SOW on Venue for 13th JIO in SG.pdf
PDF 285 KB Posted
- Attached to
- International Conference Services in Singapore Federal contract opportunity
- Solicitation number
- PR15488471
- Issued by
- Department of State
About this file
This Scope of Work (SOW) details requirements for an international conference in Singapore on November 4, 2025, jointly funded by the U.S. Government (USG) and Japan's Ministry of Economy, Trade and Industry (METI). The event requires a venue within 5 miles of the U.S. Embassy that can accommodate 400 participants (253 funded by USG, 147 by METI), with specific mandatory requirements including a big ballroom with cluster seating, capability for third-party AV streaming, on-site lodging, and at least 100 parking spaces.
The meeting package includes a full-day conference room rental from 7:00-17:00, multiple catered breaks and lunch, and comprehensive technical equipment such as projectors, screens, high-speed internet, audio systems, registration tables, and support staff. Additional requirements include a podium, microphone, technical support, business center access, and a venue available 12 hours prior to the event to coordinate with a virtual teleconferencing team for video, audio, and camera production services. The solicitation will be sent to potential vendors, with quotes due by 12:00 pm on September 15, 2025, and requires vendors to be registered in SAM.gov for opportunities over USD$30,000.
View the file
Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| PR15488471 Questions and Answers Aug 22 2025.docx | DOCX document | |
| PR15488471 Questions and Answers (Aug 15 2025).pdf | ||
| Cover Letter_PR15488471.pdf |
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Text version
Scope of Work Date of the Event: November 4, 2025 Location: Singapore
1. SCOPE OF SERVICES
This solicitation is to provide the following international conference services on November 4, 2025.
Location: Singapore. Venue location within a 5-mile radius from the U.S Embassy in Singapore.
Mandatory requirements:
a) Big ballroom that can accommodate up to 400 pax from 07:00 – 17:00 in a cluster layout The event is a joint program between USG and METI, Japan. USG will fund ~253 pax, METI will fund ~147pax.
b) The event will be streamed from 0900-17:00 so the venue must be able to accommodate a third-party, professional AV team and equipment.
c) The venue entrance and escalator system must flow directly into the main conference hall.
d) Accommodations link for single occupancy (first come, first served) for general attendees within U.S. max lodging rate USD$304.
e) Lodging accommodation and ballroom must be in the same building.
f) Venue parking lots must be able to accommodate at least 100 parking spaces.
2. MEETING PACKAGE
a) One-day rental of a conference room from 7:00 – 17:00 of adequate size to accommodate 400 participants on November 4, 2025 with no obstructed views (with a high-quality audio system). Conference room tables should be in a cluster set up with 8 pax per table, and registration/reception tables should be adjacent to the main hall. The conference room must also be of adequate size to accommodate the team and equipment of a third-party A/V event team. (refer to proposed layout).
b) Coffee breaks, snacks, and water bottles
• 8:00 am – 9:00 am: Welcome coffee, tea, and snacks
• 11:10 am – 11:30 am: Morning Break - coffee, tea, and snacks
• 3:40 pm to 4:00 pm: Afternoon Break - coffee, tea, and snacks
c) Conference lunch from 1:10 pm – to 2:10 pm (mix of local and western food with free flow water and coffee/tea)
d) Equipment and other supplies
• A podium with a microphone
• Concierge, technical staff (i.e., an audio technician for troubleshooting equipment and conference support throughout the whole event)
• Hi-speed bandwidth for seamless performance (minimum bandwidth requirement is 750 Kbps and a maximum of 1.8 Mbps) / LAN
• Three (3) large projectors and screens / two (2) additional screens on the side preferred
• Access to business center for printing and scanning
• Five (5-7) tables for registration purposes
• Writing materials and notepaper
• Ten (10) universal extension cord
• Standard hotel marquee displaying event name and conference room location
e) The venue must be available at least 12 hours prior to the event and to work with third-party professional virtual teleconferencing (VTC) team on streaming events, which includes: -
• Video System Services
• Audio Equipment Services
• Camera Production
Proposed layout
End of Scope
File details come from the government source that posted it. Updated .