Statement Of Work.pdf

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Statement of Work Badger Yellow Ribbon

Reintegration will attend this event, to include

Organization: WING Badger Yellow Ribbon

Event: Post Deployment Reintegration Event – Phase I

Dates of Event: 25-26 JUNE 2022

Attendance Expected: It is anticipated that 350 service members, their spouses, their children, and staff.

Lodging Requirement:

Number of nights for Lodging: 1

Dates of Lodging: 25 JUNE TO 26 JUNE

Number of Lodging Rooms Needed for Event:

Badger Yellow Ribbon/G3: Approx. 180 sleeping rooms (soldiers, spouses & parents).

Date Meeting Rooms to be utilized:

Saturday JUNE 25 – 1 General Session Room 1 Child and Youth and 1 Nanny room Sunday JUNE 26 - ALL rooms listed below

Total Number of Meeting Rooms:

1. 1 - General Session

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 300 people with 5 skirted 6 ft tables in the back of the room with 2 chairs each.

Day 1 from 1300-2400

Day 2 from 0600-1700 - set in rounds of 5 for 120

Requirements below:

a. A/V Requirements SATURDAY and SUNDAY:

i. 2 A/V Carts

ii. 2 Large Projection Screens

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

b. Room Set-up Requirements:

i. Round tables of 5.

ii. Water station in the back of the room.

c. Food and Beverage Requirements:

i. Morning Coffee - Sunday

ii. Government dinner Sat evening and lunch Sunday served buffet style – can be in gen session room

1. 2 sets of buffet lines with each serving:

a. Roasted chicken dinner buffet Sat night

b. Taco buffet with beverages and dessert Sunday lunch

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

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

Sunday only: 0600-1700

a. A/V Requirements:

i. A/V Cart

ii. Screen

b. Room Set-up Requirements:

i. Round tables set for 5.

ii. Water station in the back of the room.

c. Food and Beverage Requirements:

i. None

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

a. Time: Saturday 1700-2000 and Sunday 0600-1800

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 20 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 dinner and lunch for youth served at 1115

1. Sat evening Assorted pizza buffet (single topping cheese, sausage and pepperoni) and gluten free option available upon request. Sund – chicken strips, mac n cheese, fresh fruit and milk

2. Snack for 50 served at 2:30 pm on Sunday only

3. Long table and chairs to accommodate 20 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: Saturday 1600-2100 and Sunday 0600-1800

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. Need two tables in corner with 20 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. Sat evening Assorted pizza buffet (single topping cheese, sausage and pepperoni) and gluten free option available upon request. Sund – chicken strips, mac n cheese, fresh

[4] fruit and milk

2. Long table and 20 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: Sunday only 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: Sunday only 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: Saturday 1300-2100

Sunday 0600-1800

b. A/V Requirements:

i. Location must be near electrical outlets