Meeting Planning and Support for the April 2024 OSAC Meeting

The contractor is required to provide meeting support, secure meeting space, audio-visual equipment, and internet service for an event organized by the Organization of Scientific Area Committees (OSAC) titled, “Team A: Digital/Multimedia SAC, Scene Examination SAC, Chemistry: Toxicology/Seized Drugs SAC, and Resource Task Groups,” scheduled for April 2024. The contractor will also be responsible for securing lodging room blocks for attendees, preparing and finalizing meeting agendas, providing onsite support, and managing registration desk activities among other tasks. The period of performance for the contract is from the date of award through May 31, 2024.

List of services to be provided by the contractor:

1. Conduct a site search for the meeting.
2. Recommend available venues for the OSAC event.
3. Secure meeting space, AV equipment/services & lodging room blocks for all attendees.
4. Provide meeting planning and support for the OSAC event.
5. Attend planning meetings with the Contracting Officer’s Representative.
6. Draft, modify, and finalize the meeting agendas.
7. Prepare and create meeting room maps.
8. Write a logistics letter for all attendees.
9. Compile, print, and provide all necessary printouts for meeting attendees.
10. Print name tags for each of the meeting’s attendees.
11. Ship all contractor-provided meeting-related supplies to the meeting.
12. Arrange for shipping services for the meeting material.
13. Provide onsite support during the meeting.
14. Provide an onsite coordinator.
15. Manage the registration desk all days of the meeting.
16. Arrange a photographic schedule for each OSAC Unit for the meeting.
17. Provide photographic services for the meeting.
18. Provide all digital photos to OSAC Program Office within five business days after the event.
19. Coordinate registration desk activities.
20. Serve as the point of contact for the meeting site, AV and hotel questions prior to and during the meeting.
21. Provide onsite printing capabilities.
22. Prepare meeting rooms, prepare, and supply audio-visual (A/V) equipment and services for the meeting.
23. Have sufficient meeting signage and direction for all the meeting rooms.
24. Close out each the meeting at the end of each week.
25. Secure sleeping rooms for overnight attendees.
26. Provide periodic updates and reports summarizing the room Reservations for the meeting.