Post-Demobilization Yellow Ribbon Reintegration Event, Jan 2027

STATEMENT OF WORK Post-Demobilization Yellow Ribbon Reintegration Event 121st Field Artillery Regiment and 108th Forward Support Company Requiring Activity: Wisconsin Army National Guard (WIARNG), G-3 Yellow Ribbon Reintegration Program (YRRP) Period of Peformance: 9–10 January 2027 Event Dates: 9–10 January 2027 Event Location: Wisconsin Dells, Wisconsin area 1. PURPOSE The Wisconsin Army National Guard Yellow Ribbon Reintegration Program requires a contractor to provide lodging, conference and meeting space, audio-visual (A/V) support, high-density wireless internet, and on-site event coordination for a post-demobilization Yellow Ribbon Reintegration Event supporting the 121st Field Artillery Regiment and 108th Forward Support Company. 2. EVENT SUMMARY Requirement Description Event attendance Approximately 500 Service Members, families, support staff, and resource exhibitors Childcare attendance Up to 40 children: approximately 20 infants/toddlers and 20 youth Lodging 205 clean, secure, double-occupancy rooms; 410 beds total, complimentary on-site parking for at least 250 personal vehicles. Lodging date Saturday, 9 January 2027 Setup access Beginning no later than 1600, Friday, 8 January 2027 Day 1 event Saturday, 9 January 2027 Day 2 event Sunday, 10 January 2027 Location Wisconsin Dells area with accessible transit routes Parking Complimentary on-site parking for at least 250 personal vehicles -- 1 of 6 -- The contractor shall provide WIARNG staff and resource providers with unrestricted access to all contracted meeting, registration, and childcare areas during the setup period. Vendor provides an on-site event coordinator with authority to resolve facility, A/V, and catering issues throughout setup and event operations. 4. MEETING SPACE, SETUP, AND A/V REQUIREMENTS 4.1 Day 1 — Saturday, 9 January 2027 Space Qty Hours Setup and Furniture A/V and Connectivity General Session Room 1 Registration: 1200 Session: 1300–1800 Cabaret-style seating for 500; skirted round tables arranged in crescents of eight Two 12–16 ft. projection screens with high-lumen dual projection; professional sound system; two wireless lavalier microphones; two handheld wireless microphones; one backup A/V utility cart; high- speed Wi-Fi supporting 500+ simultaneous users Resource and Jobs Fair Room 1 1200–1800 (20) 6–8 ft. skirted rectangular tables along room perimeter; two to three chairs per table; continuous water stations One electrical drop for every three tables; minimum of 10 electrical drops total Registration Foyer 1 1200–1800 (4) 6–8 ft. skirted tables; two chairs behind each table Electrical outlets for computers and printer; high- speed Wi-Fi or a prebuilt registration booth Confidential Privacy Room 1 1200–1800 Small meeting room/boardroom or sleeping room near General Session Room; one or two round tables; four to five seats No A/V required Child and Youth Activity Room 1 1200–1800 Minimum 1,500 square feet of open space; 5 tables; 20 youth-sized chairs Refrigerator; microwave; one TV/display with DVD player or streaming/HDMI capability Infant/Nanny Room 1 1200–1800 Minimum 1,500 square feet of open space; 5 tables; 20 youth-sized chairs. Room for 5-10 Pack and Plays Refrigerator; microwave; one TV/display with DVD player or streaming/HDMI capability -- 2 of 6 -- 4.2 Day 2 — Sunday, 10 January 2027 Space Qty. Hours Setup and Furniture A/V and Connectivity Breakout Rooms 6 0800–1300 Cabaret-style seating for 100 personnel per room One 12–16 ft. projection screen with high-lumen projection per room; professional sound system; two wireless lavalier microphones and two handheld wireless microphones per room; one backup A/V utility cart; high-density network capability supporting web- based polling tools Registration Foyer 1 0730–1300 Immediately outside primary meeting space; four 6–8 ft. skirted tables; two chairs behind each table Electrical outlets for computers and printer; high-speed Wi-Fi or a prebuilt registration booth Child and Youth Activity Room 1 0730–1300 Minimum 1,500 square feet of open space; 5 tables; 20 youth-sized chairs Refrigerator; microwave; one TV/display with DVD player or streaming/HDMI capability Infant/Nanny Room 1 0730–1300 Minimum 1,500 square feet of open space; 5 tables; 20 youth-sized chairs. Room for 5 -10 Pack and Plays Refrigerator; microwave; one TV/display with DVD player or streaming/HDMI capability The original requirement specifies six Day 2 breakout rooms, each seating 100 personnel, with separate A/V systems and support for interactive web-based polling; it also specifies high-capacity Wi-Fi for more than 500 simultaneous connections in conference spaces. -- 3 of 6 -- 5. CATERING AND BEVERAGE REQUIREMENTS 5.1 Day 1 — Saturday, 9 January 2027 Service Time Requirement Water service Continuous Maintain water stations at the rear of the event area Snacks 1300 and 1500 Light refreshments/snacks; provide one station for adults and one station for childcare areas Beverage service 1300–1600 Provide at least two geographically separated beverage stations: one in the General Session area and one near the childcare rooms Beverage content Continuous during service Regular and decaffeinated coffee; hot water; herbal and black tea; iced tea; lemonade; assorted sodas; sweeteners; creamers; stirrers; cups; and lids Restocking Hourly Replenish beverage supplies and condiments at least hourly 5.2 Day 2 — Sunday, 10 January 2027 Service Time Requirement Water service Continuous Maintain water stations at the rear of the event area Snacks 0900 and 1100 Light refreshments/snacks; provide one station for adults and one station for childcare areas Beverage service 0800–1200 Provide at least two geographically separated beverage stations: one in the General Session area and one near the childcare rooms Beverage content Continuous during service Regular and decaffeinated coffee; hot water; herbal and black tea; iced tea; lemonade; assorted sodas; s…