Performance Work Statement (PWS) 11 February.pdf

PERFORMANCE WORK STATEMENT (PWS)

Conference Contract

PART 1

GENERAL INFORMATION

GENERAL INFORMATION:

1. General: This contract is intended to provide personnel service, logistical, and execution support to the Office of the Chief of Staff of the Army (OCSA) and Office of the Deputy Chief of Staff, G-3/5/7 for planning, coordinating, and conducting conferences. Conferences will occur within the continental United States primarily in the National Capitol Region. The number of conferences per year may vary and the government anticipates a requirement for approximately five conferences per year.

1.1 Description of Services/Introduction: The contractor shall provide the qualified personnel and all resources necessary to plan, coordinate, and execute conferences. As defined in this Performance Work Statement (PWS), the contractor must furnish all required equipment, materials, and services, except for items specified as Government-furnished. These resources include, but are not limited to, conference planning software, laptops, audio/visual equipment, and transportation and registration support. The contractor is responsible for all costs associated with these resources, except where reimbursement is specifically outlined in this contract.

1.2 Background: Headquarters, Department of the Army conducts conferences for varied purposes. This contract provides the necessary conference planning, coordination, and support required to conduct successful conference events. The contractor is supervised by the Contracting Officer Representative (COR), who receives specific conference requirements, agenda, and attendees from the Army conference sponsor. Contractors should provide continuity in conference support through the period of performance and optimize operations to best support conference requirements at the best value for the Army. The conference sponsor provides general guidance and requirements for conference execution via the COR and the contractor implements guidance and direction in accordance with this Performance Work Statement, the Federal Acquisition Regulation (FAR) and Army Regulation (AR) 1-50, Army Conference Policy, effective 25 December 2024.

1.2.1 Doctrinal and Regulatory Guidance

1.2.1.1 Army Regulation 1-50 (Army Conference Policy), effective 25 December 2024 implements the Department of Defense (DoD) conference policy in support of hosting and attending conferences, approval authorities, documentation, and reporting. It supplements conference provisions in various other regulations.

1.2.1.2 Types of Conferences: All conferences performed under this contract will be categorized as Army-hosted. Designated Army organizations will plan and fund the events, most participants will be Army personnel, and the conference topics or purposes are specific to the

Army. The Army-hosted conferences are further categorized by approximate number of attendees and hosting location into the following categories.

(a) Army-Hosted Non-National Capital Region (NCR) Large. (75 attendees or greater).

(b) Army-Hosted Non-NCR Small. (Less than 75 attendees).

(c) Army-Hosted NCR Large (75 attendees or greater).

(d) Army-Hosted NCR Small (Less than 75 attendees).

1.3 Objectives: The contractor shall provide planning, venue research, coordination, scheduling, and delivery of conferences as described within this PWS.

1.4 Scope: The contractor services include comprehensive support for successfully executing conferences as outlined within this PWS.

1.5 Period of Performance: The requested period of performance is one base year and four option years. Estimated start date is June 2026.

1.6 General Information:

1.6.1 Quality Control (QC): The contractor shall develop and implement a comprehensive Quality Control (QC) Plan to ensure all services are performed in accordance with the requirements of this Performance Work Statement (PWS) and applicable standards. The QC Plan shall be submitted within (30) calendar days of contract award and is subject to the COR’s approval. The contractor’s QC Plan shall, at a minimum, address the following critical performance areas:

1.6.1.1 Registration: Procedures to ensure a smooth, efficient, and accurate registration process for all conference attendees, minimizing wait times and providing clear guidance.

1.6.1.2 Setup & Logistics: Procedures to verify the accurate and timely setup of conference rooms, exhibit spaces, and all logistical elements (e.g., signage, materials distribution) according to approved floor plans and event specifications.

1.6.1.3 Audiovisual (AV) Support: Procedures to ensure the reliable operation of all AV equipment, including projectors, screens, sound systems, and microphones, delivering high-quality presentations and a seamless attendee experience. This applies to unclassified conference performance only. The contractor is not responsible for AV support for classified conferences.

1.6.1.4 Professionalism & Customer Service: Procedures to ensure all contractor personnel exhibit a professional demeanor, provide responsive and helpful support to attendees and Government personnel, and maintain a positive and collaborative working relationship.

