SOW - VBA-PF FY24 Joint PMC Fiduciary HUB Manager Conference_SN.docx

STATEMENT OF WORK (SOW)

2024 Joint PMC Fiduciary Hub Manager Conference Support Requirement

1. Introduction. The Department of Veterans Affairs (VA) has a requirement for meeting space rental and audio-visual support.

1. Scope. The VA’s Veterans Benefits Administration (VBA) – Pension and Fiduciary (P&F), is sponsoring the “Joint PMC Fiduciary HUB Manager Conference.” The location must provide all requirements specified for meeting needs below.

1. Period of Performance. The symposium will be held August 19 - 22, 2024.

1. Place of Performance. TBD, Atlanta, Georgia

1. Task statement. Meeting space with audio visual support is required as outlined in the task statements below.

5.1 Meeting Space

5.1.1 General Session:

· One general session room is required, approximately 1,300 square feet to seat 67 individuals in classroom seating.

· Wi-Fi is needed for all attendees in the general session.

· Meeting space for the general session should be held on a 24-hour basis (some exclusions may apply if the hotel can guaranty that the room is available until 6pm and will be set one hour prior to the start of the general session each day).

· Room setup and AV equipment setup should be completed by 12:00 pm on Monday, August 19, 2024.

· General session requirements begin at 12:00 pm on Monday, August 19, 2024, and go through Thursday, August 22, 2024, at 6:00 pm.

· Set for 67 in banquet seating.

· There should be a head table(s) (with 8 seats) facing the audience for panel members.

· There should be tables(s) (with 8 seats) on the side of the conference space for support staff.

· General session room must be without pillars/posts to obstruct view.

· Appropriate signage directing attendees to general session and breakout rooms should be provided.

· Table at the side or back of the room for AV support.

· Access to a printer/copier.

5.1.2 Breakout Rooms:

· Two breakout rooms are needed Monday, August 19, 2024, at 12:00 pm, through Thursday, August 22, 2024, ending at 6:00 pm. Rooms are needed 7:00 am to 6:00 pm daily.

· These rooms are in addition to the general session meeting room.

· Approximately 700 square feet each that must accommodate no less than 25 people, classroom or round style; power sources for attendees should be provided in the back of the room.

· Wi-Fi is needed for all attendees in the breakout rooms.

· A head table should be set in each breakout room with approximately 3 chairs.

· Each of these breakout rooms must be without pillars/posts to obstruct the view.

· Easels are needed for each breakout room.

5.1.3 Registration Area:

· A registration area is needed, starting on Monday, August 19, 2024, from 12:00 pm to 6:00 pm through Thursday, August 22, 2024, at 6:00pm.

· Preference for the registration area is in close proximity to the general session room (ideally directly outside the room).

· There should be three six ft tables with skirting, four to six chairs, and a large trash can.

· Appropriate signage directing attendees to registration should be provided.

5.2 Audiovisual Support

5.2.1 General Session:

· Analog mixer for basic use of house sound.

· Meeting room projector package (w/ 10’ Screen).

· (3) Wireless microphones (Handheld).

· Gooseneck Podium Microphone

· Computer Audio Connection (Sound for Presentation).

· Technician to set and strike.

5.2.2 Breakout Rooms:

· (2) Boardroom Build in monitors.

· (2) Computer Audio Connections (Sound for Presentation).

· Technician to set and strike.