NPCGF_Hotel_SOW_(rev1.15.14).pdf

NPCGF HSCG84-14-Q-DP5052

Requirement for North Pacific Coast Guard Forum (NPCGF)

2014 Hosting U. S. Coast Guard Pacific Area

The following are requirements for conference room, audio visual, and support services for the hosting the 2014 North Pacific Coast Guard Forum. These requirements include;

1. Blocking of hotel rooms

2. Conference and meeting rooms

3. Audio/visual equipment setup/use/technical assistance

4. coordination Conference

Hotel Conf ood and beverages will not be paid under requirement/contract. However, to be ity to ny alcoholic beverage requirement will be addressed by a third party. No alcoholic are he selected hotel/conference facility must have onsite a bar facility that serves alcoholic locking Hotel Rooms for Attendees

5. erence Attendance Charge (see attached 2 page requirement)

F considered for this requirement, the selected hotel facility must have onsite capabil provide food and execute item 5. listed above; Hotel Conference Attendance Charge.

A included in this requirement.

T beverages and is at the request of a “non government third party” capable of providing bar services and/or corkage services at the opening assembly and summary dinner.

B arch 02 – 06, 2014 , Berkeley, Emeryville, CA)

Require a reserved block of individual standard rooms for 5 different delegations of

6 and f individual standard rooms (approximately 85) should be billed at s will make reservations directly with Hotel. Hotel will charge hotel room

Conference/Ball Room, Meeting Room, & Audio Visual Requirements

M East Bay (i.e. Oakland up to 15 members each, for approximately or 75 rooms. Five (5) of those rooms will be suites or executive type. All rooms will be paid for by visiting foreign delegates invited to the Forum. The majority of international delegates will be checking in on March 3rd and checking out on March 6th. (** Note; some guests may check in on March 2nd; exact travel itineraries will be provided 72 hours prior to arrival.)

• Require an additional 15 rooms for U.S. Coast Guard members checking in on Sunday March 02, 2014 and checking out on the morning of Thursday March 0 March 07, 2014.

• The total number o the current local published rate, and must include five (5) separate suites or executive rooms.

• Attendee and Hotel Conference Attendance Charge directly to each attendee.

n by items, oms, and services per day):

ed

All requirements listed above support the following agenda (broken dow ro (** Note; some guests may check in on the 2nd; exact travel itineraries will be provid 72 hours prior to arrival.)

(***Note; all conference rooms must be able to support the specific A/V requirements listed in the agenda below.)

Monday March 3rd (majority of guests arrive):

One (1) conference room to support a meeting of 15 people for 1 hour (6:00 – for tely 100 guests for 2 hours (7:00-9:00 PM).

ry ium and microphone with

• d ns room meeting space,” for approximately 10

7:00PM).

• A conference/ball room to support an NPCGF Opening Assembly of delegates approxima o Require two (2) projectors, two (2) screens, and one (1) laptop with necessa cables to project on screens. Also, require a pod speakers, and all necessary cables all set up for NPCGF Opening Assembly presentation. Setup, testing, and technical assistance during meetings to be included.

An additional office style room will be necessary from March 3rd-6th in order to stan up a “staff command/communicatio people. The room must be in the vicinity of the majority of the forum. The room may be in the form of a hotel guest room if beds are removed and 2 work table and 10 chairs can be brought in.

Tuesday March 4th:

• One (1) conference/ball room to support NPCGF Work Group of 80 people (7:30 – les to project on screens. Also, require a podium and microphone with g rooms throughout event location. Setup, W

9:00AM)

o Require two (2) projectors, two (2) screens, and one (1) laptop with necessary cab speakers, and all necessary cables all set up for working breakfast. Setup, testing, and technical assistance during meetings to be included.

Seven (7) conference/meeting rooms to support Expert Meetings of 10 people each for a full day (9:00AM – 6:00 PM).

o Require seven (7) laptops, projectors, screens, and necessary cables set up in designated (seven (7)) meetin testing, and technical assistance during meetings to be included.

ednesday March 5th:

• One (1) conference/ball room to support NPCGF Work Group 80 people (7:30AM – les to project on screens. Also, require a podium and microphone with

9:00AM)

o Require two (2) projectors, two (2) screens, and one (1) laptop with necessary cab speakers, and all necessary cables all set up for working breakfast. Setup, testing, and technical assistance during meetings to be included.

Seven (7) conference rooms to support Expert Meetings of 10 people each for 1 hr

(9:00AM – 10:00 AM).

o Require seven (7) laptops, projectors, screens, and necessary cables set up in designated (seven (7)) meeting rooms throughout event location. Setup, testing, and technical assistance during meetings to be included.

• One (1) conference/ball room to support NPCGF General Assembly and Working Lunch, a meeting of 80 people (10:00AM – 1:00 PM).

o Require two (2) projectors, two (2) screens, and one (1) laptop with necessary cables to project on screens. Also, require a podium and microphone with speakers, and all necessary cables all set up for NPCGF General Assembly and working lunch. Setup, testing, and technical assistance during meetings to be included.

o Conference room must have sufficient space to include four (4) 6 x 6 x 6 translations booths. Ideally, all 4 booths will be set up at the back of the room side by side by an outside vendor providing translation service.

o The language translation service requires access/utilization to the hotel’s “XLR feed” for simultaneous translation service.

• One (1) conference/ball room for 100 guests for NPCGF Summary Assembly (7:30 –

9:30 PM).

o Require two (2) projectors, two (2) screens, and one (1) laptop with necessary cables to project on screens. Also, require a podium and microphone with speakers, and all necessary cables all set up for NPCGF Summary Assembly.

Setup, testing, and technical assistance during meetings to be included.

Thursday March 6th:

• Guests check out.

Friday March 7th:

• Remaining Coast Guard members check out.

No cancellation fee will be paid if the event is held as scheduled.

No food or beverages of any kind are included directly in this requirement or to be paid under this contract.