SoW January BYR Event.pdf

STATEMENT OF WORK

Post-Demobilization Yellow Ribbon Reintegration Event

121st Field Artillery Regiment and 108th Forward Support Company

Requiring Activity: Wisconsin Army National Guard (WIARNG), G-3 Yellow Ribbon Reintegration Program (YRRP) Period of Peformance: 9–10 January 2027 Event Dates: 9–10 January 2027 Event Location: Wisconsin Dells, Wisconsin area

1. PURPOSE

The Wisconsin Army National Guard Yellow Ribbon Reintegration Program requires a contractor to provide lodging, conference and meeting space, audio-visual (A/V) support, high-density wireless internet, and on-site event coordination for a post-demobilization Yellow Ribbon Reintegration Event supporting the 121st Field Artillery Regiment and 108th Forward Support Company.

2. EVENT SUMMARY

Requirement Description

Event attendance Approximately 500 Service Members, families, support staff, and resource exhibitors

Childcare attendance

Up to 40 children: approximately 20 infants/toddlers and 20 youth

Lodging 205 clean, secure, double-occupancy rooms; 410 beds total, complimentary on-site parking for at least 250 personal vehicles.

Lodging date Saturday, 9 January 2027

Setup access Beginning no later than 1600, Friday, 8 January 2027

Day 1 event Saturday, 9 January 2027

Day 2 event Sunday, 10 January 2027

Location Wisconsin Dells area with accessible transit routes

Parking Complimentary on-site parking for at least 250 personal vehicles

The contractor shall provide WIARNG staff and resource providers with unrestricted access to all contracted meeting, registration, and childcare areas during the setup period. Vendor provides an on-site event coordinator with authority to resolve facility, A/V, and catering issues throughout setup and event operations.

4. MEETING SPACE, SETUP, AND A/V REQUIREMENTS

4.1 Day 1 — Saturday, 9 January 2027

Space Qty Hours Setup and Furniture A/V and Connectivity

General Session Room 1

Registration:

Session:

1300–1800

Cabaret-style seating for 500; skirted round tables arranged in crescents of eight

Two 12–16 ft. projection screens with high-lumen dual projection; professional sound system; two wireless lavalier microphones; two handheld wireless microphones; one backup A/V utility cart; high-speed Wi-Fi supporting 500+ simultaneous users

Resource and Jobs Fair Room

1 1200–1800

(20) 6–8 ft. skirted rectangular tables along room perimeter; two to three chairs per table;

continuous water stations

One electrical drop for every three tables; minimum of 10 electrical drops total

Registration Foyer 1 1200–1800

(4) 6–8 ft. skirted tables;

two chairs behind each table

Electrical outlets for computers and printer; high-speed Wi-Fi or a prebuilt registration booth

Confidential Privacy Room 1 1200–1800

Small meeting room/boardroom or sleeping room near General Session Room;

one or two round tables;

four to five seats

No A/V required

Child and Youth Activity Room

1 1200–1800

Minimum 1,500 square feet of open space; 5 tables; 20 youth-sized chairs

Refrigerator; microwave; one TV/display with DVD player or streaming/HDMI capability

Infant/Nanny Room 1 1200–1800

Minimum 1,500 square feet of open space; 5 tables; 20 youth-sized chairs. Room for 5-10 Pack and Plays

Refrigerator; microwave; one TV/display with DVD player or streaming/HDMI capability

4.2 Day 2 — Sunday, 10 January 2027

Space Qty. Hours Setup and Furniture A/V and Connectivity

Breakout Rooms 6 0800–1300

Cabaret-style seating for 100 personnel per room

One 12–16 ft. projection screen with high-lumen projection per room;

professional sound system;

two wireless lavalier microphones and two handheld wireless microphones per room; one backup A/V utility cart;

high-density network capability supporting web-based polling tools

Registration Foyer 1 0730–1300

Immediately outside primary meeting space;

four 6–8 ft. skirted tables; two chairs behind each table

Electrical outlets for computers and printer;

high-speed Wi-Fi or a prebuilt registration booth

Child and Youth Activity Room

1 0730–1300

Minimum 1,500 square feet of open space; 5 tables; 20 youth-sized chairs

Refrigerator; microwave;

one TV/display with DVD player or streaming/HDMI capability

Infant/Nanny Room 1 0730–1300

Minimum 1,500 square feet of open space; 5 tables; 20 youth-sized chairs. Room for 5 -10 Pack and Plays

Refrigerator; microwave;

one TV/display with DVD player or streaming/HDMI capability

The original requirement specifies six Day 2 breakout rooms, each seating 100 personnel, with separate A/V systems and support for interactive web-based polling; it also specifies high-capacity Wi-Fi for more than 500 simultaneous connections in conference spaces.

5. CATERING AND BEVERAGE REQUIREMENTS

5.1 Day 1 — Saturday, 9 January 2027

Service Time Requirement

Water service Continuous Maintain water stations at the rear of the event area

Snacks 1300 and 1500 Light refreshments/snacks; provide one station for adults and one station for childcare areas

Beverage service 1300–1600

Provide at least two geographically separated beverage stations: one in the General Session area and one near the childcare rooms

Beverage content

Continuous during service

Regular and decaffeinated coffee; hot water; herbal and black tea; iced tea; lemonade; assorted sodas; sweeteners;

creamers; stirrers; cups; and lids

Restocking Hourly Replenish beverage supplies and condiments at least hourly

5.2 Day 2 — Sunday, 10 January 2027

Service Time Requirement

Water service Continuous Maintain water stations at the rear of the event area

Snacks 0900 and 1100 Light refreshments/snacks; provide one station for adults and one station for childcare areas

Beverage service 0800–1200

Provide at least two geographically separated beverage stations: one in the General Session area and one near the childcare rooms

Beverage content

Continuous during service

Regular and decaffeinated coffee; hot water; herbal and black tea; iced tea; lemonade; assorted sodas; sweeteners;

creamers; stirrers; cups; and lids

Restocking Hourly Replenish beverage supplies and condiments at least hourly

6. Child/Youth and Nanny ROOM SAFETY AND ACCESS REQUIREMENTS

The contractor shall ensure both childcare rooms meet the following requirements:

1. Have immediate access to restroom facilities without requiring children to pass through public thoroughfares or the main hotel lobby.

2. Are free of exposed cables, sharp furniture edges, and unsecured heavy equipment.

3. Have safety caps installed on unused electrical outlets.

4. Contain a functioning refrigerator and microwave for formula, milk, and specialty dietary items.

7. PRE-EVENT COORDINATION AND ON-SITE SUPPORT

The contractor shall:

1. Host a facility walkthrough, A/V dry run, and menu review with the WIARNG point of contact at least 14 calendar days before the event.

2. Assign one dedicated on-site event coordinator with authority to resolve facility, A/V, and catering issues in real time.

3. Provide the event coordinator during the setup period on Friday, 8 January 2027, and throughout the event on 9–10 January 2027.

4. Correct facility, A/V, catering, or setup deficiencies as soon as identified by the Government.

9. GOVERNMENT-FURNISHED INFORMATION

The Government will provide, as applicable:

• Final event agenda

• Updated attendance estimates

• Final lodging requirements

• Room-use schedule

• Government points of contact

• Event signage and program materials

• Coordination concerning childcare providers and access procedures.