Statement_of_Work.pdf

[1]

Statement of Work Badger Yellow Ribbon

Reintegration

Organization: WING Badger Yellow Ribbon

Event: Pre Deployment Event – Mobilization Brief

Date of Event: _____13-14 April 2018_______

Attendance Expected: It is anticipated that ______400________ adults and children will attend this event.

Proposed Location of Event: _______WI Dells Area__________

Lodging Requirement:

Number of Nights for Lodging: 1

Dates of Lodging: ____13 April 2018____ - ___14 April 2018_____

Number of Lodging Rooms Needed for Event:

Badger Yellow Ribbon: Approx. ___100___ sleeping rooms.

STAFF: Approx. ___5____ sleeping rooms. (self pay)

Date Meeting Rooms to be utilized: ____ 1400-2200 13 April and 0600-1700 14 April___

Total Number of Meeting Rooms:

1. 1 - General Session

2. 2– Breakout Rooms

3. 1 - Child and Youth Room

4. 1 - Nanny area

5. Registration

GROUP 1

[2]

Type of Meeting Rooms Required with Requirements:

1. General Session Room – To accommodate ___300__ people.

a. Friday Time: __1400-2200____

Saturday Time: __0600-1800____

b. A/V Requirements

i. 2 A/V Carts with power strip cords and cords taped or covered

ii. 2 large projections screens for audience of 300

iii. 1 (3-4 ft) round or square table in the front of the room for laptop

iv. In house sound system with wireless handheld mic, lavalier mic, with sound cord for laptop sound.

c. Room Set-up Requirements:

i. 60” Round tables set for 8.

ii. Water station in the back of the room to be replenished every hour

iii. 15 skirted 6ft tables around the perimeter of the room – each with 2 chairs and must be set with at least 6 feet between each table.

d. Food and Beverage Requirements:

i. Government lunch served buffet style – can be in gen session room

1. 2 set of buffet areas to make 4 buffet lines with each serving:

a. 2 meat proteins. 1 vegetarian protein, 1 starch, 1 vegetable, dessert, milk , iced tea and coffee. (Special dietary requests will be sent in 2 weeks prior to the event.)

2. 2 Breakout Rooms To accommodate __100__ people in each

a. Friday Time: __1400-2200____

Saturday Time: __0600-1800____

b. A/V Requirements:

i. A/V Cart

ii. Screen

c. Room Set-up Requirements:

i. 60” Round tables set for 8.

ii. Water station in the back of the room.

d. Food and Beverage Requirements:

i. None

[3]

3. Child and Youth Room – To accommodate ___50___ children (minimum of 1200 sq ft of open floor space

a. Friday Time: __1400-2200____

Saturday Time: __0600-1800____

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. Open area for games and activities.

ii. Corner area with 5 six foot tables, table covers & chairs for 50 people to eat lunch.

iii. Water station in corner by lunch area with plastic cups to be replenished hourly.

iv. Another Corner area with 5 six foot tables, table covers & chairs for 50 people do crafts

v. 1 wall with projection screen – 15 chairs in 4 rows of 5 facing the screen for movie time.

vi. 1 6 ft skirted table outside of door entrance for registration with 2 chairs.

1. Pizza buffet to include single topping pizzas with an assortment of sausage, pepperoni and cheese, fresh fruit (bananas, apples, oranges and berries with milk served buffet style

4. Nanny Room – A Nanny Room to accommodate __50___ children (minimum of 1200 sq ft of open floor space).

Nannies will be arranged and provided by the BYR Program personnel.

a. Friday Time: __1400-2200____

Saturday Time: __0600-1800____

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. Open area for games and activities.

ii. Corner area with 5 six foot tables, table covers & chairs for 50 people to eat lunch.

iii. Another Corner area with 5 six foot tables, table covers & chairs for 50 people to do crafts.

iv. 1 table outside of door entrance for registration with 2 chairs.

v. Water station in corner by lunch area with plastic cups to be replenished hourly.

vi. Open quiet area sufficient to place 10 Play-Pens – preferably with a partial wall that closes.

vii. Need a refrigerator and microwave for infant bottles.

viii. Lunch served at 1115

1. Chicken strips, Macaroni & Cheese, Assorted fruit (bananas, apples, oranges, berries), milk and water served buffet style.

[4]

5. Registration Area – Outside the General Session Room three 6ft tables with 2 chairs behind each.

a. Friday Time: __1400-2200____

Saturday Time: __0600-1800____

b. A/V Requirements:

i. Location must be near an outlet.

c. Room Set-up Requirements:

i. None.