1.6.1.5 Completeness of Support: Procedures to verify that all contracted services are fully delivered as specified in the PWS, including all required materials, staffing, and logistical support.

1.6.2 Quality Assurance: The Government will evaluate the contractor’s performance under this contract IAW the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable defect rate(s).

1.6.3 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:30 am and 5:00 pm Eastern Standard Time (EST) Monday through Friday except Federal holidays. Alternate business hours are required when conducting site visits, event preparation, and executing actual conferences. The contractor shall inform the Contracting Officer Representative (COR) of any scheduled absences or reasons for not being available during business hours. The contractor shall provide office phone, mobile phone, and email address to the COR.

1.6.4 Place of Performance: Contractor personnel shall work at the contractor facility and may be required to travel to the Pentagon for in process reviews (IPRs) and other coordination meetings as necessary. The Government will coordinate Pentagon access or escorts. During the conference execution phase, contractor personnel shall work at the conference venue.

1.6.5 Security Requirements: All contractors and subcontractors shall protect government information given some information may include personal or military operational details.

Information sharing is based on a need to know only. Contractors and subcontractors may be required to sign nondisclosure statements regarding certain elements of our program.

1.6.6 Physical Security: The contractor and subcontractors shall be responsible for safeguarding all government information provided for contractor use. The contractor does not have the authority to release any government documents outside the government. All documents and other products are property of the Army. At the close of each conference, all excess paperwork shall be disposed of in accordance with government regulations. At the end of each work period, government facilities, equipment, and materials shall be properly safeguarded.

1.6.7 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.8 Contracting Officer Representative (COR): The COR will be identified separately. The COR monitors technical aspects of the contract, assists with administration, assures performance requirements are met, performs inspections, maintains communications, interprets technical requirements, monitors performance, and provides site entry. The COR cannot change contract terms and conditions.

1.6.9 Personnel Required: The contractor shall provide a Program Manager who will be the primary interface with the COR and Government planners. The Program Manager should be consistent throughout the planning cycle and represent the contractor at all IPRs and on-site during events. The Program Manager shall have at least three years’ experience coordinating conferences (lodging, meals, facilities, transportation, speakers) and supervising employees.

1.6.10 Identification of Contractor Employees: All contractor personnel must identify themselves as such when interacting with third parties. Documents and reports produced by contractors, if any, must be marked as contractor products.

1.6.11 Contractor Travel: Contractors may be required to travel for site visits, meetings, and conferences. Travel expenses will be authorized consistent with the Joint Travel Regulation (JTR) and the limitation of funds specified in the contract. All travel requires Government approval and notification to the COR and KO.

1.6.11.1 Other Travel: The Government will specify travel for conference participants.

Participant travel is governed by the JTR. The contractor will coordinate, administer, and pay for participant lodging, meals, and conference-related transportation at conference sites. Travel may be required for guest speakers, special course instructors, and trainers as approved by the COR.

1.6.12 Other Direct Costs: This includes lodging, meals, transportation, printing, supplies, equipment, meeting space, and shipping. Excludes alcohol and entertainment. The contractor shall provide complete conference operation including lodging, meals, registration, refreshments, transportation, AV equipment (for unclassified venues only), meeting spaces, admin space, and venue staff oversight. The contractor shall submit a proposal for all associated costs and be compensated for authorized expenditures changed by the Government.

1.6.13 Organizational Conflict of Interest: The Contractor shall notify the Contracting Officer immediately of any potential subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

2. RESERVED

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 The COR will facilitate Government coordination, access to relevant agencies, and access to Government Subject Matter Experts. POC is to be determined.

3.2 Facilities: The Government will not furnish daily workspace for the contractor staff. The contractor shall work from their corporate headquarters and the event venue.

