2026 Winter Federal Student Aid Training Conference (FSATC)

December 2026 Federal Student Aid Training Conference (FSATC) STATEMENT OF WORK Version.6.10.2026 ___________________________________________________________________________________ Page 1 of 8 1.0 Background The United States Department of Education (ED or Department), through its Office of Federal Student Aid (FSA), conducts the annual Federal Student Aid Training Conference (FSATC). This event delivers comprehensive training, critical updates on federal student aid policies, regulations, and operational guidance, as well as opportunities for information sharing and engagement with higher education institutions, loan servicers, financial aid administrators, and other stakeholders. For 2026, the Acting Chief Operating Officer (COO) has mandated that the FSATC be held entirely in- person. This decision is based on stakeholder feedback, the proven effectiveness of previous in-person conferences, and the Department's dedication to providing interactive and impactful training and networking opportunities. This conference is anticipated to attract approximately 5,000 to 7,000 financial aid professionals, higher education partners, and federal staff for comprehensive training on policies, systems, and procedures related to the administration of current and upcoming federal student aid programs. 2.0 Scope The primary objective of this acquisition is to secure a venue capable of accommodating a multi-day training conference. The chosen venue must possess sufficient conference space, lodging capacity, food service capability, and robust audio-visual (AV) infrastructure. Additionally, it must comply with 508 accessibility standards and provide the necessary logistical support to successfully host the December 2026 FSATC in a 100% in-person format. The venue shall support all conference activities and include, but are not limited to, the functional and logistic requirements listed below: • Primary Requirement o The contractor must have availability to host the FSATC during:  Conference Execution Period: December 1–3, 2026  Alternate dates: December 8–10, 2026 • Functional Requirements o Conference Venue and Space o AV, Information Technology (IT), and Connectivity o Accessibility and Security o Exhibitor and Demonstration Area o Registration and Attendance Support Areas o Restrooms and Janitorial Services • Logistics Support Services Requirements o Pre-Conference Coordination o On-Site Operations o Post-Conference Closeout -- 1 of 8 -- December 2026 Federal Student Aid Training Conference (FSATC) STATEMENT OF WORK Version.6.10.2026 ___________________________________________________________________________________ Page 2 of 8 • Lodging Requirements • Other General Requirements o Food and Beverage Services o Venue Parking and Transportation Coordination and Accommodations 3.0 Requirements This requirement is the key determinant for review and consideration of proposals and is non-negotiable. 3.1 Functional Requirements 3.1.1 Conference Venue and Space • General session space to accommodate full capacity of maximum expected attendees of 7,000. • A minimum of five (5) hard-wired, high-speed internet service connections in the General Session space. • Breakout space to support approximately seven (7)–10 concurrent sessions. At least three rooms should be capable of accommodating larger sessions (approximately 800–1,000 attendees), either individually or through combined/divisible room configurations. • Space for administrative offices and registration operations, with size and configuration to be proposed by the venue in coordination with FSA requirements. • Creative and alternative space planning solutions are encouraged, provided they effectively support event flow, attendee experience, and program objectives. • Provide wayfinding at all major intersections, escalators/elevators, registration paths, and session corridors; both printed and digital where available. • Space for coat & baggage check for conference attendees. 3.1.2 AV, IT, and Connectivity • Provide AV systems (projectors, screens, microphones, lighting) in all session rooms. • Ensure that all conference presentation spaces maintain an acoustic environment that supports clear, uninterrupted audibility for all attendees. To meet this requirement, the contractor shall: o Prevent intruding noise from external sources, including but not limited to adjacent meeting rooms or venues, hotel/convention‑center common areas, hallways, service corridors, traffic, construction, or mechanical equipment. o Conduct a pre‑event acoustic assessment of all rooms used for presentations to identify potential noise intrusions and implement mitigation strategies such as soundproofing measures, buffer zones, door management, signage, or relocation of noisy operations. o Ensure audio equipment quality, including microphones, speakers, and amplification systems sufficient for room size and layout, and verify functionality during setup and immediately before each session. o Provide active monitoring of noise levels throughout the event and take corrective action (e.g., engaging venue staff, adjusting room setup, or modifying schedules) to maintain a distraction‑free environment. -- 2 of 8 -- December 2026 Federal Student Aid Training Conference (FSATC) STATEMENT OF WORK Version.6.10.2026 ___________________________________________________________________________________ Page 3 of 8 o Respond promptly to reported noise issues, with on‑site staff empowered to implement immediate mitigation. • The contractor shall record all conference sessions in full using digital video recording equipment. Recordings must capture both audio and video of presenters, panelists, demonstrations, and any on‑screen content displayed during the session. All recordings must be delivered in MP4 format and organized by session title and date. The contractor shall provide FSA with the complete set of MP4 recordings within 48 hours of the conclusi…