SOW 15-17 Sept 2023 Phase I (2 day).docx

Statement of Work Badger Yellow Ribbon Reintegration

Organization: WING Badger Yellow Ribbon Event: Post Deployment Reintegration Event – Phase I Dates of Event: Event #1 15-17 SEPT 2023 Attendance Expected: It is anticipated that 600 will attend this event, to include service members, their spouses, their children, and staff.

Proposed Location of Event: Milwaukee AREA Lodging Requirement:

Number of nights for Lodging: 1 Dates of Lodging: _9-15-23 - 9-16-23 APPROX 130 ROOMS

REFRESH ROOMS – NEW GROUP - Number of nights for Lodging: 1 Dates of Lodging: _9-16-23 - 9-17-23 APPROX 130 ROOMS

Date Meeting Rooms to be utilized:

Friday June 28 2019 – 1 General Session Room Sat June 29 2019 – ALL rooms listed below

Total Number of Meeting Rooms:

1. 1 - General Session for 250 or 2 rooms for 130 each

2. 2 – Breakout Rooms

3. 1 - Child and Youth Room

4. 1 - Nanny Room

5. 1 – Resource Area

6. 3 - Privacy Rooms

7. Registration Area

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Type of Meeting Rooms Required with Requirements:

1. General Session Room – To accommodate 250 people with 5 skirted 6 ft tables in the back of the room with 2 chairs each.

a. Time:

Day 1 Friday from 1300-2400 Day 2 Saturday from 0600-2400 - set in rounds of 8 for 250 in one room or 140 in each of two rooms – reset room at 1600 for next group of soldiers.

Day 3 Sunday from 0600-1800 - set in rounds of 8 for 250 in one room or 140 in each of two rooms – reset room at 1600 for next group of soldiers.

Requirements below:

b. A/V Requirements

i. 2 A/V Carts

ii. 2 Large Projection Screens

iii. In house sound system with handheld WIRELESS microphone and clip on LAVALIER microphone

c. Room Set-up Requirements:

i. Round tables of 8.

ii. Water station in the back of the room.

iii. Government lunch served buffet style – can be in gen session room

1. 2 sets of buffet areas to make 4 total buffet lines with each serving:

a. 2 meat proteins. 1 vegetarian protein, 1 starch, 1 vegetable, dessert, milk, iced tea and coffee.

b. (Special dietary requests will be sent in 1 week prior to the event.)

2. 2 Breakout Rooms: To accommodate 100 people in each

a. Sat/Sun

b. 0600-1700

c. A/V Requirements:

i. A/V Cart

ii. Screen

d. Room Set-up Requirements:

i. Round tables set for 8 or classroom.

ii. Water station in the back of the room.

e. Food and Beverage Requirements:

i. None

3. Child and Youth Room – To accommodate 25 children (1200 sq. ft. of open floor space minimum).

a. Time: Friday 1300 to Sunday 1800

b. A/V Requirements:

i. AV Cart

ii. Screen

c. Room Set-up Requirements:

i. Open area for games and activities.

ii. Corner area with tables and chairs for 25 children (crafts).

iii. Open area in front of screen for kids to sit and watch movie.

iv. 1 table outside of door entrance for registration.

v. Water station with plastic cups.

vi. Appropriate lunch for youth served at 1115

1. Assorted pizza buffet (single topping cheese, sausage and pepperoni) and gluten free option available upon request.

2. Snack for 25 served at 2:30 pm

3. Long table and chairs to accommodate 25 for lunch.

4. Nanny Room – A Nanny Room to accommodate 25 children (1200 sq. ft. of open floor space minimum. Nannies will be arranged and provided by the BYR Program personnel.

a. Time: Friday 1300 to Sunday 1800

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. Need two tables in corner with 25 chairs.

ii. Need room to place Play-Pens.

iii. 1 table outside of door for registration.

iv. Water pitchers with plastic cups.

v. Need a refrigerator and microwave.

vi. Appropriate lunch for children served at 1115

1. Chicken strips, mac n cheese, applesauce and milk served buffet style

2. Long table and 25 chairs for lunch.

5. Resource Area – Central open area or large room – set for 20 resource tables with minimum 6 ft between each table.

a. Time: Saturday and Sunday 0600-1800

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. 20 Skirted 6ft. tables with 3 chairs each (2 on one side and 1 on the other side).

6. 3 Privacy Rooms – Boardrooms, small meeting rooms or sleeping rooms in close proximity to the Resource Area – confidential one-on-ones between SM’s and Mental Health Professionals.

a. Time: Saturday and Sunday 0600-1800

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. 3 Privacy Rooms.

1. 1 table with 3 chairs in each room

7. Registration Area – Outside the General Session Room three 6ft tables with 2 chairs behind each.

a. Time:

Friday 1300 to Sunday 1800

b. A/V Requirements:

i. Location must be near electrical outlets