Library of Congress National Book Festival - Event Management IDIQ

Solicitation 030ADV26R0033 - Attachment J-3 1 2027 NBF Event Management Planning Task Order SOW C. SECTION C STATEMENT OF WORK C.1 BACKGROUND The Library of Congress’s (“Library”) 2027 National Book Festival (“NBF”) is anticipated to be held on August 21, 2027 at the Walter E. Washington Convention Center in Washington, DC. Virtual elements will be incorporated to reach a local, regional, national and international audience. The NBF will highlight approximately 140 presenters, on approximately 10 stages, in approximately 85 programs. More information on the Library of Congress National Book Festival can be found at the Library of Congress National Book Festival website, www.loc.gov/bookfest. C.2 SCOPE The Contractor shall provide planning and coordination services for the Library’s 2027 National Book Festival. C.3 REQUIREMENTS C.3.1 Hybrid Festival Planning (IDIQ SOW: C.3.1.3) Contractor shall provide the following planning services: a) Assess and recommend best practices for hybrid components of the NBF. b) Recommend high-level concepts for livestreaming; c) Recommend high-level concept layout designs, diagrams, and maps for the physical event space based on the draft high-level layout in Attachment J-8; d) Assess initial space needs, and monitor needs on an ongoing basis, to successfully execute the event; e) Provide plans for: i. Audiovisual services; ii. Videography and livestreaming; iii. Signage materials; iv. Stage, furniture, and other site-appropriate furnishings; v. Coordination of electrical services; vi. Internet bandwidth; and vii. Expo hall and exhibitors. f) As requested by the Contracting Officer’s Representative (COR), obtain price quotes from venue-specific required-use subcontractors. C.3.2 Consultative Services (SOW IDIQ: C.3.1.4.2) C.3.2.1 Contractor shall produce a report which provides strategic counsel and planning recommendations to the COR that achieve cost savings, enhance the festival experience for attendees, and include other outcomes identified by the contractor during the planning process. The due date for the report is specified in the delivery schedule in Section F (Deliverables Schedule) and may be submitted in a common format. C.3.2.2 Throughout the planning process, the Contractor shall provide consultative services to the Library on: a) Festival attendee needs; b) Health and Safety; and c) Library staff-related logistics. The Contractor shall respond to written queries from the COR and attend meetings as requested by the COR. -- 1 of 4 -- Solicitation 030ADV26R0033 - Attachment J-3 2 C.3.3 Meeting Attendance and Overall Coordination (SOW IDIQ: C.4.1) Contractor shall: a) Participate in a virtual kick-off meeting as stated in Section F (Deliverables Schedule). All Contractor’s key personnel shall attend. b) As requested by the COR, schedule and/or participate in project meetings with the Library Team (staff and contractors). Meetings are anticipated to be at least monthly during the period of performance, with meetings becoming weekly the 12 weeks leading up to the event, and more often as deemed necessary by the Contractor or the Library. C.3.4 Written Status Update Reports (IDIQ SOW: C.4.2.1) Contractor shall provide written status update reports. Written status reports are anticipated to be at least monthly during the period of performance, with submissions becoming weekly the 12 weeks leading up to the event, and more often as deemed necessary by the Contractor or the Library. Reports may be submitted via email to the COR in a common format. C.3.5 Key Personnel (IDIQ SOW: C.5) The Contractor shall provide the following Key Personnel: A Project Executive and a Project Manager, who shall be responsible for the performance of the work, an Event Executive, Live Producer and Virtual Producer. The Project Executive and Project Manager must be available via telephone or virtual meeting software during Library of Congress business hours, Monday through Friday from 8:30 AM – 5:00 PM Eastern Standard Time during the period of performance, and on-site at the Washington Convention Center from Tuesday, August 17, 2027, through Sunday, August 22, 2027. The qualifications for the Project Executive and Project Manager are as described in the IDIQ contract. The qualifications for the Event Executive, Live Producer and Virtual Producer are as described below: C.3.5.1 Event Executive 1. More than 5 years of experience serving as an event executive; 2. Experience managing budgets in excess of $1,000,000 for event operations; and 3. Experience planning, operating and executing events for large cultural, educational, governmental or non- profit organization of similar size and scope of the National Book Festival. C.3.5.2 Live Producer 1. More than 5 years of experience serving as a producer for live events; 2. Experience planning, operating and executing events for large cultural, educational, governmental or non- profit organization of similar size and scope of the National Book Festival. C.3.5.3 Virtual Producer 1. More than 5 years of experience serving as a producer for virtual events; 2. Experience planning, operating and executing events for large cultural, educational, governmental or non- profit organization of similar size and scope of the National Book Festival. C.3.6 Exhibitor Recruitment Utilizing materials provide by the Library of Congress Development Office and approved during the period of performance, the Contractor shall have the ability to disseminate exhibitor recruitment materials to parties interested in the 2027 NBF or future Festivals, and provide contact information for any individuals that contact the Contractor to the NBF Development Manager. The NBF Development manager will be identified by the COR SECTION F - DELIVERIES OR PERFORMANCE -- 2 of 4 -- Solicitation 030ADV26R0033 - Attachment J-3 3 F.1 SECTION F DELIVERABLE SCHEDULE Deliverables, deadlines and milestones are specified in the table below. All reports and deliverables shall be …