Comprehensive Event Management Planningview on SAM.gov

This is not a solicitation or request for proposal announcement. This request for information (RFI)/Sources Sought is for market research only and to assist the Office of the Nonproliferation and Disarmament Fund in determining technical capabilities of interested parties for acquiring a comprehensive event management planning services in support of NDF's projects (domestic or international) ranging from small workshops to large-scale conferences with up to 5,100 attendees, deliverable in-person, virtual, or hybrid formats. Key Capability Areas: Task 1 – Project Management and Strategic Oversight • Contract kickoff and coordination within 14 days of award • Ongoing project management and oversight • Bi-weekly teleconferences with Government personnel • Limited-scope research and analysis • Quarterly narrative and financial reports • Ad hoc in-person meetings at DOS headquarters Task 2 – Domestic Event Management Services Phase I: Planning and Registration • Registration management for up to 5,100 participants • Automated confirmation systems and digital access links • Materials development meeting Section 508 accessibility standards • Government branding compliance Phase II: Multi-modal Logistics • Venue/platform selection for in-person, virtual, or hybrid formats • Secure, licensed platforms (e.g., Zoom, Teams, Webex) with breakout rooms and simultaneous interpretation capability • High-definition cameras and microphones for streaming • Translation services • IT support • Catering and hospitality coordination Phase III: On-Site or Digital Execution • Dedicated staffing (2-3 staff for on-site OR 2 technical moderators for virtual) • Section 508/ADA compliance for all content • Security and access control protocols • Cyber-security protocols for virtual platforms Task 3 – International Event Management and Training Delivery The contractor must provide comprehensive international event management including: • Outreach and engagement with foreign government officials and technical experts • Venue identification and procurement • Travel arrangements for participants and staff • Lodging coordination and booking • Visa processing and issuance support • Travel and per diem for course participants • IT support and technical infrastructure • Event catering • Interpretation and translation costs • Training module delivery via workshops, consultancies, online learning, webinars, and study tours Task 4 – Curriculum and Materials Development • Creation of training curricula and tabletop exercises • Interactive learning materials • Traditional classroom-based training • Virtual/online learning modules • Hybrid learning experiences • Study tours and consultants • Professional translation of materials into foreign languages • All materials must be Government intellectual property Performance Standards: Contractors must be capable of meeting the following standards: Platform Stability: 99.9% platform stability for…