J-1503070-03 Special Event Project Historical Data.xlsx
XLSX spreadsheet 20 KB Posted
- Attached to
- Base Operations Support Services For NSA Annapolis and US Naval Academy, Annapolis, Maryland
- Solicitation number
- N6247026R0017
About this file
This is a historical data attachment documenting special event project requirements for the U.S. Naval Academy in Annapolis, Maryland. The file contains detailed specifications for seven categories of events scheduled between June 2025 and August 2025, including LTCOL Smalley Retirement (CAT 1), Plebe Summer Formal Parade (CAT 1), Brigade Boxing Finals (CAT 3), Army-Navy Pep Rally (CAT 4), Induction Day/I-Day (CAT 5), Reform/First Night (CAT 6), and Parents' Weekend (CAT 7). Each event specifies equipment, setup locations, timing requirements, and personnel needs.
The file details extensive logistical requirements across multiple events, including tent and canopy setup, seating (ranging from 100 to 1,200 chairs per event), tables (3x8 and 3x3 configurations), audio/visual equipment, power infrastructure (generators, extension cords, power strips), furniture (podiums, ceremonial chairs, risers), décor items (tablecloths, bunting, drapes, stanchions), and support services (technicians, electricians, drivers with box trucks). Notable requirements include a 40x80 enclosed tent with lighting towers for the Army-Navy Pep Rally, portable bleachers and bleacher setups for the Oath of Office ceremony at Worden Field, and specialized equipment such as a boxing ring with plywood base, porta potties (ranging from 10 to 15 units per event), and magnetic nail pickup equipment. All events require setup completion by specified deadlines (ranging from 1030 to 1600 hours on event dates or pre-event dates) and full breakdown and equipment return to storage by 1600 hours on designated dates, with some events requiring overnight equipment storage and personnel on standby during events for technical support and power failure contingencies.
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J-1503070-03
| Attachment J-1503070-03 |
| Special Event Project Historical Data |
| CRZ4XS |
| "CAT 1" SUPPORT LTCOL SMALLEY RETIREMENT - 19JUN25 |
| Set-up: Dahlgren Hall - NLT 1600 Thursday, 19 June 2025 --- Keep up over the weekend and remove on Monday, 16 June |
| ~~ 100 - Guest Chairs (2 blocks of 5 rows of 10 chairs ) |
| ~~ 2 - Podiums w/mics & sound (1 ceremonial chair MC) |
| ~~ 3.5mm Aux Cable |
| ~~ 4 - Ceremonial chairs for official party |
| ~~ 16 armless band chairs. |
| ~~ 1 - Table w/cloth for awards |
| ~~ 1 - Table w/cloth for covers |
| ~~ 1 - Table w/cloth for gifts (place on other side of entryway in line with cover table) |
| ~~ 8 - Ceremonial Bullets and Red Carpet set up center aisle |
| ~~ Navy, Marine Corps, and U.S. Flags |
| CS6ZCY |
| "CAT 1" SUPPORT PLEBE SUMMER FORMAL PARADE (PPW) - 9AUG25 |
| For Plebe Parents Weekend Parade, Saturday, 9 August. Request setup completed by 0600. Main Canopy: 120 total chairs: 5 rows of 24 chairs per row. Center aisle with 12 chairs on each side of the aisle. Side Canopies: 48 total chairs under each side canopy with 4 rows of 12 chairs per row. Please include the setup of the handicap canopy along with the 10 chairs under the canopy as done in the past. |
Red Carpet and stanchions to block off the walkway in front of the main canopy
SETUP NLT 0600 - 1AUG25
~~ 216 - WHITE FOLDING CHAIRS
~~ 1 - 10 X 15 TENT
~~ 10 - WHITE FOLDING CHAIRS
SETUP IN BETWEEN BLEACHERS/CANOPY
~~ 1 - PA SYSTEM WITH WIRELESS MICROPHONE
~~ 1 - PODIUM
~~ 1 - RED CARPET
~~ 4 - RETRACRACTABLE STANCHIONS
~~ 1 - TECH ON STANDBY
BREAKDOWN AT CONCLUSION.
