TAS_FY26_All_Managers_Meeting_AV_SOW_Updated-DRAFT.pdf
PDF 211 KB Posted
- Solicitation number
- 5000231304_AVTASEVENT
About this file
This is a Statement of Work for audio-visual (AV) equipment and services for the Taxpayer Advocate Service (TAS) FY26 All Manager's Meeting scheduled at the JW Marriott Indianapolis. The three-day event (Tuesday through Thursday) will feature general sessions in White River F (5,700 sq. ft., capacity 616 theater) and three concurrent breakout sessions in White River G, H, and I (1,150 sq. ft. each). Support rooms located on the second floor require no AV services.
The contractor must provide comprehensive AV services including setup and teardown, on-site technical support (one technician for eight hours daily in the general session ballroom), set-up support and troubleshooting for breakout rooms, electricity, power sources, and sufficient outlets. For general sessions, the contractor shall supply dual projection setups, one wired podium microphone, seven wired table microphones, two lapel microphones, seven wireless handheld microphones, amplifiers/mixers/speakers, audio and video support equipment for music and videos, and one confidence monitor. For breakout rooms (three total), the contractor must provide one right-sized screen per room, one power source per room for computer/data show, and internet access per room (with the government providing data show projectors). Additional requirements include outside AV fees if applicable, dedicated/hard-wire internet access if needed, and individually identified service charges. Sales tax is excluded. Final agenda, event dates, room configurations, and attendance counts remain subject to confirmation.
View the file
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
STATEMENT OF WORK
TAS FY26 ALL MANAGER'S MEETING
EVENT INFORMATION & REQUIREMENTS
Projected Audio-Visual Equipment and Service Needs
Background:
Taxpayer Advocate Service (TAS) will conduct the TAS FY26 All Manager's MeeƟng at the JW MarrioƩ Indianapolis. The meeƟng will include general session programming and breakout sessions for TAS managers, presenters, conference staff, and support personnel.
The schedule reflected in the current AV requirements includes general sessions on Tuesday, Wednesday, and Thursday, with three breakout rooms on Wednesday. The general session is planned for White River F on the first floor. Breakout sessions are planned for White River G, White River H, and White River I on the first floor. Room 209, Room 208, and White River J are planned for staging/support, the Executive Meeting Office, and Conference Support, respectively. No AV is needed in these support rooms.
*Final agenda, event dates, room sets, and aƩendance count to be confirmed.
Venue Mee ng Space:
Function Meeting Room(s) Hotel Layout Information
General Session White River F - First Floor 5,700 sq. ft.; capacity 616 theater / 350 schoolroom / 575 reception / 432 banquet
Breakout Room 1 White River G - First Floor 1,150 sq. ft.; capacity 96 theater / 64 schoolroom / 36 conference / 40 U-shape / 75 reception / 72 banquet
Breakout Room 2 White River H - First Floor 1,150 sq. ft.; capacity 96 theater / 64 schoolroom / 36 conference / 40 U-shape / 75 reception / 72 banquet
Breakout Room 3 White River I - First Floor 1,150 sq. ft.; capacity 96 theater / 64 schoolroom / 36 conference / 40 U-shape / 75 reception / 72 banquet
Staging/Support Room 209 - Second Floor 850 sq. ft.; capacities vary by room set. No AV required.
Executive Meeting Office Room 208 - Second Floor 725 sq. ft.; capacities vary by room set. No AV required.
Conference Support White River J - First Floor 1,150 sq. ft.; capacity 96 theater / 64 schoolroom / 36 conference / 40 U-shape / 75 reception / 72 banquet; no AV required.
Audio-Visual (AV) Requirements:
The conference requires AV equipment and support. AV services shall include, at a minimum, microphones, wireless microphones, screens or confidence monitors, projection equipment as required, electronic equipment, speakers for audio projection, amplifiers/mixers, AV carts and computer/data-show power sources, sufficient electrical outlets for the conference area and breakout rooms, and internet access for sessions as needed, including internet access in each breakout room, plus set-up, arrangement, and tear down. It must be emphasized that government regulation only allows payment for equipment used.
