Event Spaces Services for DHS/S&T

DHS/S&T benefits from having a presence at various technical conferences; networking at these events enables S&T to raise awareness of partnership opportunities with first responders as well as the academic, private and other government sectors. This Statement of Work is The vendor to support S&T booth presence at up to four events, which may include:

ISC West: International Security Conference & Exposition, Las Vegas, NV, July 20-22, 2020

IWCE: International Wireless Communications Expo, Las Vegas, NV, August 24-28, 2020

IoT World: Internet of Things World Conference & Expo, San Jose, CA, August 10-13, 2020

FDIC: Fire Department Instructors Conference, Indianapolis, IN, dates to be determined for 2020

Due to major schedule changes for national events caused by the COVID-19 pandemic, specific conference dates may change, and different events may be identified by S&T.

OBJECTIVE

The purpose of this effort is to have the vendor provide exhibit services and enable S&T to have dedicated spaces (e.g. exhibit booths along with audio/visual/IT capabilities, which S&T will use to present interesting, appealing aspects of its’ mission space that will be of interest to conference attendees.

GENERAL

DHS/S&T benefits from having a presence at various technical conferences; networking at these events enables S&T to raise awareness of partnership opportunities with first responders as well as the academic, private and other government sectors. This Statement of Work is The vendor to support S&T booth presence at up to four events, which may include:

ISC West: International Security Conference & Exposition, Las Vegas, NV, July 20-22, 2020

IWCE: International Wireless Communications Expo, Las Vegas, NV, August 24-28, 2020

IoT World: Internet of Things World Conference & Expo, San Jose, CA, August 10-13, 2020

FDIC: Fire Department Instructors Conference, Indianapolis, IN, dates to be determined for 2020

Due to major schedule changes for national events caused by the COVID-19 pandemic, specific conference dates may change, and different events may be identified by S&T.

OBJECTIVE

The purpose of this effort is to have the vendor provide exhibit services and enable S&T to have dedicated spaces (e.g. exhibit booths along with audio/visual/IT capabilities, which S&T will use to present interesting, appealing aspects of its’ mission space that will be of interest to conference attendees. 

SPECIFIC REQUIREMENTS/TASKS

The vendor shall reserve for S&T space at each of the venues according to the requirements and time frames provided by each event host; assist with deadlines and required completion of venue paperwork, including certificate of insurance.

• The vendor shall co-design booth set-up ideas and deliver services for showcase displays, including technology demonstrations and designated space for scheduled tech-talks, office hours and stakeholder meet-ups

• The vendor shall provide services for exhibit showcase installation and dismantling, including:
  • Execution of services for electric, drayage shipping, handling and delivery.
  • Track and monitor drayage, including number of containers and weights.
  • Monitor warehousing and logistics on-site at target conference venues, and the ability to communicate back to client within one hour, should conflict or delay arise
  • Travel if required to coordinate with DHS S&T stakeholders, including the collection and integration of booth equipment and handling and shipping of materials, including collateral boxes.
  • Provision of display monitors and assist with building and managing digital content in advance and during events; including on-site trouble-shooting
  • Coordination with convention center staff to ensure the exhibit booth is efficiently and seamlessly managed from move-in to move-out.
  • Ensuring the space has clean carpet and that furniture (tables, chairs) for S&T staff is available.

• The vendor shall provide graphic support capabilities, including:
  • Creating customized booth materials and graphics upon request.
  • Providing 3D concepts or required templates within three (3) business days.
  • Prepress and troubleshoot graphics materials on-site, and offer or suggest solutions that lead to a satisfying outcome.

Period of Performance 

The period of performance for this contract is July 1, 2020 – June 30, 2021.  This period encompasses time needed to coordinate receipt of materials for each conference, prepare each booth, to allow for shipping after the last conference has ended.