Maxwell AudioVisual SOW.docx

SOW – AFROTC/CC’s Symposium A/V Support 18 Nov 2025

STATEMENT OF WORK

FOR

US AIR FORCE RESERVE OFFICER TRAINING CORPS

2026 COMMANDER’S SYMPOSIUM – AUDIO/VISUAL SUPPORT

NOVEMBER 18, 2025

1.0 GENERAL: The Air Force Reserve Officer Training Corps (AFROTC) Commander's Symposium is an annual professional development event for 145 AFROTC Detachment Commanders, 4 Region Commanders and their staff. These organizations are located at 148 geographically separated units across the United States and Puerto Rico. Hosting this symposium in one location provides all Detachment and Region Commanders an invaluable opportunity to directly mentor those who are entrusted with executing the AFROTC mission. This annual event directly impacts the quality of leadership and training for years to come.

2.0 SUMMARY OF REQUIREMENTS: The Contractor shall provide the personnel, facilities, and equipment necessary to meet AFROTC’s A/V services and meeting requirements for the duration of the AFROTC Commander’s Symposium.

3.0 SPECIFICATIONS: Below are the minimum requirement specifications.

3.1 PERIOD OF PERFORMANCE: 5 January 2026 – 8 January 2026

3.2 LOCATION: Double Tree by Hilton Dallas Near the Galleria, 4099 Valley View Ln, Dallas TX 75244

3.3 MILITARY INSTILLATION ACCESS: Military installation access is not required for performance of this service.

3.4 AUDIO/VISUAL SUPPORT: The contractor shall supply the necessary labor and equipment to support visual and audio presentations during the 2026 AFROTC Commander’s Symposium as detailed in this section. This service shall include delivery and set up of equipment, technical support throughout the duration of the symposium, and equipment breakdown/removal.

Table 1. Daily Breakout Mon 01/05/2026 Conference Room (30 People)

Breakout Rooms 1-3 (30 People)

Tues 01/06/2026 Main Auditorium (240 People)

Wed 01/07/2026 Main Auditorium (240 People) & Breakout Rooms 1-3 (50 people)

Breakout Room 4

Breakout Room 5

Thurs 01/09/2025 Main Auditorium (240 People) & Breakout Rooms 1-3 (50 people)

Breakout Room 4

Breakout Room 5

Table 2. A/V Package Description Small Room LCD Package

· 1 - LCD Data Projector

· 1 - Tripod Screen

· 1 - Table For Projector

· 1 - Extension Cord

· 1 - Power Strip

· 1 - Bottom Skirt For Screen

· All RGB and Audio Cabling Required

· 1-Roll Down Screen

· 1-Table For Projector

· 2-Extension Cords

· 2-Power Strips

· 1-RGB Cable For Projector

· All RGB and Audio Cabling Required

3.5 EVENT SPACE: The contractor shall supply the necessary event space to accommodate the symposium attendees and facilitate presentations listed in Table 3. This service shall include delivery and set up of equipment, technical support throughout the duration of the symposium, and equipment breakdown/removal.

3.5.1 For each room set up, the contractor shall have a table in front of each attendee. The table may be “family-style” in which multiple people are able to sit on one side of the table and view the symposium presentations.

3.5.2 When the Main Auditorium/Grand Ballroom is in use, the contractor shall provide a stage, podium, and curtain backdrop.

Table 3. Event Space Configurations & Attendees

DATE