| CVHKDZ |
| "CAT 3" SUPPORT BRIGADE BOXING FINALS - 27FEB26 |
| SETUP COMPLETE NLT 1400 - 26FEB26 |
USE SAME SETUP AS LAST YEAR
~~ SETUP BOXING RING AND STEPS
~~ 4 - SHEETS 3/4" CDX PLYWOOD
USED UNDER FEET OF BOXING RING
~~ 330 - CHAIRS
USE ALUMNI HALL CHAIRS
~~ 10 - 3 X 8 TABLES
~~ 5 - GOLD LINEN TABLECLOTHS
~~ 5 - NAVY BLUE LINEN TABLECLOTHS
~~ 16 - CHAIRS RING SIDE
~~ 15 - TRASH CANS WITH EXTRA LINERS
BREAKDOWN NLT 0800 - SATURDAY 28FEB236
| CSJLWZ |
| "CAT 4" SUPPORT ARMY-NAVY PEP RALLY - 8DEC25 |
| 11/25/25 ADD ON PER THE CUSTOMER |
~~ 8 - SHEETS 3/4 PLYWOOD CDX
"DROP OFF ONLY" ON THE FIELD NLT 0900 FRIDAY 5DEC NEAR
THE STAGE LOCATION.
~~ 16 - 3 X 8 TABLES (TOTAL IS 65)
(8) TABLES IN FRONT OF THE STAGE
SETUP COMPLETE NLT 1500 - 8DEC25
Requesting set up the morning of 8 Dec, and breakdown the morning of 9 Dec.
~~ 10 - Porta Potties --- Arrive and drop off Friday, 5 December.
~~ 49 - 3 X 8 Tables under large tent W/DISPOSABLE COVERS ~~ 1 - 3 X 8 Table on the stage W/DISPOSABLE COVER ~~ 100 - Garbage cans w/ liners spread across Farragut Field and in large tent ~~ 1 - Light tower (by bar) ~~ 500 - Wooden pallets (bonfire) ~~ Hangman to hang pinata over pallets to burn. MWF will bring Mule to hang on 8 December ~~ 1 - Propane Heater on stage for DJ ~~ 1 - 40x80 tent, sides enclosed, 2 points of entry ~~ 5 - Torches (to fire dept) ~~ 2 - Generators. Minimum 125KW -- deliver Fri, 28 Nov ~~ 60 - Cable Ramps ~~ 30 - 8' Bicycle Barricades (RACKS) ~~ 1 - 12x20 tent 10' sides with 3 walls ~~ 6"-12" sand under pallets for bonfire
~~ (1) MAGNETIC ROLLER TO PICK UP PALLET NAILS
~~ (2) TECHS ON STANDBY DURING EVENT
~~ 1 - 8'x8'x 2" OR 16" RISER on stage for DJ ~~ 1 - Electrician on standby during event
| CRZ9GP | ||
| "CAT 5" SUPPORT I-DAY 26JUN25 | ||
| • | Biggest change from what we discussed Tuesday, is (A)-(Z) signs not needed on Stribling, instead being used along the perimeter of Worden Field. | |
| • | Oath of Office Rehearsal is 25JUNE 0900-1230. Detailers and Staff will be there at 0900-1100, then the Superintendent and Commandant will join for a full Dress Rehearsal 1100-1230. I wasn't sure based on our conversation when we would actually have the chairs set up (rehearsal day or day-of) based on last year's request. | |
| • | I have 12 bodies for setup and cleanup. Please just tell me what time you want them to meet at Worden for either event. | |
| • | THANK YOU!!! |
*** DELIVER WEDNESDAY 18 JUNE NLT 1500 - ALUMNI HALL ****
*** ALUMNI HALL WILL DIRECT SETUP LOCATIONS ***
~~ 60 - 50' EXTENSION CORDS
~~ 50 - POWER STRIPS
