Statement of Work.pdf

STATEMENT OF WORK

EVENT SUMMARIES

Event #1: (“Yellow Ribbon Program”)

Requirements Summary: Sufficient facility space/meeting rooms, in‐house meal services and support equipment/staff to host an approximate five‐hour military unit reintegration event area for approximately

1700 returning Soldiers, family members and support staff. Facility must be able to provide within one contiguous, indoor facility sufficient space to seat/brief 1700 guests in a single general session room using banquet round tables with supplemental space for feeding stations, a stage and audio‐visual equipment;

two adjoining breakout meeting rooms to support up to 200 guests using banquent round tables;

administrative work space to support 20 event staff; and additional open, pre‐function space to support approximately 45 exhibitor and registration tables. On‐location parking must be available for approximately 800 vehicles with event validation costs included in vendor’s submission. Support equipment and services must include, at minimum, event planning staff; a variety of breakfast and lunch meal and break services/menus, including a children’s menu; audio‐visual equipment and staff services; all necessary support equipment including staging, tables, chairs, linens, food service equipment, electric outlet access/support, etc.

Event #2: Welcome Home Ceremony (“Freedom Salute”)

Requirements Summary: Estimated 50,000‐70,000 square feet of open, climate‐controlled space to conduct an approximate two‐hour military unit formation and recognition ceremony involving 600 Soldiers and approximately 1250 guests and staff; and a close/adjacent VIP holding room or area that can accommodate approximately 20 standing guests. Facility must be able to provide staging with seating for

20; full audio/sound services including on‐site event audio staff; and ceremony seating and/or standing viewing options for up to 1200 guests. Additional support equipment and services must include, at minimum, a speaker’s podium, available pipe and drape to help define the ceremony space, stage dressing and access stairs (2 sets), and availability of 125 additional folding chairs for VIPs and a supporting band.

On‐location parking must be available for an additional approximately 200 vehicles (this is above parking requirement for Event 1) with event validation costs included in vendor’s submission. Note: Customer would like to have the option of bringing in trailer‐mounted bleachers for guest seating, if accommodating drive‐in freight doors are available.

Additional Event Summary Notes

Desired availability date: Saturday, March 5, 2022

Facility must be able to accommodate both events at the same location on the same day with no need to turnover the same facility spaces to support each event.

Combined event hours: 7 a.m. to 5:30 p.m. (includes staff pre‐event set‐up and clean‐up)

COMBINED EVENTS TIMELINE – DRAFT

7:00 am ARRIVAL OF EVENT STAFF AND SUPPORT STAFF

8:00 – 9:30 am REGISTRATION OF SERVICE MEMBERS AND FAMILIES VIA STAGGERED

ARRIVALS

8:00 – 9:30 am BUFFET BREAKFAST SERVICE

9:00 – 9:45 am REHEARSAL FOR/MOVEMENT OF ATTENDEES TO WELCOME HOME

CEREMONY

10:00 – 11:00 am CONDUCT WELCOME HOME (“Freedom Salute”) CEREMONY

11:00 – 11:30 am MOVEMENT OF REGISTERED YELLOW RIBBON EVENT ATTENDEES TO

DESIGNATED SITE FOR LUNCH SERVICE

CONCURRENT DROP OFF OF PRE‐REGISTERED DEPENDENT CHILDREN FOR

CHILD CARE OR CHILD AND YOUTH ACTIVITIES

11:15 am – 1:00 pm BUFFET (WORKING) LUNCH FOR ALL REGISTERED YELLOW RIBBON SOLDIERS

AND AUTHORIZED GUESTS

1:00 – 4:00 pm YELLOW RIBBON POST‐MOBILIZATION GENERAL SESSION/INSTRUCTION

4:00 – 5:30 pm EVENT CLEAN UP AND DEPARTURE OF GUESTS/STAFF/SUPPORT STAFF

EVENT #1

Yellow Ribbon Reintegration Program Detailed Requirements

Event Date: SATURDAY, 05 MARCH 2022

Event Location: Connecticut Convention Center in Hartford CT 06103

Event Timeline: Please see page 2 above

Approximate Number of Attendees

Unit Members 586

Authorized Adult Guests 879

Dependent Children <5 93

Dependent Children >5 138

TOTAL 1696

FOOD AND BEVERAGE DETAILS

ADULT BREAKFAST

Meal Service Time: 8:00 am – 9:30 am

Location: Breakfast should be served in or in very close proximity to the same space that will be used for the general session/instruction events so that guests have a table/chair for use. If this set‐up is not possible, please identify the proposed location prior to award.

