Yellow_Ribbon_Requirement.pdf

Yellow Ribbon Post Deployment Event

Location: Vicinity/Commuting Distance of Burlington, VT

Dates: December 4 – 6, 2015

The mission of the Vermont Air National Guard Yellow Ribbon Program is to ensure that all deploying

Airmen and their Family Members are aware of benefits, resources, and contacts available to them. The benefits and resources available help them navigate the deployment cycle, especially as they begin their

“reintegration” back into their family and community. This is the philosophy of the Yellow Ribbon

Program, a legislatively mandated program that helps Service Members and their /families in the National

Guard connect with their local support community before, during, and after deployments.

Conference/room requirements for Yellow Ribbon Program Event with an anticipated 375 adult guests and as many as 60 children in attendance (total guests 435). The actual event will take place on Saturday and Sunday starting at approximately 7:00am and ending at approximately 4:30pm.

However, the venue needs to be flexible about start and end times, as the schedule may change. The location needs to have a family friendly environment that will allow our service members and their families to relax after the rigors of an overseas deployment.

Location needs to have a family-friendly all-inclusive resort-like environment that will allow families members that had to travel a long distance to relax before the event begins on Saturday morning.

If a secondary hotel is needed for additional lodging, secondary hotel must be within a short commute of primary hotel site/conference facility, not to exceed distance of two-three blocks.

CLIN 0001 - Lodging Requirements: Room price must not exceed government per diem rate of and will be inclusive of any surcharges.

1. 240 hotel rooms for each night - Friday, December 4 and Saturday, December 5, 2015. The

Government shall contact the contractor no later than 7 days before the event to request room cancellations. The total number of rooms shall be no less than 200.

2. Rooms must be double occupancy, individual/private sleeping rooms with toilet and shower/tub facilities, per room.

3. Government will provide list of names for the rooms no later than 7 days from date of event.

4. The government will pay for the rooms used by authorized personnel. All incidental expenses, such as room service, telephone calls, movie and game rentals, restaurant invoices, etc., are the responsibility of the individual attendee, and shall be billed to the individual’s personal credit card account or deducted from cash provided during check-in. NOTE: If cash or credit card is not available, incidental services shall be blocked for use in the room.

CLIN 0002 - Conference Space Fees/Requirements: The location of the General Session and

Resource Provider’s space will be adjoining to allow for an uninterrupted transition between activities.

1. One meeting room for the general session to hold approximately 375 people. Two large rooms to accommodate up to 150-175 people each. One smaller room that can accommodate approximately 100 people. Each meeting space room shall have the ability for individual PA system.

2. One private counseling room that is secluded from all other event rooms to accommodate up to 5 people, in a private setting. – Comfortable/cozy set-up with table and 5 chairs and/or couch or similar set-up.

3. Three rooms to be used as childcare space to accommodate capacity of approximately 60 children.

Rooms must be located within easy access distance to restrooms for child care supervision/escort.

4. Space for up to 20 resource providers to include 20-25 tables. This may be its own room or an open common area near the conference rooms.

5. Registration/check-in area – counter space or four to six tables and accompanying chairs available

Friday 4:00 pm until Saturday 8:00 am.

CLIN 0003 - Audio/Visual Requirements:

1. Full A/V package for general session room to include podium, stage, screen and projector.

2. Projector screens for the 3 other rooms. No computers/laptops are required.

3. The contractor shall allow the government to use its own audio visual equipment, have the ability to patch into House Sound System and existing electrical outlets with no hotel usage or patch fees.

CLIN 0004 – Meal requirements (Must be within Local Government Per Diem Rates):

1. Meals for Breakfast, lunch and dinner for Saturday. Breakfast on Sunday. 375 adult and 60 children servings per meal.