~~ 60 - 3 X 8 TABLES (ALUMNI HALL WILL DIRECT SETUP LOCATIONS)
~~ 100 - NAVY BLUE TABLECLOTHS (LINEN ONLY)
~~ BUNT TEMPORARY BARBER SHOP AREA (STORAGE ROOM OFF LOADING DOCK)-NLT June 20
~~ 10 - SECTIONS WHITE PVC FENCING
~~ 37 - TALL BLACK STANDS (BE SURE THESE ARE CLEAN OR REPAINTED)
~~ 0 – ROLLS OF GREEN 3M BRAND #471 (FASTENAL #0601482)- 2 INCH X 36 YARD TAPE
~~ 0 – ROLLS OF SILVER TALON BRAND DUCT TAPE (FASTENAL #0617168)- 48 MM X 55 METER TAPE
~~ 325' BLACK PIPE/DRAPE
~~ 15 - PIPE/DRAPE BASES
~~ 15 - 8' PIPE/DRAPE UPRIGHTS
~~ 13 - PIPE/DRAPE SUPPORT CROSSBARS
~~ 65 - BLACK DRAPES 8'X60" POLY
~~ 50 - SMALL (INDOOR) TRASHCANS
(POC FOR PIPE/DRAPE SETUP DINA EBBERT @ 410-293-2392)
*** PAINT THE JAPANESE BELL AND ENTERPRISE BELL STANDS, REPAIR AS NEEDED***
*** ENSURE ALL ALUMNI HALL AIR CONDITIONING UNITS ARE OPERATING PROPERLY TO SUPPORT THE PROCESSING OF THE CANDIDATES *** ***** ALL TRASH CANS/LADYBIRDS WILL NEED TO BE EMPTIED AS NEEDED THROUGHOUT THE (2) DAY PERIOD *****
**** DELIVER TO BANCROFT HALL 5TH WING ABOVE THE UNIFORM SHOP FRIDAY 20 JUNE SETUP COMPLETE NLT 1600 ****
~~ 5 - 3 X 8 TABLES
~~ 2 - 3 X 3 TABLES
~~ 2 - 50' EXTENSION CORDS
~~ 4 - POWER STRIPS
~~ 7 - BLUE DISPOSABLE TABLECLOTHS
~~ 5 - TALL BLACK STANDS (BE SURE THESE ARE CLEAN OR REPAINTED)
***MAHAN HALL (HART ROOM)***
*** ALUMNI HALL/IDC/MEDICAL POCS WILL DIRECT SETUP LOCATIONS ***
~~ 12 - 50' EXTENSION CORDS
~~ 9 - POWER STRIPS
~~ 12 - 3 X 8 TABLES (ALUMNI HALL WILL DIRECT SETUP LOCATIONS)
~~ 16 - 3 X 3 TABLES (ALUMNI HALL WILL DIRECT SETUP LOCATIONS)
~~ 12 - NAVY BLUE TABLECLOTHS (LINEN ONLY)
~~ 10 - SECTIONS WHITE PVC FENCING BETWEEN ALUMNI AND MAHAN
~~ 3 - TALL BLACK STANDS (BE SURE THESE ARE CLEAN OR REPAINTED)
*** PAINT THE JAPANESE BELL AND ENTERPRISE BELL STANDS, REPAIR AS NEEDED***
*** ENSURE ALL MAHAN HALL AIR CONDITIONING UNITS ARE OPERATING PROPERLY TO SUPPORT THE PROCESSING OF THE CANDIDATES *** ***** ALL TRASH CANS/LADYBIRDS WILL NEED TO EMPTIED AS NEEDED THROUGHOUT THE (2) DAY PERIOD *****
*** STRIBLING WALK ***
SIGNS NOT NEEDED ALONG STRIBLING WALK. RELOCATED TO WORDEN FIELD.
SETUP COMPLETE NLT 1500 - 25 JUNE
~~ PLACE THE ALPHABETIC LETTER POSTS ALONG THE WALKWAY (REPAINT/RE-LETTER IF NEEDED)
(A) THRU (M) ON THE RIGHT, LANDWARD SIDE OF STRIBLING WALK WITH (A) AT TECUMSEH COURT
(N) THRU (Z) ON THE LEFT, SEAWARD SIDE OF STRIBLING WALK WITH (Z) AT TECUMSEH COURT
*** ~~ 10 - PORT A POTS DELIVER TO MIDSTORE PARKING LOT DROP
OFF IN THE USUAL AREA AGAINST THE WALL
*** ~~ 15 - PORT A POTS DELIVER TP BALCH RD ON THE SIDEWALK BY THE
PARKING GARAGE ( 13 STANDARD UNITS/2 HANDICAP UNITS
SEE J FINKLE ON THIS.
