Yellow Ribbon Event Conference Support for Delaware Army National Guard

Description

Conference Support (meeting rooms and audiovisual) and Food Service for a one-day Yellow Ribbon Event on Sunday 8 Feb 2026 for 60 Delaware Army National Guard attendees. See attached Performance Work Statement (excerpted below). 5.0 Requirements: Provide meeting spaces and breakout rooms with directional signage. 5.1 Indoor environment, including lighting, thermal comfort, and acoustics, must be of a quality customary for conferences or higher for each of the venues described below. 5.1.1 Pre-Function Area. Provide a general area for the National Guard to welcome and register its Soldiers and guests. Provide 3 rectangular tables, skirted or draped, for registration. Tables must be no less than 3 feet and no more than 8 feet in length. Provide 2 chairs for each table. Provide coat rack. Hours 0700 ? 1530. 5.1.2 Exhibitor Area. Provide an exhibit area with ample flow-through for attendees and exhibitors. Provide 15 or more rectangular tables, skirted or draped, for exhibits. Tables must be no less than 5 feet and no more than 8 feet in length. Provide 2 chairs for each table. Exhibitor area may be within the registration area or the general session meeting room, provided ambient noise from the exhibitor area does not interfere with session presentations. Hours 0800 ? 1500. 5.1.3 General Session Area. Provide a meeting room for up to 60 attendees and presenters. Provide sufficient round tables and chairs to seat 60 attendees, approximately 8 attendees per table. Hours 0800 ? 1500. 5.1.3.1 Provide continuous self-service ice water. 5.1.3.2 Provide audiovisual support. 5.1.3.2.1 Podium or table for presenter. 5.1.3.2.2 Electrical outlet for Government laptop during presentation. 5.1.3.2.3 Projector and screen. 5.1.3.2.4 Connectivity to distribute sound from Government laptop. 5.1.3.2.5 Microphone, hand held or lavalier, preferable wireless, for presenter. 5.1.3.3 Provide white board with dry erase markers and eraser. 5.1.4 Childcare Room. Provide a room suitable for childcare services (provided by Government) for up to 15 children aged 0 ? 12 years and parents. Provide open floor space and 3 round tables and seating. Hours 0700 ? 1530. 5.1.4.1 Provide continuous self-service ice water. 5.1.4.2 Provide television and capability to play digital video discs (DVDs). 5.1.4.2 Provide gently-used tablecloths or kraft paper for arts and crafts. 5.1.4.3 Child-friendly restrooms nearby. 5.1.5 Consult Room. Provide a breakout room for individual one-on-one consulting sessions. Provide one table or desk and 3 chairs. Hours 0830 - 1530. 5.2 Food Service. Provide meal and beverage services mindful of nutrition, suitability for adults, teenagers, and children, and responsive to special dietary requirements. 5.2.1 Breakfast (0800 ? 0845). Either a full breakfast or expanded continental including choice of juices, coffee, tea, eggs, waffles/pancakes, bread selection, cereal, yogurt, fruit, and meats. 5.2.2 Lunch (1130 ? 1245). Conference style (double-side buffet line or two buffets) with two main course options, soup, vegetable selection, bread selection, tossed salad, pasta salad, and cake, cookies, or other dessert. 5.2.3 Beverage service (0730 ? 1500). Coffee, tea, soda, water. 5.3 Parking. Parking for up to 50 vehicles. *** Question #1: Are we to provide food and beverage service at the Government per diem? Answer #1: We appreciate your attention to Government per diem policy and practice. For this event and these attendees, this policy is not applicable, although we are mindful of cost. ***