Contract Detail

ON 27-28 OCTOBER 2012, THE MAIN EVENT WILL ENSURE THAT THE REINTERGRATION EVENT HOSTED BY YELLOW RIBBON WILL BE HELD AT THE HILTON TUCSON EL CONQUISTADOR AND MEET ALL REQUIREMENTS OF THE STATEMENT OF WORK. THE FOLLOWING WILL BE PROVIDED:REGISTRATION AREA WILL BE PROVIDED SATURDAY AND SUNDAY 27-28 OCTOBER 2012 FROM 7AM UNTIL 9AM. 4-SIX TABLES WITH TWO CHAIRS AT EACH TABLE WILL BE EASILY ACCESSIBLE TO ACCOMMODATE THE REGISTERING OF ALL 300 ADULT ATTENDEES IN A TIMELY MANNER. APPROPRIATE SIGNAGE WILL BE FURNISHED AT ALL ENTRANCES AND IN SURROUNDING AREAS (INDOORS AND OUTDOORS). GENERAL SESSION CONFERENCE ROOM: WILL BE PROVIDED ON SATURDAY AND SUNDAY 27-28 OCTOBER 2012 FROM 7AM UNTIL 5PM. CONFERENCE ROOM WILL ACCOMMODATE 300 ADULTS SEATED IN CRESCENT ROUNDS. THE ROOM MUST ALLOW ALL ATTENDEES TO SEE AND HEAR THE PRESENTATIONS CLEARLY, TAKE NOTES, AND ENJOY BREAKFAST AND LUNCH AT THEIR SEATS. THIS ROOM WILL BE AVAILABLE ALL DAY AND MUST REMAIN SET THROUGHOUT THE ENTIRE EVENT. THE INHOUSE AUDIO-VISUAL COMPANY WILL PROVIDE THE SPECIFIED EQUIPMENT AND STAFF SUPPORT FOR THE DURATION OF THE MEETING. THE TURQUOISE I&II WILL BE SET UP ACCORDING TO ALL REQUIREMENTS IN THE SOW . REGULAR BREAKOUT ROOMS: NEEDED ON 27-28 OCTOBER FROM 7AM THROUGH 5PM. EACH BREAKOUT ROOM WILL HAVE SOUND PROOF WALLS SET IN CRESCENT ROUND SEATING TO ACCOMMODATE 50 ADULT ATTENDEES IN EACH ROOM. ONE WIRELESS MICROPHONE WILL BE NEEDED IN EACH ROOM. ALL ROOMS WILL BE IN THE SAME GENERAL AREA AS THE GENERAL SESSION ROOM TO ALLOW EASY TRANSITION FOR ALL ATTENDEES. EACH ROOM WILL BE EQUIPPED WITH ONE WIRELESS HIGH SPEED INTERNET CONNECTION. PROJECTOR, SCREENS AND INTEGRATED SPEAKER SYSTEM ADEQUATE FOR THE SIZE OF EACH ROOM WILL BE AVAILABLE ALONG WITH ADEQUATE STAFF . A TABLE IN FRONT OF EACH ROOM, FLIP CHART EASEL WITH PAD AND MARKERS OR DRY ERASE BOARD AND MARKERS IN EACH. COUNSELING ROOM: NEEDED ON 27-28 OCTOBER FROM 7AM THROUGH 5PM. THE ROOM WILL NEED ONE TABLE AND FIVE CHAIRS FOR UP TO FIVE ADULTS. COUCHES IN A LOUNGE AREA OR BOARD ROOM. VENDOR SUPPORT ROOM: NEEDED 27-28 OCTOBER 2012 FROM 7AM THROUGH 5PM ARE 25 TABLES (STANDARD 6-FOOT RECTANGLES) WITH TWO CHAIRS PER TABLE, IN A ROOM 4,000 SQ. FT. IN SIZE. THIS ROOM MUST BE INDOORS AND WITHIN CLOSE PROXIMITY TO THE GENERAL SESSION ROOM. THIS ROOM WILL NEED TO HAVE OUTLETS TO ELECTRICITY EVERY TWENTY FEET ALONG AT LEAST TWO WALLS. INTERNET CONNECTIONS ARE NEEDED. CHILDCARE/YOUTH