**** I-DAY MINUS 1 WEDNESDAY 25 JUNE ****
~~ 1 - DRIVER WITH 24’ BOX TRUCK TO TRANSPORT INDUCTEES EQUIPMENT FROM ALUMNI HALL TO THE 5th WING LOADING DOCK. DRIVER MUST BE ON SITE AT ALUMNI HALL AT 0700 AND REMAIN ON SITE UNTIL ALL INDUCTEES HAVE BEEN PROCESSED.
**** I DAY 26 JUNE ****
~~ 2 - DRIVERS WITH 14’ BOX TRUCK AND 24’ BOX TRUCK TO TRANSPORT INDUCTEES EQUIPMENT FROM ALUMNI HALL TO THE 5th WING LOADING DOCK. DRIVERS MUST BE ON SITE AT ALUMNI HALL AT 0600 AND REMAIN ON SITE UNTIL ALL INDUCTEES HAVE BEEN PROCESSED.
~~ 1 - 10 X 10 TENT SETUP NEAR THE LOADING DOCK
~~ 4 - WHITE FOLDING CHAIRS
**** OATH OF OFFICE 25 JUNE WORDEN SETUP ****
SETUP COMPLETE NLT 1030- 25 JUNE READY FOR FULL DRESS REHEARSAL AT 1100
~~ 1 - PA SYSTEM WITH 6-8 SPEAKERS
~~ 1 2 - PODIUMS WITH MICROPHONES
~~ 13 - CAPT'S CHAIRS FOR THE OFFICIAL PARTY (THESE MUST BE MATCHING AND CLEAN) [REPLACES FRONT ROW UNDER MAIN CANOPY]
~~ (30) FOR THE BAND
~~ (1200) FOR CANDIDATE SEATING [4 SECTIONS OF 25 PER ROW X11]
~~ (120) RIGHT SIDE CANOPY
~~ (88) MAIN CANOPY
~~ (120) LEFT SIDE CANOPY
~~ (60) PARENTS/GUESTS [SEATS FOR HANDICAP TENT]
~~ 1 - 8 INCH RISER COVERED AND BUNTING SET UP IN FRONT OF MAIN CANOPY ON BRICK AND GRASS
~~ 1 - 15 X 22 TENT SETUP IN BETWEEN THE REVIEWING STAND AND BLEACHERS.
~~ SETUP RETRACKTABLE STANCHIONS AT THE BANDSTAND (LIKE COLOR PARADE)
TO KEEP PARENTS OFF THE FIELD.
SETUP COMPLETE NLT 1500 - 26JUNE
~~ PLACE THE ALPHABETIC LETTER POSTS ALONG BACK OF WORDEN FIELD (REPAINT/RE-LETTER IF NEEDED)
(A) THRU (Z) TO READ A-Z LEFT TO RIGHT IF LOOKING AT WATER, FACING SIGNS
**** SETUP BARRIERS IN MID STORE PARKING LOT ACCORDING TO DIAGRAM ****
~~ 1 - SCAFFOLD/PLATFORM FOR MEDIA, DRESS WITH BLUE BUNTING [MSC PROVIDING OWN]
~~ 1 - MULT BOX
~~ PROVIDE ALL WIRING AND CABLES NEEDED
~~ 1 SMALL PORTABLE GENERATOR (IF NEEDED)
SETUP ON THE BRICKS AS IN PREVIOUS YEARS.
~~ 1 - PORTABLE BLEACHERS SETUP NEXT TO RIGHT MOST BLEACHER ON THE BRICKS
**** DETAILER/STAFF DRESS REHEARSAL 0900-1100, SUPERINTENDENT AND COMMANDANT JOINING 1100 FOR FULL DRESS REHEARSAL. FULL DRESS REHEARSAL FOR OATH OF OFFICE STARTS AT 1100 (25 JUNE) AND WILL COMPLETED APPROXIMATELY 1230. THIS REQUIRE VJFS TO HAVE TECHS ON SITE TO ASSIST WITH ANY CHANGES AND TO REMOVE EQUIPMENT TO BE STORED OVERNIGHT **** ~~ PROVIDE (2) PERSONNEL ON STANDBY FOR OATH OF OFFICE IN CASE OF POWER FAILURE. AT CONCLUSION OF EVENT REMOVE ALL EQUIPMENT AND RETURN TO STORAGE.