Type of Service: Buffet either with or without serving attendants in accordance with current COVID‐19

Food Service Protocols

Request multiple buffet stations be set throughout the designated space to afford quickest throughput of attendees possible.

Sample Menu/Suggestions: Eggs, pancakes/waffles, breakfast potatoes, bacon, sausage, muffins, pastries, bagels with cream cheese or butter, fresh fruit, hot coffee with accompaniments, orange juice and water.

CHILDRENS’ BREAKFAST

Meal Service Time: 8:00 am – 9:30 am

Location: Children will be with their parent/guardian during breakfast service and therefore will require seating in the same location.

Type of Service: Buffet either with or without serving attendants in accordance with current COVID‐19

Food Service Protocols

Request multiple buffet stations be set throughout the designated space to afford quickest throughput of attendees possible.

Sample Menu/Suggestions: Please refer to items listed in the Adult Breakfast detail.

CHILD‐FRIENDLY CEREALS SHOULD BE INCLUDED

ADULT LUNCH

Meal Service Time: 11:15 am – 1:00 pm

Location: Lunch should be served in or in very close proximity to the same space that will be used for the general session/instruction events so that guests have a table/chair for use. If this set‐up is not possible, please identify the proposed location prior to award.

Type of Service: Buffet either with or without serving attendants in accordance with current COVID‐19

Food Service Protocols

Request multiple buffet stations be set throughout the designated space to afford quickest throughput of attendees possible.

Sample Menu/Suggestions: Buffet may include soup, salads (potato, garden, pasta, etc.), deli platters for sandwich making, pasta, chicken, vegetables. Buffet service should also include a dessert, coffee, water, iced tea/lemonade and/or soda.

CHILDRENS’ LUNCH

Meal Service Time: 11:15 am – 1:00 pm

This timeframe is an estimate based on the number of children to be registered and the drop‐off time by their parent following the joint morning events.

Location: Lunch for children should be served in the space designated by the venue for both Childcare and Child and Youth Program Activities.

Type of Service: Buffet either with or without serving attendants in accordance with current COVID‐19

Food Service Protocols

Request multiple buffet stations be set throughout the designated space to afford quickest throughput of attendees possible.

Sample Menu/Suggestions: Buffet for children should include child‐friendly items such as pizza, chicken tenders, pasta with sauce, pasta with butter, bread, fruit, French fries, etc. An assortment of juices (apple/cranberry/orange) and water should also be provided. Please provide food items that do not require the use of a knife.

SNACK SERVICE

Snack Service will be provided for children only.

Time: Snacks should be provided at approximately 2:30 p.m.

Sample Menu/Suggestions: Fruit cups, vegetables, yogurt, animal crackers, cheese, etc. (They only get one snack)

ADDITIONAL FOOD AND BEVERAGE REQUIREMENTS

Ensure that any items containing nuts are marked clearly and kept separately from all other foods being served.

The table below is a brief overview/summary of the spaces required for

Event #1, Yellow Ribbon Reintegration Program Detailed requirements can be found following this table.

# OF

PEOPLE

ROOM SETUP AV ADDITIONAL

REQUIREMENTS

General Session – Yellow Ribbon

1696 for breakfast 1465 for instruction

Banquet Rounds with linens – seating for 8 to 10 guests per table

Yes

Stage, podium, projection, sound, AV attendant

Admin/Storage Room

N/A Rectangular tables against the perimeter of the room

No None

Child & Youth Room (>5)

Banquet Rounds with linens – seating for 8 to 10 guests per table

Yes

Lunch and Snack Service, wifi capability, TV or screen, tables for supplies

Child Care Room 93 Banquet Rounds with linens – seating for 8 to 10 guests per table

No Lunch and Snack service, supply tables

Registration N/A 15 rectangular tables and 2 chairs per table

No Diagram will be provided

Exhibitor Area N/A

30, Skirted Rectangular tables with 2 chairs per table. Enough space needs to be left between tables to allow a providers to get behind the tables.

