SoW Services to Support Conference Kyiv June 22-26 2026.docx

Scope of Work Services to Support Conference in Kyiv

PR16020216

The U.S. Embassy Kyiv has a requirement for services to support a conference, that will be held on June 22-26, 2026, in Kyiv as follows:

1. Rental of a conference room on June 22-25, 2026, each day from 09:00 - to 18:00, and on June 26, 2026, from 09:00 - to 16:00, that meets the following requirements:

1.1. Purpose-built conference space (not parking) located on the underground floor and allow for uninterruptable activity during an air alert.

1.2. Required capacity – up to 70 people (45 actual participants + some spare space), and minimum size -150 sq. m.

1.3. Located in 3*-5* hotel or conference facility in the center of Kyiv, with easy public access.

1.4. Has a possibility of a classroom-type set up/sitting for up to 35 participants + 5-6 additional tables for speakers/observers in the back (x 10 persons total), speakers’ table/ area in the front, AV area in the front, AV technical support area in the back.

1.5. Is equipped with air conditioning system, generator/ alternative power supply, has uninterruptible water supply and heating, to sustain uninterruptible activity and support services.

1.6. A minimum of 5 adjacent bathrooms is available.

1.7. Parking options for personal vehicles in the nearby area and/or at the conference facility are available.

2. The following Technical Support Services shall be provided by the vendor on June 22-25, 2026, each day from 09:00 - to 18:00, and on June 26, 2026, from 09:00 - to 16:00:

2.1. The conference room shall be equipped with a screen (min 2.5x4 m; 16:9 ratio), built in AV equipment, laptop for presentations, 3 wireless microphones, 1 lapel (hands-free) microphone, remote slide switch, laser pointer, flipchart, 7 extension cords; pens and notepads for 45 participants.

2.2. The vendor shall provide 7 laptops, to include a mouse, in support of practical exercises. The laptops shall have access to wi-fi / Internet and have Microsoft Office installed.

2.3. The vendor shall provide equipment / services to support hybrid format (online + in-person).

2.4. Access to printer services (printing / copying of up to 500 pages).

2.5. AV technical support services.

2.6. The reliable, high-speed wi-fi / internet connection, to support online sessions.

3. The vendor shall provide the following Catering Services on each day during June 22-26, 2026:

3.1. Coffee Breaks for 45 people, as follows:

3.1.1. Quantity for June 22-25: 2 coffee breaks - morning (at around 10:40, time to be confirmed), and afternoon (at around 14:45, time to be confirmed).

3.1.2. Quantity on June 26: 1 coffee break - morning (at around 10:30, time to be confirmed).

3.1.3. Coffee breaks shall include at least two types of non-sweet (salty) sandwiches/ croissants/ quiche with either meat or cheese, or fish, or vegetables, and at least two types of sweet pastries / cookies, freshly brewed coffee and selection of black and green tea, full fat milk and lemon.

3.1.4. Coffee breaks shall be served preferably in the underground area (near the conference room or possibly in a separated zone in the conference room if the room area permits).

3.2. Buffet Lunch for 45 participants as follows:

3.2.1. Quantity: 1 buffet lunch at around 12:30 (time to be confirmed).

3.2.2. The lunch shall include at least three types of cold starters, two types of salads, selection of two main courses of meat (chicken or pork or beef) and fish fillet, two types of garnishes, two types of desserts, juice, coffee and tea.

3.2.3. The lunch shall be served preferably in the underground area (near the conference room).

3.3. Mineral Water to be served in the conference room each day during June 22-26, 2026: 15 bottles x 0.5l of still water, and 15 bottles x 0.5l of low carbonated water.

4. Accommodation for 36 travelling participants / speakers of the event during June 21 –June 26/27, 2026, that meets the following requirements:

4.1. Accommodation shall be arranged at the same hotel where the conference venue will be located (if applicable), or at a 3*-5* hotel within a max 15-minute walking distance from the conference venue.

4.2. Accommodation shall be provided in single occupancy rooms for the total duration of stay- 185 room/nights that includes:

· Thirty-one (31) rooms: check-in on June 21, check out on June 26 (5 nights).

· Five (5) rooms: check-in on June 21, check out on June 27 (6 nights).

4.3. Accommodation rate shall not exceed the U.S. Government authorized maximum rate of $243.00 per night per person.

4.4. Accommodation shall include breakfast.

4.5. Accommodation shall be equipped with generator/ alternative power supply, have uninterruptible water supply and heating, and have a shelter in case of air alerts.