SAM #FA521526Q0046

Comprehensive Conference Services for AFDW PACOM FY26 Forum

This opportunity is for the Department of the Air Force, Air Force District of Washington (AFDW), Military Personnel Exchange Program (MPEP), ODE Indo-Pacific, seeking a contractor to deliver comprehensive operational, logistical, and technical services for the FY26 PACOM Forum Conference in Sydney, Australia. - Government Buyer: - Department of the Air Force, Air Force District of Washington (AFDW), Military Personnel Exchange Program (MPEP), ODE Indo-Pacific - OEMs and Vendors: - No specific OEMs or vendors are named in the solicitation or attachments - Products/Services Requested: - Project management and pre-event planning - Venue and logistics coordination, including meeting space rental and catering management for 70-100 participants - Audiovisual and IT support, including live session broadcasting and on-site technical personnel - Registration and badge services, including database and online portal management - On-site desk operations and attendee support - Safety and security coordination with licensed personnel and emergency protocols - Post-event administration, including reporting and bill reconciliation - Conference package covering catering minimums and meeting space rental - Initial advance payment and final payment structure for event costs - Unique/Notable Requirements: - Services must comply with JTR 0302 and AFI 16-107 - Key personnel required: Project Manager and Lead Audiovisual Technician - Event supports bilateral and multilateral military exchange discussions across the Indo-Pacific - All services must be performed before, during, and after the event, including post-event reporting and reconciliation

Description

The Contractor shall provide comprehensive operational, logistical, and technical services for the FY26 Conference (Air Force District of Washington, Military Personnel Exchange Program, ODE Indo-Pacific) AFDW, MPEP/ODE INDOPACIFIC, 21-23 September 2026.

Services include project management; setup/transition/teardown of designated conference spaces (large event space for 69 personnel, Boardroom for Office/Secretariat, and break out rooms with working-lunch configurations); AV/IT systems; registration and badges; on-site desk operations; catering management to meet required food-and-beverage minimums while aligning service times and preventing surcharges; security coordination; and post-event reporting and bill reconciliation, in accordance with JTR 0302 and AFI 16-107.

The conference dates are 21-23 September 2026.  Therefore, this solicitation is posted with a quick response due date suspense. 

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