3.3 Equipment: The Government will not furnish equipment and is not responsible for the accountability of any equipment. The contractor shall provide all necessary equipment.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Projected Conferences: The Government anticipates a requirement for approximately five conferences, annually. As synopsis of the five projected conferences is below:

Conference Type

Conference Name

# Invited Attendees

Approx. # Attendees

Approx. # Non-local Attendees

Duration

General Session Rooms

Date Location

Non-NCR Large Joint GO and Spouse Forum 250

75 (45 Military / 30

Spouses) 55 2 Days 2 March Bi-

Annually Varies

NCR Large Retired Four-Star and Spouse Forum

75 (55 Active or Retired

Military / 20 Spouses)

35 1 Day 2 October Annually NCR

NCR Large Army Profession Forum

150, potentially

150 90 1 Day 1 December

Annually NCR

NCR Large Leading Change Forum 150 100 75 3 Days 2 June

Annually NCR

NCR Large Senior Leader Readiness Forum 300 225 155 2 Days 1 June

Annually NCR

5.2 Conference Planning/Pre-execution Phase:

5.2.1 The contractor shall identify potential venue locations and collect cost estimate information and other preliminary planning requirements when notified of a conference requirement by the

COR.

5.2.2 The contractor shall provide a venue comparison and recommendation to the COR for each conference. Event spaces shall include participant lodging for non-local attendees, meeting spaces, operations/admin spaces, social and meal spaces, and required office spaces. Participant and staff parking must also be included in the cost assessment. Lodging must be available at the per diem rate.

5.2.3 The contractor shall provide the COR a cost estimate, adhering to AR 1-50 for each of the top three venues. The cost estimate shall include line items for venue rental, venue provided AV support, vendor technical support/equipment, lodging, meals, transportation, and other costs.

5.2.4 The contractor shall reserve the venue and provide proposed menus, diagrams, and seating diagrams after the venue is selected by the government.

5.2.5 The contractor shall attend all IPRs and meetings.

5.2.6 At the COR’s request, the contractor shall provide a microsite, accessible through public internet connections and via internet capable mobile devices for each conference. The microsite shall provide the ability to securely share unclassified information with participants such as a welcome letter, hotel and venue information, agendas, and unclassified briefing products for each conference. The contractor shall submit a separate cost proposal for this service.

5.2.7 Army Protocol will provide the final seating chart 72 hours before execution and the contractor shall set general session rooms accordingly.

5.2.8 The contractor shall coordinate and lead a final site visit and walk-through rehearsal 24-48 hours prior to the event.

5.2.9 The contractor shall provide nametags and table tents for forum participants. Nametags will be distributed during conference registration and table tents will be placed during event setup. The contractor shall accommodate reasonable seating chart modifications within 24 hours of the event.

5.2.10 The contractor shall distribute welcome folders to each forum participant during registration.

5.2.11 At the COR’s request, the contractor shall print and assemble a conference binder for each in-person attendee consistent with the appropriate agenda. Binders shall be three-ring binders with sufficient capacity for the conference agenda. The government will provide presentations to the contractor 96 hours prior to the event. The contractor shall submit a separate cost proposal for this service.

5.2.12 The contractor shall establish an operations/admin room forty-eight (48) hours or more prior to each event start. The space shall include table space for 10-12 staff, two (2) industrial size color copiers, two (2) wired Local Area Network (LAN) connections, wireless access for contract and Government staff, two (2) large garbage cans, and a large shred bin.

5.2.13 The contractors shall complete meeting space and AV setup 24 hours before the event.

AV requirements in each general session room shall include but are not limited to sufficient projectors and screens for presentation visibility by all attendees, computer systems with presentation software, a professional grade sound system with secure wireless microphones for presenters, push-to-talk microphones at each attendee’s table seating, speakers, audio mixer, and a dedicated AV technician on-site throughout the event. AV setup shall include testing of all equipment to ensure proper functionality. Contractor provided AV and AV support is only required for unclassified venues.

5.2.13 At the COR’s request, the contractor shall coordinate a hybrid conference option which includes virtual live streaming for in person and remote attendance. The contractor shall submit a separate, detailed cost proposal.

5.3 Execution Phase:

5.3.1 The contractor shall coordinate with venue staff and direct subcontractors. Meals and breaks must be set up 30 minutes ahead of schedule for all general session rooms. Contractors shall ensure break areas are clean, and breaks are refreshed as necessary. The contractor shall provide a dedicated on-site event manager and sufficient on-site staff.