[5]

Statement of Work Badger Yellow Ribbon

Reintegration

Organization: WING Badger Yellow Ribbon

Event: Pre Deployment Event – Mobilization Brief

Date of Event: _____14-15 April 2018_______

Attendance Expected: It is anticipated that ______400________ adults and children will attend this event.

Proposed Location of Event: _______WI Dells Area__________

Lodging Requirement:

Number of Nights for Lodging: 1

Dates of Lodging: ____14 April 2018____ - ___15 April 2018_____

Number of Lodging Rooms Needed for Event:

Badger Yellow Ribbon: Approx. ___100___ sleeping rooms.

STAFF: Approx. ___5____ sleeping rooms. (self pay)

Date Meeting Rooms to be utilized: ____1700-2200 14 April and 0600-1800 15 April 2018___

Total Number of Meeting Rooms:

6. 1 - General Session

7. 2– Breakout Rooms

8. 1 - Child and Youth Room

9. 1 - Nanny area

10. Registration

GROUP 2

[6]

Type of Meeting Rooms Required with Requirements:

6. General Session Room – To accommodate ___300__ people.

a. Friday Time: __1400-2200____

Saturday Time: __0600-1800____

b. A/V Requirements

i. 2 A/V Carts with power strip cords and cords taped or covered

ii. 2 large projections screens for audience of 300

iii. 1 (3-4 ft) round or square table in the front of the room for laptop

iv. In house sound system with wireless handheld mic, lavalier mic, with sound cord for laptop sound.

c. Room Set-up Requirements:

i. 60” Round tables set for 8.

ii. Water station in the back of the room to be replenished every hour

iii. 15 skirted 6ft tables to be placed around the perimeter of the room – each with 2 chairs and must be set with at least 6 feet between each skirted table.

d. Food and Beverage Requirements:

i. Government lunch served buffet style – can be in gen session room

1. 2 set of buffet areas to make 4 buffet lines with each serving:

a. 2 meat proteins. 1 vegetarian protein, 1 starch, 1 vegetable, dessert, milk , iced tea and coffee. (Special dietary requests will be sent in 2 weeks prior to the event.)

7. 2 Breakout Rooms To accommodate __100__ people in each

a. Friday Time: __1400-2200____

Saturday Time: __0600-1800____

b. A/V Requirements:

i. A/V Cart

ii. Large Projection Screen

c. Room Set-up Requirements:

i. 60” Round tables set for 8.

ii. Water station in the back of the room.

d. Food and Beverage Requirements:

i. None

[7]

8. Child and Youth Room – To accommodate ___50___ children (minimum of 1200 sq ft of open floor space

Saturday Time: __0600-1800____

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. Open area for games and activities.

ii. Corner area with 5 six foot tables, table covers & chairs for 50 people to eat lunch.

iii. Water station in corner by lunch area with plastic cups to be replenished hourly.

iv. Another Corner area with 5 six foot tables, table covers & chairs for 50 people do crafts

v. 1 wall with projection screen – 15 chairs in 4 rows of 5 facing the screen for movie time.

vi. 1 6 ft skirted table outside of door entrance for registration with 2 chairs.

1. Pizza buffet to include single topping pizzas with an assortment of sausage, pepperoni and cheese, fresh fruit (bananas, apples, oranges and berries with milk served buffet style

9. Nanny Room – A Nanny Room to accommodate __50___ children (minimum of 1200 sq ft of open floor space).

Nannies will be arranged and provided by the BYR Program personnel.

a. Friday Time: __1400-2200____

Saturday Time: __0600-1800____

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. Open area for games and activities.

ii. Corner area with 5 six foot tables, table covers & chairs for 50 people to eat lunch.

iii. Another Corner area with 5 six foot tables, table covers & chairs for 50 people to do crafts.

iv. 1 table outside of door entrance for registration with 2 chairs.

v. Water station in corner by lunch area with plastic cups to be replenished hourly.

vi. Open quiet area sufficient to place 10 Play-Pens – preferably with a partial wall that closes.

vii. Need a refrigerator and microwave for infant bottles.

viii. Lunch served at 1115

1. Chicken strips, Macaroni & Cheese, Assorted fruit (bananas, apples, oranges, berries), milk and water served buffet style.

[8]

10. Registration Area – Outside the General Session Room three 6ft tables with 2 chairs behind each.

Saturday Time: __0600-1800____

b. A/V Requirements:

i. Location must be near an outlet.

c. Room Set-up Requirements:

i. None.