Statement of Work.pdf
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- Attached to
- A/V Support: AFROTC Commander's Symposium
- Solicitation number
- F2XJB14318AW01
About this file
This Statement of Work outlines audio/visual support requirements for the AFROTC Commander's Symposium to be held January 6-9, 2025 at the Double Tree by Hilton Dallas Near the Galleria in Dallas, Texas. The contractor must provide A/V equipment and technical support for approximately 145 AFROTC Detachment Commanders, 4 Region Commanders and staff across multiple conference spaces.
The required A/V support includes delivery, setup, operation, and removal of equipment across multiple rooms over four days. Equipment requirements vary by day and room but include LCD projectors, screens, wireless microphones, computer sound interfaces with Bluetooth, and stage/lighting/curtain setups. The main auditorium (240 people) requires larger A/V packages while breakout rooms (30-60 people) need smaller setups. Detailed daily equipment breakdowns are provided for each space, including the main auditorium and up to 5 breakout rooms operating simultaneously. Technical support staff must be available throughout the symposium to ensure proper equipment operation.
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| File | Type | Posted |
|---|---|---|
| Clauses and Provisions (Attachment 2).pdf | ||
| Request for Quote.docx | DOCX document |
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Text version
STATEMENT OF WORK (SOW)
FOR
AIR FORCE RESERVE OFFICER TRAINING CORPS (AFROTC)
COMMANDER’S SYMPOSIUM – AUDIO/VISUAL SUPPORT
Date: November 4, 2024
SOW, v2– AFROTC/CC’s Symposium A/V Support 4 Nov 2024
1.0 GENERAL: The Air Force Reserve Officer Training Corps (AFROTC) Commander's Symposium is an annual professional development event for 145 AFROTC Detachment Commanders, 4 Region Commanders and their staff.
These organizations are located at 148 geographically separated units across the United States and Puerto Rico.
Hosting this symposium in one location provides all Detachment and Region Commanders an invaluable opportunity to directly mentor those who are entrusted with executing the AFROTC mission. This annual event directly impacts the quality of leadership and training for years to come.
2.0 SUMMARY OF REQUIREMENTS: The Contractor shall provide full audio/visual (A/V) service support for the AFROTC Commander’s Symposium.
3.0 SPECIFICATIONS: Below are the minimum requirement specifications.
3.1 PERIOD OF PERFORMANCE: 6 January 2025 – 9 January 202
3.2 LOCATION: Double Tree by Hilton Dallas Near the Galleria, 4099 Valley View Lane, Dallas Texas 75244
3.3 MILITARY INSTILLATION ACCESS: Military installation access is not required for performance of this service.
3.4 AUDIO/VISUAL SUPPORT: The contractor shall supply the necessary labor and equipment to support visual and audio presentations during the 2025 AFROTC Commander’s Symposium as detailed in this section. This service shall include delivery and set up of equipment, technical support throughout the duration of the symposium, and equipment breakdown/removal.
Table 1. Daily Breakout Mon 01/06/2025
Conference Room (30 People)
Quantity Item
1 Small Room LCD Package
1 Whiteboard
Tues 01/07/2025
Main Auditorium (240 People)
Quantity Item
Clip-on Wireless Microphones
Handheld Wireless Microphones
Computer Sound Interface w/Bluetooth
2 Large Room LCD Package
1 Stage, Lights & Curtains
Wed 01/08/2025
Main Auditorium (240 People) & Breakout Rooms 1-3 (50 people)
Quantity Item
2 Clip-on Wireless Microphones
3 Handheld Wireless Microphones
Computer Sound Interface w/Bluetooth
3 Large Room LCD Package
1 Stage, Lights & Curtains
Breakout Room 4 (Cypress)
Quantity Item
1 Additional Wireless Microphone
1 Computer Sound Interface
1 Small Room LCD Package
Breakout Room 5 (Garden Terrace)
Quantity Item
1 Additional Wireless Microphone
1 Computer Sound Interface
1 Large Room LCD Package
Thurs 01/09/2025 Main Auditorium (240 People) & Breakout Rooms 1-3 (50 people)
Quantity Item
2 Clip-on Wireless Microphones
3 Handheld Wireless Microphones
1 Computer Sound Interface
3 Large Room LCD Package
1 Stage, Lights & Curtains
Breakout Room 4 (Cypress)
Quantity Item
1 Clip-on Wireless Microphone
Computer Sound Interface w/Bluetooth
1 Small Room LCD Package Breakout Room 5 (Garden Terrace)
Quantity Item
1 Additional Wireless Microphone
Computer Sound Interface w/Bluetooth
1 Large Room LCD Package
Table 2 – A/V Package Description
Small Room LCD Package
1 - LCD Data Projector 1 - Tripod Screen 1 - Table For Projector 1 - Extension Cord 1 - Power Strip 1 - Bottom Skirt For Screen All RGB and Audio Cabling Required
Large Room LCD Package 1-LCD Data Projector 1-Roll Down Screen 1-Table For Projector 2-Extension Cords 2-Power Strips 1-RGB Cable For Projector All RGB and Audio Cabling Required
Wireless Microphone Package w/House Sound Clip-on or Handheld as described in Table
3.5 CONFERENE SPACE: Table 1 below provides further information on conference space/set-up to aid in providing A/V support
Table 2:
DATE TIME ROOM TYPE SET-UP ATTENDEES
Mon, 01/06/25 7:00 AM - 5:00 PM Conference U-Shape 30
Tue, 01/07/25 7:00 AM - 5:30 PM Main Auditorium/Grand Ballroom Classroom 240
Wed, 01/08/25 7:00 AM - 11:00 AM Main Auditorium/Grand Ballroom Classroom 240
Wed, 01/08/25 11:15 AM – 5:00 PM Breakout 1 Classroom 60
Wed, 01/08/25 11:15 AM – 5:00 PM Breakout 2 Classroom 60
Wed, 01/08/25 11:15 AM – 5:00 PM Breakout 3 Classroom 60
Wed, 01/08/25 11:15 AM – 5:00 PM Breakout 4 Classroom 60
Wed, 01/08/25 11:15 AM – 5:00 PM Breakout 5 Classroom 60
Thu, 01/11/24 7:00 AM - 1:15 PM Breakout 1 Classroom 60
Thu, 01/11/24 7:00 AM - 1:15 PM Breakout 2 Classroom 60
Thu, 01/11/24 7:00 AM - 1:15 PM Breakout 3 Classroom 60
Thu, 01/11/24 7:00 AM - 1:15 PM Breakout 4 Classroom 60
Thu, 01/11/24 11:15 AM – 5:00 PM Breakout 5 Classroom 60
Thu, 01/11/24 1:30 PM – 4:30 PM Main Auditorium/Grand Ballroom Classroom 240
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