QA 21Q0009.pdf

Vendor Questions

Yellow Ribbon – June 6 – Orlando

W911YN21Q0009

Q1. You have a staff of 7 soldiers that will each require their own lodging room (7 lodging rooms)-correct?

A1. That is correct 7 Staff Rooms and will be self-pay.

Q2. Will the 7 staff members be staying Saturday & Sunday night or just Saturday night?

A2. They will be staying Saturday night only.

Q3. For the attendee lodging: you require 40 lodging rooms Saturday night and 20 Sunday night- will the attendees from Saturday night be staying over on Sunday night as well, or are these different attendees staying over on Sunday? Just curious for our notes and planning purposes

A3. The total rooms for Saturday Night is 40 and then out of those 40, 20 will remain for Sunday night. Same attendees from Saturday.

Q4. You note in Conference Spaces (CLIN 0002) that the breakout rooms can include the General session. The General Session is set for 100 in rounds. Does this mean the General Session can be one of the breakouts along with another room? OR we can split the General Session into 50 & 50 in rounds, which will satisfy the breakout requirement to cover your 100 adult attendees.

I’m asking because if the breakouts are only set for 35 each - a total of 70 attendees- it just was not clear where the other 30 attendees would be?

Also, it is cheaper for you to use the breakout rooms set for 50 & 50 in rounds for the two breakouts because we can use the same AV for all versus having to rent additional equipment for additional rooms.

A4. We will need the General Session room for our main session and then we will have three groups breakout, so the general session room and two additional rooms, we use the general session room to take care of our largest group and then the other two rooms for the smaller groups.

Q5. Concerning AV equipment: Are you looking to do a "dry-run" of the program on Saturday or simply test the AV equipment with a sound check? It makes a difference in pricing if the equipment is used the day prior or not.

A5. On Saturday we would only do a sound check to verify we are good to go on Sunday and we would do another Sunday Morning before the start of the event.

Q6. Under additional requirements #1: It notes an onsite person must be available who shall have the authority to bind the contract should change be required by the contracting officer. For this, a hotel representative would not suffice- correct? A contractor team member would need to be onsite for the duration of the event? Correct?

A6. Yes, we would like to have the contractor team member there the whole event to mitigate any issues that may occur during the event.

Q7. Will the two breakouts of 35 people require a full audio package with 2 microphones?

A7. We will need a projector, screen, and one microphone in each room.