Statement of Work REE Leadership Meeting - 10.14.2022.docx

Statement of Work The United States Department of Agriculture’s Research, Education and Economics division will host a Leadership Summit from December 13-15, 2022, in Orlando, FL. The Contractor facilities shall comply with the Hotel and Motel Fire Safety Act of 1990, Public Law 101- 391, accommodate lodging for 102 attendees and lodging is available from December 12, 2022 through December 16, 2022. A 102-room block is required. Each attendee will pay for their room stay separately. Lodging rates must be at or below the per diem rate $129.

The facility must have one room to hold the group in their entirety (up to 102 people), ideally this room will offer natural light and will be arranged with round tables that accommodate five to six people each. In addition, the facility must have a minimal of 2 additional breakout rooms that can hold minimum 35 people. Each breakout room should have sufficient electrical outlets to power attendee’s equipment. Facility will provide hotel pens and notebooks/notepads for all attendees.

Audiovisual (AV) equipment must be available for each day of the meeting, at minimal the items listed below.

· Wi-Fi

· Laser Pointer

· Wireless Advancer

· LCD Projector, Screen, & Powered AV Table

· 6 ft Table with skirting & Power Strip

· Wired handheld microphone

· Podium

· Wireless handheld microphones

· Lapel microphones

· Mic Stand

· Portable sound system

· Accessible power strips

· Display Easel x 4

· Flipchart with Markers

The facility must be able to receive packages delivered within 48 hours of the function.

The facility must have access to or provide a shuttle service between the airport and the facility for attendees. The distance between the facility and the hotel should be no more than thirty (30) miles. Shuttle service must be able to run shuttle loop between airport and hotel every 30-45 minutes on the day of arrival (Monday, December 12, 2022) and on the day of departure (Thursday, December 15, 2022). Service should be limited to six hours per day on day of arrival and day of departure.

The facility must have access to or provide roundtrip shuttle service between the hotel venue and the ARS Research Lab at Experimental Prototype Community of Tomorrow (EPCOT) Center on Thursday, December 15, 2022 for up to 50 people.

The facility must be able to provide the following meal and break services and have on-site dining available throughout the duration of the event.

· Monday, December 12, 2022

· Evening Reception with hors d’oeuvres or appetizers for 75 people

· Cash bar

· Tuesday, December 13, 2022

· Ongoing coffee and tea service from 8:30 AM until 5:00 PM

· Lunch for up to 102 people

· Morning and afternoon snack breaks

· Wednesday, December 14, 2022

· Ongoing coffee and tea service from 8:30 AM until 5:00 PM

· Lunch for up to 102 people

· Morning and afternoon snack breaks