SOW EA 2010 Conference.doc

SCOPE OF WORK

FEMA External Affairs Conference June 8-9, 2010

I. OVERVIEW OF REQUIRMENT

FEMA’s Office of External Affairs will host a two-day conference in the Washington, DC Metro area designed to bring together federal, state and local emergency management communicators. The main purpose of this conference is to continue to work together on goal-oriented activities that will enhance External Affairs/Emergency Support Function 15 support and operations related to emergency preparedness and response. We will focus on new communications strategies within External Affairs partners, continue building relationships between communicators at the federal, state and local level, discuss best practices and lessons learned and review new changes in policy.

FEMA is the lead in coordinating this meeting and other federal and non-federal government agencies will attend as participants, with an anticipated attendance of approximately 150 participants.

II. OBJECTIVES

FEMA’s Office of External Affairs is seeking to acquire the best venue to accommodate the conference for up to 150 individuals to include audiovisual capability, space for group and break out session exercises for both conference days.

III. TASKS

The contractor shall provide:

1. 2-day meeting conference room space for up to 150 participants.

2. Conference room space and meeting package.

3. Single rooms for attendees at the government per diem room rate. Anticipated rooms by night is as follows:

Monday, June 7 50 rooms

Tuesday, June 8 70 rooms

Wednesday, June 9 30 rooms

4. Flexibility in conference room space, including ability to provide general session space to seat 150 at rounds, as well as 4 breakout rooms that can seat at least 40 people per room (at round table and a presenters table in front).

5. Accessible for people with disabilities.

6. Airport shuttle and parking on-site.

7. On-site restaurants (or information on off-site restaurants within walking distance or via shuttle).

8. Access to business center (Copy, print, and Internet-equipped facilities).

9. On-site audiovisual capability, including laptop hook-up cables, LCD projector set up kit, podium, sound system and microphone, all with technical support.

10. Package delivery services.

11. Hotel must be within walking distance to the Washington, DC Metrorail.

IV. CONTRACT AWARD

The total contract amount will cover meeting package to include meeting rooms, guest rooms via master account billing, and A/V support.

V. PERIOD OF PERFORMANCE

Conference to be held June 8-9, 2010, with lodging provided on June 7-9, 2010.