Pre-Deployement Yellow Ribbon Event, 8 June 2025

Pre-Deployment Yellow Ribbon Event on Sunday, 8 June 2025, in accordance with attached Statement of Work. To support this YRRP Event for the 148 Fighter Wing?s approximately 165 attendees, we require a safe, family friendly venue to provide conference, operations/storage, Childcare rooms, community partner, registration areas, lodging and meals. All rooms/conference areas need to have complimentary Wi-Fi.

Conference rooms need audio-visual equipment, specific room setups, and additional items as described in detail on this requirements statement. All conference rooms must be able to hold the requested number of people without exceeding the maximum room capacity in the classroom setting. Floor layout showing all conference rooms to be used for the Event must be included in bid. Maximum capacity rates for all conference rooms to be used for the Event must be included in the bid.

Lodging is required for out-of-town service members, families, and staff. Lodging is preferred to be at the same location. The venue must have a restaurant/snack area open during mealtimes. Venue must be within walking distance of restaurants and/or cafes. At a minimum, the venue shall meet the International Hospitality Association (IHA) Four Star Rating criteria. Dedicated Audio-visual support is required on-site from 0500-1630 the day of the event.

Support person(s) will be responsible for all audio/visual set-up, connection to venue and presenter?s equipment, in General session and all breakout rooms, and be available to go where needed when called for assistance during the Event. Audio Visual must be ready at 6 a.m. on the Day of the Event (June 8) in the General Session and all breakout rooms. It is preferred that all conference spaces be in the same general area and not be shared with guests outside of our group for security purposes.

A dedicated representative from the prime vendor is required to be on-site the day of the Event. The dedicated representative duties will not be designated or delegated to a member of the venue/hotel staff.