5.3.2 The government will provide the final RSVP list 24 hours before the event.

5.3.3 Contractors shall conduct event registration and account for participants checked-in and registered. The contractor shall occupy an admin/information table throughout the event.

5.3.4 The government Force Protection Officer will coordinate VIP parking as applicable.

5.3.5 The contractor shall ensure meeting spaces are cleaned and reset daily. The Government will secure sensitive items.

5.3.6 At the COR’s request, the contractor shall ensure quality video and audio throughout any Unclassified virtual presentations. The contractor shall ensure the virtual internet bandwidth is appropriately optimized and allows participants to experience quality video and audio throughout the virtual and in-person presentations.

5.4 Post-Execution Phase:

5.4.1 The contractor shall provide the COR the actual cost and attendee count within 15 days of conference conclusion. The Conference Sponsor has no more than thirty (30) calendar days to submit the final Government report via the Army Conference Reporting and Tracking Tool.

5.4.2 The contractor shall note their lessons learned and provide them to the COR for future use and reference.

5.5 The contractor shall provide a Task Order Execution Plan (TOEP) not later than seven working days after the task order award.

5.6 The government will provide Other Directed Cost (ODC) funding to cover ODCs as specified in paragraph 1.6.12.

5.7 The contractor shall provide a financial status report not later than the 5th of each month.

5.8 The Government will specify travel for non-local conference participants and authorized support personnel in a TDY status. Participant travel is governed by the JTR. The contractor will coordinate, administer, and pay for participant lodging, meals, and transportation at conference sites. Conference participants and authorized support personnel may not claim reimbursement for provided lodging and meals. The authorized support staff will be communicated to the contractor by the COR.

5.9 Local attendees are not in a TDY status and are not authorized lodging or meals. Meals may be provided to local attendees within the per diem rate with a fee collected by Army Protocol.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.1 Army Regulation 1-50 (Army Conference Policy), effective 25 December 2024

6.2 10 U.S.C. § 2262 (Department of Defense conferences: collection of fees to cover Department of Defense costs) https://www.govinfo.gov/app/details/USCODE-2010-title10/USCODE-2010-title10-subtitleA-partIV-chap134-subchapII-sec2262

6.3 Federal Acquisition Regulation § 31.205-46 (Travel costs) http://www.gpo.gov/fdsys/pkg/CFR-2010-title48-vol1/pdf/CFR-2010-title48-vol1-sec31-205- 46.pdf

6.4 The Joint Travel Regulations Uniformed Service Members and DoD Civilian Employees, 1 Aug 2024 https://www.govinfo.gov/app/details/USCODE-2010-title10/USCODE-2010-title10-subtitleA-partIV-chap134-subchapII-sec2262 https://www.govinfo.gov/app/details/USCODE-2010-title10/USCODE-2010-title10-subtitleA-partIV-chap134-subchapII-sec2262 http://www.gpo.gov/fdsys/pkg/CFR-2010-title48-vol1/pdf/CFR-2010-title48-vol1-sec31-205-46.pdf http://www.gpo.gov/fdsys/pkg/CFR-2010-title48-vol1/pdf/CFR-2010-title48-vol1-sec31-205-46.pdf https://media.defense.gov/2022/Jan/04/2002917147/-1/-1/0/JTR.PDF

6.5 DoD 7000.14-R (Department of Defense Financial Management Regulation (DoD FMR));

Volume 10 (Contract Payment Policy), chapter 12 (Miscellaneous Payments), May 2024 http://comptroller.defense.gov/Portals/45/documents/fmr/Volume_10.pdf

6.6 Army Regulation (AR) 1-100 (Gifts and Donations), 12 May 2023 https://armypubs.army.mil/epubs/DR_pubs/DR_a/ARN37651-AR_1-100-000-WEB-1.pdf

6.7 AR 37-47 (Representation Funds of the Secretary of the Army), 17 November 2023 https://armypubs.army.mil/epubs/DR_pubs/DR_a/ARN39299-AR_37-47-000-WEB-1.pdf

6.8 AR 380-5 (Department of the Army Information Security Program), 25 Mar 2022 https://armypubs.army.mil/epubs/DR_pubs/DR_a/ARN31725-AR_380-5-000-WEB-1.pdf

