SOW_October_2018_For_FBO.pdf

Event Statement of Work

The Tulsa Air National Guard will conduct a Yellow Ribbon Reintegration Program (YRRP) event on Thursday October 18th 2018, Friday October 19th 2018, Saturday October 20th 2018, Thursday October 25th 2018, and Friday October 26th. The YR Program Coordinator is seeking a facility for conference accommodations.

Venue Provisions Lodging: These rooms do not fall under a written contract

Required: 45 sleeping rooms at government rate on TBD

Lodging rate: Cannot exceed the daily Government Lodging Per Diem rate of $93 per night

Payment The attendee/traveler/Service Member who reserves a room for the event will pay for the room with a personal/government credit card and will be responsible for all incidental expenses such as: in room internet (if not provided at no cost), parking, room service, telephone calls, movie/game rentals, restaurant invoices, gift shop purchases, damages etc. Incidentals will be paid by the member who booked the room and shall be billed to the individual’s personal/government credit card which was provided during check-in.

Rooms must be double occupancy.

All Service Members and family members will contact the hotel directly for room reservations using the designated reservation code established by the hotel and provided to the requester of these services. To make a reservation members should have the option to book accommodations via telephone, online or both.

Reservations The deadline for reserving rooms under the reservation code will be no earlier than 4:00 PM one week prior to the event. Any rooms not reserved in the YRRP room block by this deadline (one week prior to the event) shall be released from the block and made available for sale to the general public.

Cancellations Attendees will be provided a 72 hour cancellation policy or better. In case of unforeseen mission requirements or confirmed emergency, members under this room block and reservation code will not be held liable for failure to cancel and will not be charged first night stay. A letter signed by the appropriate Wing Commander or an Official Order must be submitted in this case.

Meeting Spaces Resource Fair and Event Registration Tables

Vendor Arrival Date and Time – Thursday October 18th 2018, Friday October 19th 2018, Saturday October 20th 2018, Thursday October 25th 2018, Friday October 26th 0700-1700

● Hall, entry, pre-function or separate room adjacent to breakout sessions.

● Three draped tables for registration

● Fifteen draped and dressed rectangular table’s info fair or expo setup.

● Two chairs should be provided per table.

● Hotel provides refreshment station

● Internet connection/ Wi-Fi available

● One large trash can for each room

General Session or Theater - Thursday October 18th 2018, Friday October 19th 2018, Saturday October 20th 2018, Thursday October 25th 2018, Friday October 26th 0700-1700 Banquet style seating to accommodate approximately 350 attendees

● Podium: Lectern or podium centered

● AV: Projector, screen, microphone, and house sound connections, if available

● Hotel provides refreshment station

● Internet connection/ Wi-Fi available

● One large trash can for each room

Six Breakout Session Rooms – Thursday October 18th 2018, Friday October 19th 2018, Saturday October 20th 2018, Thursday October 25th 2018, Friday October 26th 0700-1700 Accommodate approximately 55 – 60 attendees each.

● Tables: Classroom setup with table cloths.

● Podium: Available for speaker

● AV: Projector, screen, microphone, and house sound connections, if available

● Internet connection/ Wi-Fi available

● One large trash can for each room

Meeting Room – Thursday October 18th 2018, Friday October 19th 2018, Saturday October 20th 2018, Thursday October 25th 2018, Friday October 26th 0700-1700 Meeting Style Setup

● Located close to the Breakout Sessions

● Hotel provides refreshment station

Meeting Room – Thursday October 18th 2018, Friday October 19th 2018, Saturday October 20th 2018, Thursday October 25th 2018, Friday October 26th 0700-1700

● Accommodate approximately 40, 5 - 12, youth in room

● Hotel provides refreshment station

● AV: Childcare room will need to have a TV and DVD player

Meeting Room – Thursday October 18th 2018, Friday October 19th 2018, Saturday October 20th 2018, Thursday October 25th 2018, Friday October 26th 0700-1700 Room needs to be located on same floor as breakout sessions

● Accommodate approximately 40 children, ages 0-5 years.

● AV: Childcare room will need to have a TV and DVD player

● Hotel will provide small refrigerator for infant and toddlers needs

● Hotel provides refreshment station

● Internet connection/ Wi-Fi available

● One large trash can for each room

Miscellaneous Space Requirements – Thursday October 18th 2018, Friday October 19th 2018, Saturday October 20th 2018, Thursday October 25th 2018, Friday October 26th 0700-1700 One small meeting room/boardroom/executive suite for Mental Health, Chaplain and Financial counselors to conduct one on one and family sessions.

Tables Setting: Executive Conference style with chairs or couch and chair arrangements.

Meals and Refreshments Food accommodation for approximately 350 adults and 80 child/youth. Breakfast and lunch will be within the established government per diem rate per meal.

Breakfast on Saturday, TBD, will be served at 0800.

Breakfast will need to be buffet style with 2 proteins and an assortment of other items, and will be selected from the catering menu. Coffee will be provided with breakfast starting at 0800 and served throughout the event, until 3:30 p.m.

Lunch on Saturday, TBD, will be selected from the catering menu and provided at 11:00 a.m.in the dining area. Lunch must contain at least 2 meats, 2 starches, vegetables, bread, and dessert.

Child friendly lunch will need to be served in boardroom/LG suite at 11:00 a.m. to approximately 80 children.

Afternoon snack and refreshments for Saturday, TBD, will be selected from the catering menu and provided at 1415.

Other The Oklahoma YR Program Coordinator will provide directional signage aiding attendees navigating towards registration and general meeting space and identifying signage listing breakout sessions on the doors of each breakout room. Hotel signage for meeting rooms should be labeled “Oklahoma ANG YRRP”.

The YRRP/Government will supply the computer to all meeting/breakout sessions and is permitted to connect its equipment to the contractor’s electrical outlets, house sound and AV connections within the facility and for the duration of the event with no additional cost to the government for use of contractor’s electrical power service.