ACTIVITIES ROOMS: NEEDED ON SATURDAY, 27 AND SUNDAY, 28 OCTOBER 2012 FROM 7:00AM UNTIL 5:00PM ARE 4 ACTIVITIES ROOMS FOR THE ATTENDING CHILDREN AND YOUTH. ROOMS WILL CONSIST OF 2 CONFERENCE ROOMS NO SMALLER THAN 1,000SQ.FT. AND 2 CONFERENCE ROOMS NO SMALLER THAN 1,500 SQ. FT. IN SIZE. ROOMS MUST HAVE SOUNDPROOF WALLS. IN EACH ROOM THERE WILL NEED TO BE 4 ROUND TABLES WITH 5 CHAIRS AT EACH TABLE. AT LEAST 2 WASTE PAPER BASKETS SUFFICIENT FOR THE SIZE OF THE ROOMS ARE ALSO NEEDED IN EACH ROOM. IN THE 1,500 SQ. FT. YOUTH ACTIVITY ROOMS AND THE 1,000 SQ. FT. ROOMS CHILDCARE ACTIVITY ROOMS, THE CONFERENCE CENTER WILL PROVIDE AUDIO AND VISUAL (PROJECTOR, SCREEN AND AN INTEGRATED SPEAKER SYSTEM) THAT IS ADEQUATE FOR SIZE OF ROOM. ALL AUDIO AND VISUAL COMPONENTS MUST BE ADAPTABLE TO STANDARD LAPTOP OUTPUTS (SOUND TO THE INTEGRATED SPEAKERS FROM THE COMPUTER IS NECESSARY). 2 SIX-FOOT REGISTRATION TABLES LOCATED JUST OUTSIDE OF THESE ROOMS ARE NEEDED. THESE ROOMS MUST BE LOCATED TOGETHER, NEAR A BATHROOM AND IN A SECURE LOCATION; THESE ROOMS WILL BE USED FOR CHILDCARE AND YOUTH ACTIVITIES. THE RINCON, SANTA RITA, TORTIOLITA AND SONORAN . FOOD AND BEVERAGE AS REQUIRED BY THE STATEMENT OF WORK FOR ALL ATTENDEES.

ON 27-28 OCTOBER 2012, THE MAIN EVENT WILL ENSURE THAT THE REINTERGRATION EVENT HOSTED BY YELLOW RIBBON WILL BE HELD AT THE HILTON TUCSON EL CONQUISTADOR AND MEET ALL REQUIREMENTS OF THE STATEMENT OF WORK. THE FOLLOWING WILL BE PROVIDED:REGISTRATION AREA WILL BE PROVIDED SATURDAY AND SUNDAY 27-28 OCTOBER 2012 FROM 7AM UNTIL 9AM. 4-SIX TABLES WITH TWO CHAIRS AT EACH TABLE WILL BE EASILY ACCESSIBLE TO ACCOMMODATE THE REGISTERING OF ALL 300 ADULT ATTENDEES IN A TIMELY MANNER. APPROPRIATE SIGNAGE WILL BE FURNISHED AT ALL ENTRANCES AND IN SURROUNDING AREAS (INDOORS AND OUTDOORS). GENERAL SESSION CONFERENCE ROOM: WILL BE PROVIDED ON SATURDAY AND SUNDAY 27-28 OCTOBER 2012 FROM 7AM UNTIL 5PM. CONFERENCE ROOM WILL ACCOMMODATE 300 ADULTS SEATED IN CRESCENT ROUNDS. THE ROOM MUST ALLOW ALL ATTENDEES TO SEE AND HEAR THE PRESENTATIONS CLEARLY, TAKE NOTES, AND ENJOY BREAKFAST AND LUNCH AT THEIR SEATS. THIS ROOM WILL BE AVAILABLE ALL DAY AND MUST REMAIN SET THROUGHOUT THE ENTIRE EVENT. THE INHOUSE AUDIO-VISUAL COMPANY WILL PROVIDE THE SPECIFIED EQUIPMENT AND STAFF SUPPORT FOR THE DURATION OF THE MEETING. THE TURQUOISE I&II WILL BE SET UP ACCORDING TO ALL REQUIREMENTS IN THE SOW . REGULAR BREAKOUT ROOMS: NEEDED ON 27-28 OCTOBER FROM 7AM THROUGH 5PM. EACH BREAKOUT ROOM WILL HAVE SOUND PROOF WALLS SET IN CRESCENT ROUND SEATING TO ACCOMMODATE 50 ADULT ATTENDEES IN EACH ROOM. ONE WIRELESS MICROPHONE WILL BE NEEDED IN EACH ROOM. ALL ROOMS WILL BE IN THE SAME GENERAL AREA AS THE GENERAL SESSION ROOM TO ALLOW EASY TRANSITION FOR ALL ATTENDEES. EACH ROOM WILL BE EQUIPPED WITH ONE WIRELESS HIGH SPEED INTERNET CONNECTION. PROJECTOR, SCREENS AND INTEGRATED SPEAKER SYSTEM ADEQUATE FOR THE SIZE OF EACH ROOM WILL BE AVAILABLE ALONG WITH ADEQUATE STAFF . A TABLE IN FRONT OF EACH ROOM, FLIP CHART EASEL WITH PAD AND MARKERS OR DRY ERASE BOARD AND MARKERS IN EACH. COUNSELING ROOM: NEEDED ON 27-28 OCTOBER FROM 7AM THROUGH 5PM. THE ROOM WILL NEED ONE TABLE AND FIVE CHAIRS FOR UP TO FIVE ADULTS. COUCHES IN A LOUNGE AREA OR BOARD ROOM. VENDOR SUPPORT ROOM: NEEDED 27-28 OCTOBER 2012 FROM 7AM THROUGH 5PM ARE 25 TABLES (STANDARD 6-FOOT RECTANGLES) WITH TWO CHAIRS PER TABLE, IN A ROOM 4,000 SQ. FT. IN SIZE. THIS ROOM MUST BE INDOORS AND WITHIN CLOSE PROXIMITY TO THE GENERAL SESSION ROOM. THIS ROOM WILL NEED TO HAVE OUTLETS TO ELECTRICITY EVERY TWENTY FEET ALONG AT LEAST TWO WALLS. INTERNET CONNECTIONS ARE NEEDED. CHILDCARE/YOUTH ACTIVITIES ROOMS: NEEDED ON SATURDAY, 27 AND SUNDAY, 28 OCTOBER 2012 FROM 7:00AM UNTIL 5:00PM ARE 4 ACTIVITIES ROOMS FOR THE ATTENDING CHILDREN AND YOUTH. ROOMS WILL CONSIST OF 2 CONFERENCE ROOMS NO SMALLER THAN 1,000SQ.FT. AND 2 CONFERENCE ROOMS NO SMALLER THAN 1,500 SQ. FT. IN SIZE. ROOMS MUST HAVE SOUNDPROOF WALLS. IN EACH ROOM THERE WILL NEED TO BE 4 ROUND TABLES WITH 5 CHAIRS AT EACH TABLE. AT LEAST 2 WASTE PAPER BASKETS SUFFICIENT FOR THE SIZE OF THE ROOMS ARE ALSO NEEDED IN EACH ROOM. IN THE 1,500 SQ. FT. YOUTH ACTIVITY ROOMS AND THE 1,000 SQ. FT. ROOMS CHILDCARE ACTIVITY ROOMS, THE CONFERENCE CENTER WILL PROVIDE AUDIO AND VISUAL (PROJECTOR, SCREEN AND AN INTEGRATED SPEAKER SYSTEM) THAT IS ADEQUATE FOR SIZE OF ROOM. ALL AUDIO AND VISUAL COMPONENTS MUST BE ADAPTABLE TO STANDARD LAPTOP OUTPUTS (SOUND TO THE INTEGRATED SPEAKERS FROM THE COMPUTER IS NECESSARY). 2 SIX-FOOT REGISTRATION TABLES LOCATED JUST OUTSIDE OF THESE ROOMS ARE NEEDED. THESE ROOMS MUST BE LOCATED TOGETHER, NEAR A BATHROOM AND IN A SECURE LOCATION; THESE ROOMS WILL BE USED FOR CHILDCARE AND YOUTH ACTIVITIES. THE RINCON, SANTA RITA, TORTIOLITA AND SONORAN . FOOD AND BEVERAGE AS REQUIRED BY THE STATEMENT OF WORK FOR ALL ATTENDEES.