Q and A.pdf

• Will the meeting/event take place in Honolulu?

The Summit will be held in Hawaii, United States. The exact city will be finalized during the planning phase in consultation with the U.S.

Embassy Seoul.

• Does the cost of actual travel for participants be included in the costs proposal? or will this be reimbursed at cost and within government guidelines.

The Contractor is responsible for managing and including all participant travel costs in the cost proposal, in compliance with the Fly America Act and applicable Open Skies agreements. Travel costs will not be reimbursed separately.

• Will the per diem cost for food/beverage per participant be $126 per day? If not, what is the rate expected.

No specific per diem rate is prescribed in the solicitation. The Contractor should propose reasonable meal and catering costs consistent with U.S. Government standards and the overall scope of work.

• Please clarify the number of rooms at double occupancy. Half of 45 is 22.5? How many presenters and support staff rooms?

The solicitation anticipates double occupancy for participants and single occupancy for presenters.

Final room counts, including presenter and support staff rooms, will be confirmed in consultation with the U.S. Embassy Seoul during planning.

• Please confirm Honolulu is the location of the event? If not, please confirm which city.

The Summit will be held in Hawaii, United States, ideally in Honolulu. The exact city will be finalized during the planning phase in consultation with the U.S. Embassy Seoul.

• Do you have a preferred venue?

No. The Contractor is responsible for identifying and proposing an appropriate venue, subject to review and approval by the U.S.

• How many participants are coming from each country?

The Summit will convene 45 participants total: 15 from the United States / 15 from the Republic of Korea / 15 from Japan.

• Is the contractor able to use their own travel agency to book tickets?

Yes, provided all travel arrangements comply with applicable U.S.

Government regulations, including the Fly America Act and Open Skies agreements.

• Please confirm the room block will be for three days and two nights? Do you require any additional room nights?

Four nights, 5 days. Day 0=Arrival/Check-in. Summit days 1-3. Day 4= Depart/Check-out

• Is there an incumbent for this work?

There is no incumbent contractor for this requirement.

• If there is an incumbent, are they allowed to bid?

• If there is an incumbent, who is the contractor? (if applicable)

• Has this event been held before? If so, where?

Previous iterations of the Summit were held in Busan (1st) and Osaka (2nd), under prior program formats.

• For participant travel to/from the airport, do you expect the participant to be reimbursed via submission of a form after the event?

Kang, Kyung Hee (Seoul) Is it two nights and three days? Could you please confirm and add the answer?

No. The Contractor is responsible for coordinating and covering participant ground transportation as outlined in the Scope of Work.

• What other transportation is needed while in Hawaii for participants? Please confirm their travel while in country. (e.g. special site visits, etc.)

The Contractor shall provide:

One day of group charter bus service (as specified in the Scope of Work);

and Airport and local ground transportation for participants, except where otherwise noted.

Any additional transportation needs will be determined in consultation with the U.S. Embassy Seoul.

• What is the required room set for the hotel space to accommodate 80 people? (classroom, rounds etc.)

The venue must accommodate up to 80 participants with one plenary hall (minimum 60-person capacity). Final room setup (e.g., classroom, rounds) will be determined in consultation with the Embassy.

• For program materials, what is the quantity of each needed? (i.e. bags, pens, brochures, agendas, signage, banners etc.) Please list each item and quantity.

Will pens and pads of paper be needed?

Specific quantities are not prescribed. The Contractor should propose reasonable quantities for program materials (e.g., badges, agendas, signage, promotional materials), subject to Embassy review and approval.

• How many pages for the program schedule?

The page length is not prescribed and will be determined during program development.

• Please confirm the kick-off meeting will be done virtually?

Yes. The virtual kick-off meeting will be conducted with U.S.

Embassy Seoul no later than January 30, 2026.

• Please confirm the contractor is to be physically present for the in-person, post event debrief in Seoul or if the contractor will be virtual with the Seoul-based embassy staff.

The Contractor is expected to conduct a post-summit debrief with Embassy staff in Seoul. The format will be confirmed closer to the event.

• For the AV, would the following be acceptable set up for the government's use?

1 podium

1 podium mic

1 audience mic

4 lavaliere mics (this assumes a panel of 4 pp + moderator using the podium mic)

1 projector, screen and sound system audio/video boards (to manage feeds) slide management (technician, slide advancer)

The solicitation requires the contractor to provide AV rental, setup, and technical support as specified in the SOW.

Offerors should include their proposed AV setup as part of their technical and cost estimates. The proposed configuration will be reviewed by the U.S. Embassy Seoul during evaluation and finalized during the planning phase, subject to Embassy approval.

• Will hybrid capabilities be needed? If so, please describe the experience that is desired. Ex: will remote viewers ask questions? will there be remote speakers to bring into the room?

Hybrid or virtual participation is not specified in the solicitation. Any such requirements would be determined in consultation with the U.S.

• Are there other dates besides the preferred of Aug 19-21?

The Summit will take place between August 3–21, 2026, with August 19–21 identified as the preferred window.