No

Location should be in the general session space or as closely adjacent to it as possible

General Session Room:

Space provided should be large enough to accommodate approximately 1696 attendees, seated at banquet rounds for 8‐10 guests and covered with linens; multiple coffee and water self‐service stations; 30 skirted 8 ft rectangular tables for service providers and vendors, multiple food service stations for breakfast and lunch buffets and a stage with podium

Audio/ Visual Requirements: 2 Projectors/ 2 screens/2 wireless mics/1 presentation clicker/ 1 audio package. These requirements are our estimate as to what is required for instructing/addressing a crowd of our size. If the AV provider determines that this is not an accurate estimate, please advise and we will adjust accordingly.

Administrative/Storage Room:

Space provided will be used for storage of administrative items, event staff’s belongings and necessary supplies. Tables should be placed against the walls around the perimeter of the room and 8 chairs must be included. Request that this space be a “lockable” space to protect government equipment and personal belongings.

Child & Youth Room:

Space provided should be suitable for approximately 138 children ages 5‐18 and must include banquet rounds seating 8‐10 per table, buffet service space, tables for supplies and a registration area set up immediately outside the room. The registration area requires one skirted rectangular table and 2 chairs with waste basket.

Audio visual requirements include WiFi access and 2 televisions.

Child Care Room:

Space provided should be suitable for approximately 93 children ages newborn to 5 years. and must include banquet rounds seating 8‐10 per table, buffet service space, tables for supplies and a registration area set up immediately outside the room. The registration area requires one skirted rectangular table and 2 chairs with waste basket.

Audio visual requirements include WiFi access and 1 television.

Child Care and Child and Youth Rooms should be located adjacent to one another as attendees may have children in each room based on their age.

Registration Area:

Space provided for registration should be as close to the entrance of the general session space as possible. 15 tables with 2 chairs per table are required. All tables should be skirted. 6 waste baskets are also required.

All tables in the registration area require access to electrical outlets

Exhibitor Area:

Space provided for the exhibitors should be in the general session space or as close to it as possible. A total of 30 skirted, rectangular tables is required. A diagram will be provided once registration is complete.

Some exhibitors may require access to electrical outlets for their displays. We will advise upon notification receipt of any requirement.

PARKING REQUIREMENTS

On‐location parking is required for all authorized attendees of the Yellow Ribbon Reintegration Program, estimated to be approximately 800 vehicles.

Parking should be made available in a parking facility co‐located to the event site that will allow for authorized attendees to receive a ticket upon entering the garage that can be exchanged for a parking ticket that will allow them to exit without cost at the end of the day.

Additional Requests

Movement of administrative supplies and training materials must take place NLT Thursday, March 3rd 2022.

Access to a loading dock or other similar space is required.

OPTION EVENT #2

Welcome Home “Freedom Salute” Ceremony Detailed

Requirements

Event Date: SATURDAY, 05 MARCH 2022

Event Location: Connecticut Convention Center in Hartford CT 06103

Event Timeline: Please see page 2 above

Approximate Number of Attendees:

Unit Members 600

Family Members 1100

Additional Guests/Staff 150

TOTAL: 1850

Food and Beverage Requirements: NONE for this event.

Facility and Support Requirements:

Estimated 50,000‐70,000 square feet of open, climate‐controlled (exhibit hall type) space that can be configured and cordoned off, as needed, with pipe and draping.

Space must be able to accommodate a 600‐person military formation; viewing/seating capacity for

1250 guests and staff; and a ceremony stage.

Note: Customer would like to have the option of bringing in trailer‐mounted bleachers for guest seating, if accommodating drive‐in freight doors are available.

Availability of close/adjacent VIP holding room or private area that can accommodate up to 20 standing guests.

Approximate 25’x25’ carpeted and dressed/bunted stage with pipe and drape back‐drop that can accommodate 15‐20 chairs. Stage set‐up must include two (2) affixed access stairs with handrails on both the left and right sides; speaker’s podium with microphone connected to sound system;

chairs.

Full audio/sound services support package including on‐site event audio staff during the actual ceremony. In addition to projecting speaker’s sound from the podium throughout the full ceremony area, sound package must include microphones/equipment to applify a supporting 25‐ piece military band.

Additional support requirements/notes:

Pipe and drape to define the ceremony space, provide an appropriate ceremony back‐up.

125 additional folding chairs for VIPs and a supporting band.

A desired floor layout/diagram will be provided by the customer to the facility event planner upon award of the contract.

PARKING REQUIREMENTS

Parking is required for approximately 200 vehicles for guests and support staff who will only be attending Event #2, the Welcome Home (“Freedom Salute”) ceremony. This parking requirement is in ADDITION to, supplemental to, the parking requirement for Event #1.