 8 or fewer rectangular banquet tables will be needed for this area. Exhibition area will be needed April 7, and possibly April 8 (TBD).

HOTEL Rooms at the government lodging rate for St. Louis are required. Please include the number of rooms you can accommodate at a government rate. Attendees will be paying individually. If you require a block to reserve military rooms, NGA cannot be charged for unused rooms in our block.

EVENT CONTACT

Kristen Linton

314-676-8766

Kristen.A.Linton@nga.mil mailto:Kristen.A.Linton@nga.mil