The Government will provide data show projectors for breakout rooms unless otherwise specified. Breakout room screens shall be right-sized for White River G, White River H, and White River I. Breakout rooms only require a screen, power source for computer/data show, and internet access. No podium microphones, wireless handheld microphones, amplifier/mixer/speaker packages, or other AV are required for the breakout rooms unless requested in writing.
Based on history and the TAS All Manager MeeƟng AV Requirements, the following table shows the projected AV needs for this conference. The proposal must include an amount for the following:
- Set up and take down
- On-site technical support for the General Sessions (one technician, eight hours in the ballroom each day)
- Set-up support and troubleshooƟng for breakout rooms, as needed
- Outside AV fee, if applicable
- Electricity, power sources, and sufficient outlets for the conference area and breakout rooms
- Internet access for each breakout room and dedicated/hard-wire access, if needed for presentations, videos, or conference operations
- AddiƟonal audio and video support equipment appropriate to the meeƟng space, including support for playing music and showing videos
- Any service charges, if separately charged from labor and equipment fees, must be individually identified and explained
- No sales tax shall be included
Day / Session / Room(s) Type of Equipment Qty.
Tue Gen - WR F Dual projection set up (as appropriate for the size/shape of the general session room). 2 (or more) Tue Gen - WR F Wired Podium Microphone 1 Tue Gen - WR F Wired Table Microphones 7 Tue Gen - WR F Lapel Microphones 2 Tue Gen - WR F Wireless Handheld Microphones 7 Tue Gen - WR F Amplifier, Mixer, Speakers appropriate to meeting space As Needed Tue Gen - WR F Additional audio and video support equipment appropriate to meeting space (i.e., playing music and showing videos) As Needed
Tue Gen - WR F Confidence Monitor 1 Tue Gen - WR F Sufficient plugs/outlets for conference area and breakout rooms As Needed Tue Gen - WR F On-site Technician: 8 hours (in ballroom) 1
Wed Gen - WR F Dual projection set up (as appropriate for the size/shape of the general session room). 2 (or more) Wed Gen - WR F Wired Podium Microphone 1 Wed Gen - WR F Wired Table Microphones 7 Wed Gen - WR F Wireless Handheld Microphones 7 Wed Gen - WR F Amplifier, Mixer, Speakers appropriate to meeting space As Needed Wed Gen - WR F Additional audio and video support equipment appropriate to meeting space (i.e., playing music and showing videos) As Needed
Wed Gen - WR F Confidence Monitor 1 Wed Gen - WR F Sufficient plugs/outlets for conference area and breakout rooms As Needed Wed Gen - WR F On-site Technician: 8 hours (in ballroom) 1
Day / Session / Room(s) Type of Equipment Qty.
Wed Breakouts - WR G/H/I Screen (right sized for breakout room)
*Government will provide data show projector.
1 per room
Wed Breakouts - WR G/H/I Power Source for computer/data show 1 per room
Wed Breakouts - WR G/H/I Internet access for each breakout room 1 per room
Support Rooms - Room 209 / Room 208 / WR J
No AV needed for staging/support, Executive Meeting Office, or Conference Support rooms
N/A
Thu Gen - WR F Dual projection set up (as appropriate for the size/shape of the general session room). 2 (or more) Thu Gen - WR F Wired Podium Microphone 1 Thu Gen - WR F Wired Table Microphones 7 Thu Gen - WR F Lapel Microphones 2 Thu Gen - WR F Wireless Handheld Microphones 7 Thu Gen - WR F Amplifier, Mixer, Speakers appropriate to meeting space As Needed Thu Gen - WR F Additional audio and video support equipment appropriate to meeting space (i.e., playing music and showing videos) As Needed
Thu Gen - WR F Confidence Monitor 1 Thu Gen - WR F Sufficient plugs/outlets for conference area and breakout rooms As Needed Thu Gen - WR F On-site Technician: 8 hours (in ballroom) 1
File details come from the government source that posted it. Updated .