SOW.docx

STATEMENT OF WORK

EVENT SUMMARIES

Event #1: Unit Deployment Reintegration Event (“Yellow Ribbon Program”) Requirements Summary: Vendor to sufficiently host facility space/meeting rooms, in-house meal services and support equipment/staff approximately five-hour military unit reintegration event in the Hartford National Guard Armory for approximately 1350 Soldiers, family members and support staff. Facility will provide within one contiguous, indoor facility sufficient space to seat/brief 1300 guests in a single general session room using banquet round tables with supplemental space for feeding stations, a stage and audio-visual equipment; space to support approximately 25 exhibitor and rectangular registration tables. Support equipment and services must include, at minimum, event planning staff; a lunch meal and break services/menus; audio-visual equipment and staff services; all necessary support equipment including staging, tables, chairs, linens, food service equipment, electric outlet access/support, etc.

Additional Event Summary Notes

· Desired Event Setup Begins: Thursday, August 21, 2025

· Event date: Saturday, August 23, 2025

· Event hours: 7 a.m. to 5:30 p.m. (includes staff pre-event set-up and clean-up)

EVENT #1

Yellow Ribbon Reintegration Program Detailed Requirements

Event Date: SATURDAY, 23 AUGUST 2025 Unit:

Required Event Location: Hartford William O’Neill Armory Event Timeline: Please see page 2 above Approximate Number of Attendees

TOTAL 1300

FOOD AND BEVERAGE DETAILS

ADULT LUNCH

Meal Service Time: 12:00 am – 1:30 pm Location: Lunch should be served in or in very close proximity to the same space that will be used for the general session/instruction events so that guests have a table/chair for use. If this set-up is not possible, please identify the proposed location prior to award.

Type of Service: Buffet either with serving attendants Request multiple buffet stations be set throughout the designated space to afford quickest throughput of attendees possible.

Sample Menu/Suggestions: Buffet may include soup, salads (potato, garden, pasta, etc.), deli platters for sandwich making, pasta, chicken, vegetables. Buffet service should also include a dessert, coffee, water, iced tea/lemonade and/or soda.

SNACK SERVICE

Snack Service will be provided for children only.

Time: Snacks should be provided at approximately 2:30 p.m.

Sample Menu/Suggestions: Fruit cups, vegetables, yogurt, animal crackers, cheese, etc.

ADDITIONAL FOOD AND BEVERAGE REQUIREMENTS

Coffee service and water service must be made available in the for the duration of the event.

Water and juices should be made available, for the duration of the event, in both rooms occupied by children.

Ensure that any items containing nuts are marked clearly and kept separately from all other foods being served.

The table below is a brief overview/summary of the spaces required for Event #1, Yellow Ribbon Reintegration Program Detailed requirements can be found following this table.

Location should be in the general session space or as closely adjacent to it as possible

General Session Room:

1. Space provided should be large enough to accommodate approximately 1300 attendees, seated at banquet rounds for 8-10 guests and covered with linens; multiple coffee and water self-service stations; 30 skirted 8 ft rectangular tables for service providers and vendors, multiple food service stations for breakfast and lunch buffets and a stage with podium

1. Audio/ Visual Requirements: 2 Projectors/ 2 screens/2 wireless mics/1 presentation clicker/ 1 audio package. These requirements are our estimate as to what is required for instructing/addressing a crowd of our size. If the AV provider determines that this is not an accurate estimate, please advise and we will adjust accordingly.

Registration Area:

1. Space provided for registration should be as close to the entrance of the general session space as possible. 4 tables with 2 chairs per table are required. All tables should be skirted.

Exhibitor Area:

1. Space provided for the exhibitors should be in the general session space or as close to it as possible. A total of 30 skirted, rectangular tables is required. A diagram will be provided once registration is complete.

1. Some exhibitors may require access to electrical outlets for their displays. We will advise upon notification receipt of any requirement.