SOW_1-120th_IN_30_Day_Event.doc

Dates of Events: 13-15 November 2015 Location of Event: Durham, NC Summary of Event

The 1-120th IN Battalion members will be conducting a Yellow Ribbon 30 Day Post Deployment on 13-15 November 2015. This event will be conducted over a three day period starting Friday evening and ending Sunday. Group A will check in on Friday evening w/families and start the event on Saturday morning ending around 3:30pm. Group B will check in Saturday evening w/families and start their event on Sunday morning ending around 3:30pm.

Spaces needed Friday 13 Nov 2015:

Friday Short Summary: Yellow Ribbon Staff will arrive at location around 11:00am. Unload equipment and supplies, meet with Audio Visual personnel to test equipment, meet with Unit Command leaders for summary briefing, set up for registration with unit’s Full time staff, and ensure Briefing room is set up to meet event requirements ready. Prepare for units arriving for check in, 1:00pm. No meals provided for Friday night.

3:00pm A.

Check-in space- typically located with hotel registration desk or 2 draped 6’ tables located in view of registration desk. As unit members arrive, they will check-in with both Yellow Ribbon staff, and Hotel staff for room assignment.

3:00pm B.

Area for Childcare registration- typically located away from registration desk. This space needs to be 3 Tables with 2-3 chairs each, set up for Family Programs to register children prior to the Event.

1:00pm C.

1 operations room - a Boardroom or similar for 10-15 people with internet. This room will be utilized primarily as the Operations Room for Yellow Ribbon Staff, activities include; meetings with unit command, hotel staff, and participating vendors.

5:00pm D. 1 child care rooms – one childcare room need to be available after

5:00pm for room set up and storage. Childcare will start on Saturday and on Sunday morning.

5:00pm

E.

Hotel audio and visual representatives available to meet in briefing room to check

AV equipment and test.

Spaces needed Saturday 14 Nov 2015: Group A Saturday Short Summary: Starting with Breakfast, Child care rooms open, Briefing rooms tested 1 hour prior to event for last minute troubleshooting, Briefings activities begin. Lunch served. No dinner will be provided.

Meeting Space:

6am-4pm A.

1 operations room - a Boardroom or similar for 10-15 people with Internet. This room will utilized primarily as the Operations Room for Yellow Ribbon Staff, activities include; meetings with unit command, hotel staff, and participating vendors (same room used on Friday).

6am-4pm B.

3 child care rooms - Childcare rooms need to be available by 6:00am.

One of these rooms will need sinks or wash rooms/bathroom located nearby with open space, refrigerator, 4 cribs, microwave, trash cans with lids, if possible, 2 of the rooms will need 2 tables with 10 chairs in the room. Child care rooms will need to be together in one location and need Not to Be in high traffic areas for Security reasons. (As best as possible).

6am-4pm C.

1 meeting space room for DOD briefings -275 personnel each, seating- theater style

The initial processing briefings for presentations with room set up in theater style. These rooms will be used for initial briefings and DOD mandatory Briefings. Room will need a podium, projector, and projection screen, connections for laptops (PowerPoint presentation), laptop audio and wireless microphone, 1 presentation clicker per room, and Stage if available.

6am-4pm D.

2 additional meeting space room for DOD briefings break outs -100 & 50 personnel each respectively, seating theater style– These rooms will be used for smaller group breakout rotation briefings. Rooms will each need a podium, projector, and projection screen, connection for laptop (PowerPoint presentation), laptop audio and wireless microphone, and 1 presentation clicker per room

6am-4pm

1 Large space or pre-function area – 20-25 Vendors-

For Vendors in a convention setting with 6’ tables and 2 chairs each- No AV needed. Each table will need pipe and drape or skirting for the vendor tables. Power will need to be accessible for some resource providers.

F. 1 small room for personal Counseling- one on one counseling with table and two chairs.

6am-2pm G.

1 room or area for Breakfast and Lunch meals to serve up to 250 personnel. This room is separate from the meeting area to conserve time.

3:00pm H.

Check-in space- typically located with hotel registration desk or 2 draped 6’ tables located in view of registration desk. As unit members arrive, they will check-in with both Yellow Ribbon staff, and Hotel staff for room assignment. (Same as Friday evening) 3:00pm I.

Area for Childcare registration- typically located away from registration desk. This space needs to be 3 Tables with 2-3 chairs each, set up for Family Programs to register children prior to the Event. (Same as Friday evening) Spaces needed Sunday 15 Nov 2015: Group B Sunday Short Summary: Starting with Breakfast, Child care rooms open, Briefing room tested 1 hour prior to event for troubleshooting, Briefings activities begin. Lunch served. No dinner will be provided.

Meeting Space:

6am-4pm A.

1 operations room - a Boardroom or similar for 10-15 people with Internet. This room will utilized primarily as the Operations Room for Yellow Ribbon Staff, activities include; meetings with unit command, hotel staff, and participating vendors (same room used on Friday).

6am-4pm B.

3 child care rooms - Childcare rooms need to be available by 6:00am.

