Pre-Deployment Yellow Ribbon - 20 March 2026

Statement of Work (SOW)

To provide venue space and ancillary support for a one-day Pre-Deployment Yellow Ribbon Event on March 20, 2026, for approximately 288 attendees (271 adults, 17 children).

• Event Date & Time: March 20, 2026, 0800 to 1400 hours. Contractor access for setup required from 0600 hours.

• Venue Location: Within the state of Rhode Island, or within a 20-minute drive of Providence, RI (under normal traffic conditions).

• Parking: Required for 175 vehicles; cost to be included in the contract.

• Registration Area: Four tables for check-in (0800-1000), located near the main entrance, with trash receptacles.

• Main Room: Seating for 271 participants, tables/chairs/linens for refreshments and buffet lunch, one podium with microphone and sound system.

• Breakout Rooms: Two rooms, each accommodating 75 participants. Each room requires a check-in table, chairs for 75, and an easel.

• Childcare Rooms: Two rooms accommodating a total of 17 children. Each room requires a sink, running water, six portable cribs (Room 1), tables/chairs for activities (Room 2), and audio/visual capabilities.

• Resource Vendor Area: Forty tables with two chairs each, trash receptacles, and a minimum of five easels for signage and wayfinding.

• Main Room: One wireless microphone, one podium with microphone/sound, two projector screens, two LCD projectors.

• Breakout Rooms: One LCD projector and screen per room, one podium with microphone/presentation capability, house sound system.

• Childcare Rooms: One projector, DVD player, projector screen, and audio support per room. Standard HDMI connectivity required.

• Beverages: Water-filled pitchers and drinking glasses provided and replenished in all rooms.

• Adult Lunch: Buffet-style for 271 adults, including a 6 oz. protein entrée, two vegetables, one starch/bread/potato, one fruit/dessert, and drinks (coffee plus one other).

• Children's Meals: For 17 children, including chicken fingers, pizza, french fries, and milk/juice/lemonade.

• Special Dietary: One individually plated gluten-free meal required.

• Beverage Station: Coffee, decaf, and hot tea available 0800-1400.

• Lunch Service: 1100-1200 hours.

• Reserve two guest rooms for the night of March 19, 2026, at a rate not exceeding the GSA per diem.

• The contractor is not responsible for childcare supervision; the Yellow Ribbon Reintegration Program will provide staffing.

Statement of Work (SOW)

To procure venue space and ancillary support services for a one-day Pre-Deployment Yellow Ribbon Event for the Rhode Island Army National Guard on March 20, 2026. The event will support 299 attendees (285 adults, 14 children) and include a general session, breakout workshops, and information booths.

Event Details:

• Date: March 20, 2026
• Time: 0800 - 1400 hours (setup access from 0600 hours)
• Attendees: 299 (285 adults, 14 children)

Location Requirements:

• Venue must be within Rhode Island or a 20-minute drive of Providence, RI.
• Parking for 175 vehicles is required; costs must be included in the contract, and attendees will not be charged.

Facility and Space Requirements:

• Registration Area: Four tables for check-in (0800-1000), near the main entrance, with trash receptacles.
• Main Room: Seating for 285 participants, with tables, chairs, linens for refreshments and lunch, one podium with microphone, and a house sound system.
• Breakout Rooms: Two rooms, each accommodating 75 participants, with check-in table, chairs, and an easel per room.
• Childcare Rooms: Two rooms accommodating a total of 14 children, including sink, running water, five portable cribs in one room, and tables/chairs for activities in the other. Audio/visual capabilities as outlined.
• Resource Vendor Area: Forty tables with two chairs each, trash receptacles, and a minimum of five easels, plus an additional eight easels for signage/wayfinding.

Audio/Visual Requirements:

• Main Room: One wireless microphone, one podium with microphone and sound, two projector screens, and two LCD projectors.
• Breakout Rooms: One LCD projector and screen per room, one podium with microphone, and house sound system.
• Childcare Rooms: One projector, DVD player, screen, and audio support per room.
• All A/V equipment must support standard HDMI connectivity for laptop presentations.

Refreshments and Meals:

• Beverages: Water-filled pitchers and drinking glasses, replenished throughout the event.
• Adult Lunch: Buffet-style for 285 adults, including a protein entrée (6 oz.), two vegetables, one starch/bread/potato, and one fruit/dessert. Drinks include coffee plus two other choices. Sample meal items provided. Special dietary meals (up to 15) must be accommodated.
• Children's Meals: For 14 children, including chicken fingers, pizza, fries, and milk/juice.
• Meal Schedule: Beverage station available 0800-1400. Lunch service from 1100-1200.

Lodging:

• Five guest rooms to be reserved for the night of March 19, 2026, at a rate not exceeding GSA per diem.

Special Notes:

• Childcare supervision will be provided by the Yellow Ribbon Reintegration Program, not the contractor.