6.9 AR 380-10 (Foreign Disclosure and Contacts with Foreign Representatives), 14 July 2015 https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/r380_10.pdf

6.10 DOD Cost Estimating Guide, Dec 2020

https://www.cape.osd.mil/files/Reports/DoD_CostEstimatingGuidev1.0_Dec2020.pdf

6.11 DOD Conference Submissions

https://dam.defense.gov/Resources/Conference-Submissions/

6.12 Memorandum, Secretary of the Army, 09 Apr 2015, subject: Travel by HQDA Principal Officials http://armypubs.army.mil/epubs/SecArmy_Collection_1.html

6.13 US Army Cost Benefit Analysis Guide

https://www.asafm.army.mil/Portals/72/Documents/Offices/CE/US%20Army%20Cost%20Bene fit%20Analysis.pdf

6.14 Army Conferences home page (requires common access card) https://securecac.hqda.pentagon.mil/oaacustomer/conferences.aspx This site contains all conference-related templates as well as useful reference information:

• Army-hosted conference request template,

• Non-DoD conference request templates,

• Army conference policy exemption determination tool,

• Conference AARs, and

• Legal review template (optional).

6.15 Army Lodging Success Program

http://www.armymwr.com/travel/lodging/lodging_success.aspx https://media.defense.gov/2022/Jan/04/2002917147/-1/-1/0/JTR.PDF http://comptroller.defense.gov/Portals/45/documents/fmr/Volume_10.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/ARN37651-AR_1-100-000-WEB-1.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/ARN39299-AR_37-47-000-WEB-1.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/ARN31725-AR_380-5-000-WEB-1.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/r380_10.pdf https://www.cape.osd.mil/files/Reports/DoD_CostEstimatingGuidev1.0_Dec2020.pdf https://dam.defense.gov/Resources/Conference-Submissions/ http://armypubs.army.mil/epubs/SecArmy_Collection_1.html https://www.asafm.army.mil/Portals/72/Documents/Offices/CE/US%20Army%20Cost%20Benefit%20Analysis.pdf https://www.asafm.army.mil/Portals/72/Documents/Offices/CE/US%20Army%20Cost%20Benefit%20Analysis.pdf http://www.armymwr.com/travel/lodging/lodging_success.aspx

6.16 Hotel-Motel National Master List https://apps.usfa.fema.gov/hotel/

6.17 Joint Travel Regulations http://www.defensetravel.dod.mil/Docs/perdiem/JTR.pdf

The JTR is revised and updated monthly. For immediate and monthly changes to the travel regulations, select the links in the "Travel Regulations Notices" box on the left. To stay abreast of changes, subscribe to our “Travel Regulations” RSS feed at Joint Travel Regulations | Defense Travel Management Office (dod.mil) https://apps.usfa.fema.gov/hotel/ http://www.defensetravel.dod.mil/Docs/perdiem/JTR.pdf https://www.travel.dod.mil/Policy-Regulations/Joint-Travel-Regulations/ https://www.travel.dod.mil/Policy-Regulations/Joint-Travel-Regulations/

PART 7

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required— usually a shall statement)

Standard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PRS # 1

Contractor shall provide the COR a Task Order Execution Plan (TOEP) not later than seven working days after the task order award.

PWS Para 5.5

Part 5 of PWS Reports are submitted with no more than one revision.

100% Inspection

PRS # 2

Contractor shall provide the COR a monthly financial status NLT the 5th of each month.

PWS Para 5.7

Part 5 of PWS Reports are submitted with no more than one revision.

100% Inspection

PRS # 3

Contractor shall provide the COR a venue comparison with recommendations to the

COR.

PWS paragraph 5.2.2

Complies with AR 1-50 (Army Conference Policy), effective 25 December 2024

90% error free first draft and corrected to 100% error free within one revision cycle.

100% Inspection

PRS # 4

Contractor shall provide the COR a cost estimate for each of the top three venues.

PWS paragraph 5.2.3

Complies with AR 1-50 (Army Conference Policy), effective 25 December 2024

90% error free first draft and corrected to 100% error free within one revision cycle.