One of these rooms will need sinks or wash rooms/bathroom located nearby with open space, refrigerator, 4 cribs, microwave, trash cans with lids, if possible, 2 of the rooms will need 2 tables with 10 chairs in the room. Child care rooms will need to be together in one location and need Not to Be in high traffic areas for Security reasons. (As best as possible).

C.

1 meeting space room for DOD briefings -275 personnel each, seating- theater style

The initial processing briefings for presentations with room set up in theater style. These rooms will be used for initial briefings and DOD mandatory Briefings. Room will need a podium, projector, and projection screen, connections for laptops (PowerPoint presentation), laptop audio and wireless microphone, 1 presentation clicker per room, and Stage if available.

6am-4pm D.

2 additional meeting space room for DOD briefings break outs -100 personnel each, seating theater style– These rooms will be used for smaller group breakout rotation briefings. Rooms will each need a podium, projector, and projection screen, connection for laptop (PowerPoint presentation), laptop audio and wireless microphone, and 1presentation clicker per room

6am-4pm

1 Large space or pre-function area – 20-25 Vendors-

For Vendors in a convention setting with 6’ tables and 2 chairs each- No AV needed. Each table will need pipe and drape or skirting for the vendor tables.

F. 1 small room for personal Counseling- one on one counseling with table and two chairs.

6am-2pm G.

1 room or area for Breakfast and Lunch meals to serve 250 personnel. This room is separate from the meeting area to conserve time.

Hotel Rooms needed for Friday 13 Nov 2015: Group A

125 rooms for Friday night. Double Occupancy Preferred. These will be billed to the Master account all rooms need to be listed in reservations as Yellow Ribbon (will not receive a by name room roster).

10 single or double occupancy rooms will be blocked as Yellow Ribbon Staff and will be paid for with individual credit cards (will receive a by name room roster). Separate from Master Account.

· Soldiers will check into the Yellow Ribbon blocked rooms by name only.

Hotel Rooms needed for Saturday 14 Nov 2015: Group B

125 rooms for Saturday night. Double Occupancy Preferred. These will be billed to the Master account all rooms need to be listed in reservations as Yellow Ribbon (will not receive a by name room roster).

10 single or double occupancy rooms will be blocked as Yellow Ribbon Staff and will be paid for with individual credit cards (will receive a by name room roster). Separate from Master Account.

· Soldiers will check into the Yellow Ribbon blocked rooms by name only.

Meals for Saturday 14 Nov 2015: Group A

· Dining area for Breakfast (6:30am-7:45am) 250 personnel banquet style set up.

Adults and children eat together.

Children Meals – 50 Adult Meals – 200

· Lunch - (11:30am-1:00pm) 275personnel banquet style set up.

Children Meals – 45 (Note: Children eat in Childcare area, not with parents)

Adult Meals – 230

· (Prefer separate room from presentation area due to time constraints) Meals for Sunday 15 Nov 2015: Group B

· Dining area for Breakfast (6:30am-7:45am) 225 personnel banquet style set up.

Adults and children eat together.

Children Meals – 50 Adult Meals – 175

· Lunch - (11:30am-1:00pm) 260 personnel banquet style set up.

Children Meals – 40 (Note: Children eat in Childcare area, not with parents)

Adult Meals – 220

· (Prefer separate room from presentation area due to time constraints Additional Program Requirements:

· All Hotels’ will need to provide Duns# and Cage Code, as a requirement with SAMS.gov.

· Parking must be free or included at no expense to the government contract.

· Internet Access in all conference spaces and Operation rooms.

· All convention space must be housed in one Individual facility.

· On site catering service that can provide buffet or plated breakfast and lunch meals.

· On site Audio and Visual service that will support program needs. Third party A/V is not authorized.

· Pipe and Drape or Skirting for the Resource Providers’s tables with 2 chairs each.

· Breakfast and Lunch meals location should be separate from meeting space location.

· All prices for rooms and meals need to meet government per-diem rates.

· Water Stations in main function areas, such as Briefing rooms, Child care rooms, and Ops.

(Continued)

Pease see below for meal guidelines: Hotel will need to send menu to Yellow Ribbon staff to confirm choices prior to event.

Meal Example:

Breakfast | Buffets (6:30am – 7:45am)

Scrambled and Hard Boiled Eggs

Sausage and Bacon

Pancakes and Waffles

Fresh Fruit

Milk, Coffee, Water, Juice, Tea

Luncheon | Buffets (12:00pm -1:00pm)

Grilled Breast of chicken with 5 cheese blend with tomato basil sauce

Beef Burgundy

Rice Pilaf

House Salad / Cesar salad

Mixed Vegetables

Chef selection of dessert

Rolls

Tea, coffee, water

Children’s Lunch Meals Box Lunch – 16 months – 4 years old

Cheese Pizza

Mac n’ cheese

Fresh Carrot Sticks

Apple Sauce

Milk 2 or 1 %

Box Lunch – 5 Years and Up

Combination of Pepperoni and Cheese Pizza

Chicken Tenders

Mac n’ cheese

Salad

Fruit Cups

Milk 2 or 1 %

NOTE: Due to allergies, NO peanut products, chocolate, or fresh strawberries.

All food and beverages should be served using paper products and plastic cutlery (if possible) (End of Statement of Work)