Statement of Work-Enrichment Retreat-Aug 21-23 2009.doc

STATEMENT OF WORK

Organization: Arkansas National Guard "Strong Bonds" Programs

Event: Marriage Enrichment Retreat

Purpose of Event: The Strong Bonds couples retreat is designed to learn better ways to communicate and deal with reunion issues. The desired outcome is to strengthen relationships, inspire hope and rekindle marriages, even start the journey of healing for relationships under fire.

Date of Event: 21-23 August 2009 Proposed Location of Event: Northwest Arkansas Region (An area extending from Russellville, AR to the West (Fort Smith area) and from Russellville, AR to the North (Harrison area)).

Lodging Required: YES

Number of Nights for Lodging: 2

Date of Lodging: 21, 22 August 2009. Check out 23 August 2009

Type of Lodging Required: King/Queen non-smoking rooms/cabin/suite

Projected Number of Lodging Rooms Needed for Event:

61 rooms (one couple per room).

Check out on Sunday will be extended to 1 P.M. for all guestrooms supported by this contract.

Meeting Rooms Needed: YES, One large single meeting room as described below, plus a separate area set up for all of the buffet meals required below.

Date Meeting Rooms to be Utilized: 21-23 August 2009 Special requirements/instructions:

1.

Up to 61 rooms for the period (21-23 Aug 2009) checking out on the 23 Aug 2009.

2. Meeting room space for three days

3.

Breakfast-Hot Buffet for up to 122 persons for Saturday and Sunday.

Friday night "Kick-Off" Reception- (6pm-9pm)

A.

Placement of a skirted 4ft or 6ft table to register participants on Friday evening. Table should be placed outside of the meeting room or inside of the meeting room with easy access for registration purposes.

1.

Banquet/Reception Menu: Food for 122 Guests. Food should be a variety of hot & cold hors d'oeuvres beginning at 6 pm and refreshed/restocked regularly through out the course of the evening, ending at 9 pm. Soft drinks and tea service should be included. A list of proposed service items, quantities and pricing must accompany this proposal.

2. Round tables to seat 8-10 people (couples)–to include tablecloths and centerpieces as deemed appropriate per catering department.

3.

Wireless microphone, projector, screen, podium & "tie-in" for sound system.

Saturday- Workshop (9am-4pm)

B.

Meeting room rental includes set-up with skirted tables, chairs and linen. It also includes a pen and pad of paper at each place setting, water services on the tables or available in the meeting room.

1.

Classroom style set up with 4 -6 people per table. (couples) 2.

Wireless microphone, projector, screen, podium &"tie-in" for sound system.

3.

Coffee Break request for 2 gallons of coffee, assorted soft drinks and hot tea "set–up" in meeting room am and pm. Beverage service should be set up no later than 8:00 am and restocked/refreshed at 1:00 pm for the afternoon session.

Lunch- Soup, salad & sandwich buffet with drink for up to

122 persons. A list of proposed items with pricing must accompany this proposal. Specific time for lunch service will be coordinated that morning between catering staff and senior event staff member from the Arkansas National Guard.

Round tables to seat 8-10 people to include tablecloths and centerpieces and deemed appropriate per catering department. Dining set up should be in a separate room from the meeting room.

Saturday Evening (6:30pm-8:30pm)

C.

Round tables to seat 8-10 people (couples) to include tablecloths and centerpieces as deemed appropriate per catering department.

1.

Dinner buffet with drink to accommodate 122 persons. Meal service should be ready to begin at 6:30 PM and be routinely refreshed throughout the meal time. A list of proposed items with pricing must accompany this proposal.

Sunday-Review (9am- noon)

D.

Meeting room rental includes set-up with skirted tables, chairs and linen. It also includes a pen and pad of paper at each place setting, water services on the tables or available in the meeting room.

2.

Coffee request for 2 gallons of coffee, assorted soft drinks and hot tea "set–up" in meeting room - AM only. Beverage service should be set up no later than 8:00 AM.

3.

Classroom style set up with 2-6 people per table.

4.

Wireless microphone, projector, screen, podium & "tie-in" for sound system.