NIGC_National_Training_Conference_SOW_1.pdf
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- NIGC National Training Conference Sources Sought
- Solicitation number
- DOIDFBO250014
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This is a Scope of Work document for the NIGC National Training Conference to be held March 25-26, 2025, in Albuquerque, New Mexico at a tribal-owned casino. The Department of Interior's National Indian Gaming Commission requires conference facilities for 450 attendees with specific room setups and audiovisual requirements.
The requirements include a main conference room and three breakout rooms set in crescent style with round tables of 8-10 people, complete A/V setup including projectors, screens, wireless microphones, and streaming capabilities. Additional requirements include dedicated WiFi access, a small meeting room for 10-15 people with teleconference capabilities, light refreshments for morning breaks, and self-parking for attendees. The venue must be a tribal-owned casino in Albuquerque with proximity to alternative hotels and restaurants. Technical requirements include hardline internet access for virtual conferencing, wireless internet access throughout, and on-site technical support staff. The schedule spans two full days with setup time needed on March 24, running from 7:00 AM to 5:00 PM each day.
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NIGC National Training Conference March 25-26, 2025
Meeting Room Requirements:
The Department of the Interior (DOI), National Indian Gaming Commission (NIGC), requires the following:
1. Conference Room:
On Monday, 3/2025 we will need -2 hour/s of NIGC staff and technical support for set-up and testing.
On Tuesday, 3/2025 we will need a conference room with space for 450 attendees from 8:00 AM – 12:00 PM.
We will need A/V in the room (projector/screen, podium w/wireless mic, table for 3 guest speakers to the side of the podium facing the audience with 3 wireless mics, and 2 wireless mics for roaming mic holders to allow audience members to speak).
Setup:
o Outside of Conference Room 7:00am - 5:00pm: One table seating with seating for 2 - 3 people to check-in participants. Dedicated wifi access, a power strip, and power outlet needed.
o Conference Room: 8am - 12:00pm: Crescent style (round tables of 8-10) with podium and table for 3-6 guest speakers with microphones facing the audience. Projector screen with audio. One wireless mic per room for questions. Audio plug in for microphone for streaming. One additional table in one room for managing logistics/tech for virtual conference platform, hard line internet access, a power strip and technical support.
o Conference Room/Breakout Rooms: 12:30PM - 5:00PM: A total of three breakout rooms (can include the main room). Crescent style (round tables of 8-10) with podium and table for 3-6 guest speakers with microphones facing the audience. One wireless mic per room for questions. Projector screen with audio.
Audio plug in for microphone for streaming. One additional table in one room for managing logistics/tech for virtual conference platform, hard line internet access, and technical support.
On Wednesday, 3/2025 we will need three breakout rooms to split 450 attendees from 8:00 AM – 5:00 PM. We will need A/V in the room (projector/screen, podium w/wireless mic, table for 3 persons to the side of the podium facing the audience with 3 wireless mics, and 1 wireless mic for roaming mic holders to allow audience members to speak.)
Setup:
o Outside of Conference Room 7:00am - 5:00pm: One table seating with seating for 2 - 3 people to check-in participants. Dedicated wifi access and power outlets needed.
o Conference Room/Breakout Rooms: 7:30AM - 5:00PM: A total of three breakout rooms (can include the main room). Crescent style (round tables of 8-10) with podium and table for 3-6 guest speakers with microphones facing the audience. One wireless mic per room for questions. Projector screen with audio.
Audio plug in for microphone for streaming. One additional table in one room for managing logistics/tech for virtual conference platform, hard line internet access, and technical support.
2. Audio Visual and Wireless Internet Support: We will need A/V hardware and support each day. Direct hard line internet in one room for virtual conference/streaming capabilities. Dedicated wifi access for presenters and staff to access from any room.
3. Small meeting room for 10 -15 people both days. from 7:00AM - 5:00PM. Seating in meeting table set up with teleconference capabilities and close to main event room(s)
4. Food and Beverage Functions:
Provide light refreshments in the morning for those attending the conference. Light refreshments are defined to include, but not limited to, coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips or muffins.
5. Parking:
Free self-parking is ideal, but at a minimum self-parking must be available to guests.
6. Conference Room Location:
The meeting location needs to be in Albuquerque, New Mexico at a tribal owned casino. The location should be near other hotels and restaurants, should attendees be unable to reserve rooms at the meeting location.
Attachment No. 1 – Scope of Work Scope of Work Page 2 of 2
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