100% Inspection

PRS # 5

Contractor shall provide the COR the actual cost and number of actual attendees as required. The info must be provided no more than 15 days after the event concludes.

PWS Para 5.4.1

Complies with AR 1-50 (Army Conference Policy), 25 December 2024

Data analysis reports and briefings are submitted with no more than one revision.

PRS # 6

Contractor shall attend all conference IPRs.

PWS Para 5.2.5

Part 5 of PWS Program Manager or specified representative is present at IPRs

PRS # 7

Contractor ensures conference venue is established 24 hours prior to event and coordinates and leads a final walk-thru and rehearsal 24-48 hours prior to event start.

PWS Paras 5.2.8 and 5.2.13

Part 5 of PWS Required venue spaces are prepared 24 hours prior to event start and AV support is sufficient.

PRS # 8

Contractor occupies an admin/information table throughout conference events, registers participants, and provides welcome folders and nametags to each participant.

PWS Paras 5.2.9, 5.2.10, and 5.3.3

Part 5 of PWS Admin/information table is present and occupied, required materials are present.

PRS # 9

Contractor sets general session rooms in accordance with the provided seating chart with binders and table tents for each participant.

PWS Paras 5.2.9 and 5.3.5

Part 5 of PWS General session rooms are set correctly with the required materials.

PRS # 10

Contractor ensures meals and breaks are set up 30 minutes ahead of schedule, that break areas are clean and refreshed, and that meeting spaces are cleaned and reset daily.

PWS Para 5.3.1

Part 5 of PWS Meals and breaks are set up and areas are cleaned.

PART 8

TECHNICAL EXHIBIT 2

VENUE CONFERENCE COST ESTIMATE FORMAT

Below is the format for the cost estimate for each venue required in Part 5 of the PWS in paragraphs 5.2.2 and 5.2.3. The government will complete the portions annotated as “Government calculate.” This table may be accepted in word document (.docx) or excel document (.xlsx).

Venue Name and Address:

Description # of Travelers

Cost per Traveler Total Cost Remarks

Travel Costs Lodging Costs for Attendees (Based on lodging cost of $xxx.00 per night. Lodging inclusive of xx% sales tax per room per night.)

M&IE Costs of Attendees (First and last day of travel:

$xx.00 x 75% x (2 travel days))

Government calculate

Government-furnished Meals (Meals provided at the GSA Per Diem rate for authorized TDY attendees/staff. Cost per traveler is sum of:

- Breakfast provided X days at $yy per person ($yy x X days = $xx.00)

- Lunch provided X days at $yy per person ($yy x X days = $xx.00)

- Reception provided X days at $yy per person ($yy x X days = $xx.00)

- Breaks provided X days at $yy per person ($yy x X days = $xx.00))

Travel Costs for Attendees (Estimate based on an average cost of $xxx.00 per traveler via GSA airfare (City Pair Program) plus $40 average cost of taxi to/from airport/home)

Government calculate

Total Travel Costs (Total of the previous costs, including per diem and travel expenses)

$0

Hosting Costs Meeting Space Rental Costs (Includes all breakout meeting space as well as general session meeting space offered as part of a complete meeting package;

includes all rental meeting space and service charges.)

Fees for Guest Speakers, Lecturers, or Panelists

Government calculate

Printing and Reproduction Costs Standard Supplies Other Costs Contract Costs Total Hosting Costs (Total of the costs, including, but not limited to: supplies, printing/ reproduction, meeting spaces, and contracted facilitators.)

$0

Audiovisual (AV) Costs AV Costs (All AV costs to include power runs, drops, internet, hardwired lines, microphones, projection, screens, sound systems, audio mixers, and on-site AV technician support to include any technician travel)

Total AV Costs $0 Food and Beverage Costs

Food and Beverages (Any costs for food, beverages, and refreshments provided by the host.)

Government calculate

Total Food and Beverage Costs $0

Total Expenses (Total expenses from each category above) $0

Revenue (Include revenue such as non- Army registration, exhibitor or sponsor fees, and grant monies.

Describe each source of revenue and the amount in the notes.)

Total Costs (Expenses minus revenue) $0