~~ REMOVE ALL CHAIRS FROM IMMEDIATELY FROM WORDEN FOLLOWING THE OATH OF OFFICE, WHICH WILL CONCLUDE APPROXIMATELY 1930. THE CHAIRS NEED TO REMOVED TO FACILITATE 4/C REGIMENT MARCHING INTO BANCROFT HALL ~~ WORDEN MUST BE CLEAR OF ALL EQUIPMENT NLT 0700, 27 JUNE. VJFS TO BE SURE TO HAVE ENOUGH PERSONNEL ON HAND TO RESTORE WORDEN.
~~ VJFS IS RESPONSIBLE FOR ALL TRASH REMOVAL IN ALL LOCATIONS
~~ NOTE - QUANTITIES MAY VARY AND ARE SUBJECT TO CHANGE AT THE CUSTOMERS REQUEST.
~~ ALL EQUIPMENT FROM ALL LOCATIONS MUST BE BROKEN DOWN AND RETURNED TO STORAGE NLT 1600 – 27 JUNE
| CS9CH6 |
| "CAT 6" SUPPORT REFORM / FIRST NIGHT - 17AUG25 |
| SETUP COMPLETE NLT 1600 - 17AUG25 SMOKE PARK |
SETUP CAN BEGIN 14AUG
VJFS HAS DIAGRAM/INSTRUCTIONS
~~ 2 - 80' X 120' TENTS
~~ 1 - 12' X 12' TENT WITH SOLID SIDES
~~ 52 - 3 X 8 TABLES WITH DISPOSABLE COVERS
~~ 40 - 36" BISTRO TABLES WITH DISPOSABLE COVERS
~~ 20 - WHITE FOLDING CHAIRS
~~ 1 - 20' X 20' STAGE WITH (1) STEP SAFETY RAILS
AND BLACK BUNTING
~~ 36 - TRASH CANS WITH EXTRA LINERS
SPREAD OUT IN SMOKE PARK
~~ 20 - 50' EXTENSION CORDS
~~ 3 - SPIDER BOXES
~~ 3 - GENERATORS
(2) FOR FOOD SERVICE (1) AT THE STAGE
SIZES WILL BE DETERMINED BY ELECTRICIANS
~~ 300' - 50 AMP CABLE
~~ 6 - PIG TAILS
~~ 30 - CABLE TRAYS
~~ 4 - TECHS ON SITE FOR SETUP (0800 - 1600)
~~ 1 - ELECTRICIAN ON SITE FOR SETUP (0800 - 1600)
~~ 2 - TECHS ON STANDBY FOR TRASH DETAIL ECT... (1700 - 2130) (4.5)
~~ 1 - ELECTRICIAN ON STANDBY (1700 - 2130) (4.5)
BREAKDOWN MUST BE COMPLETE NLT 1600 - MONDAY 18AUG25
| CS7ZDV |
| "CAT 7" SUPPORT PPW 2025 - 7AUG25 |
| SETUP COMPLETE NLT 1500 - 6AUG25 |
GARY CHANEY HAS ALL DETAILS
LT SWAIN WILL SUPPLY DIAGRAM.
~~ 78 - 3 X 8 TABLES
~~ 78 - NAVY BLUE TABLECLOTHS
~~ 128 - WHITE FOLDING CHAIRS
~~ 40 - POWER STRIPS
~~ 50 - 50' EXTENSION CORDS
~~ 71 - EASELS
~~ 450' BLUE OR BLACK PIPE/DRAPE
~~ 15 - TRASH CANS WITH EXTRA LINERS
~~ 2 - SPIDER BOXES
~~ 1 - TECH ON SITE DURING SETUP (7AUG24)
~~ 1 - TECH ON STANDBY (8AUG24) 7.5 HOURS
CONTACT LT SWAIN (3-1545) FOR BREAKDOWN INSTUCTIONS
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