**Statement of Work**

**for**

**National Cancer Institute**

**6th Annual Division of Cancer Biology**

**New Grantee Workshop**

**September, 2006**

**Background**

The Division of Cancer Biology, NCI has planned a 2 day workshop to be
held during the month of September, 2006. The meeting will take place in
the Washington, DC area at a hotel preferably located in Rockville or
Bethesda, Maryland. We anticipate 100 invited attendees and speakers and
130 meeting participants. The attendees and speakers will be reimbursed
for their hotel accommodations, air fare, per diem and ground
transportation as per Federal Travel Regulations (FTRs).

**STATEMENT OF WORK**

**PRE-MEETING:**

**[Hotel]{.underline}**

-   Arrange for a hotel meeting site in the Washington, DC area. The
    preferred location for a hotel is one that is located in Rockville,
    Maryland Negotiate sleeping and meeting room rates. Pay hotel
    deposits.

-   Make arrangements for approximately 100 sleeping rooms for travelers
    for 2 nights, or up to 3 nights for 1 foreign traveler.

-   Arrange for a large meeting room sufficient to accommodate 130
    participants; seating should be classroom style (for 120 attendees),
    perimeter seating (for 10 attendees) with a podium and projection
    screen facing the participants. A table at the front of the room for
    at least 5 speakers.

-   Arrange and provide 2 continental breakfasts and 2 lunches for 130
    attendees.

> Reduce speaker per diem as required.

-   Arrange and provide an evening reception w/dinner on the first day
    of the meeting for 120 attendees.

-   Arrange and provide 2 morning and 2 afternoon breaks for 130
    attendees.

-   Coffee and tea to be available throughout the 2 days.

**[Logistics]{.underline}**

-   Solicit travel information from 100-130 invited attendees and
    speakers (local and out-of-town), including international.

-   Develop detailed travel itineraries for attendees and speakers.

-   Provide speakers with prepaid tickets, e-tickets, by courier or
    postal services, in advance of travel, if possible.

-   Reimburse attendees/speakers for hotel, per diem, ground
    transportation and other obligations as permitted under Government
    FTR policies.

-   Handle honoraria for speakers, approximately 4 speakers @ \$1,500
    each.

-   Provide support services, and other funding to cover per diem, and
    honoraria for invited speakers.

-   Make direct contact with speakers to ensure that they understand all
    travel arrangements and the extent of reimbursement.

-   Make direct contact with hotel regarding attendee reservations.

-   Provide easy access to registration (e.g., online website, email or
    fax); registration should be available at least six weeks prior to
    the meeting.

-   Coordinate all pre-meeting mailings (email and/or postal service)
    and provide logistical and informational support for the meeting
    participants.

-   Prepare pre-meeting and meeting packages for participants, to
    include an agenda, participant list, and other materials as defined
    by NCI/NIH staff; send to participants (email and/or postal service)
    and provide during the meeting (see below)

-   Mail meeting notices and updates to participants (both email and/or
    postal service)

-   Prepare name tags, name tents and meeting folders including agenda,
    participant list, and other duplicated materials as defined by
    NCI/NIH staff -- to be prepared two weeks prior to meeting.

-   Prepare any necessary paperwork related to the meeting as stipulated
    by NCI/NIH staff.

-   

**MEETING:**

-   Provide 2 microphones for the front table.

-   Provide a lavaliere microphone for podium presentations.

-   Provide 3-4 stand-alone microphones for participants seated in the
    perimeter areas.

-   Provide all necessary audio-visual (AV) equipment for the large
    meeting room (LCD projector, laptop computer).

-   Determine and pay costs for a knowledgeable audio-visual (AV)
    technician to be available during the 2 day meeting to set up and
    run PowerPoint presentations using an LCD projector and laptop (PC-
    and MAC-compatible) computer system.

-   Determine and pay costs for appropriate support services during the
    2 day meeting, including **1** person at the registration desk to
    assist participants and register attendees.

**POST-MEETING:**

-   Reimburse speakers for ground transportation and other
    travel-related expenses as permitted under Government FTRs and
    Government policies.

-   Provide post-meeting services to include contacting all attendees
    and speakers to ensure that all travel and per diem costs have been
    submitted and reimbursed; these services should extend for 3 months
    after the conclusion of the meeting.

**[Deliverables]{.underline}**

1.  Logistical information that is prepared and mailed/emailed to the
    participants.

2.  Participant name tags, name tents, meeting folders, etc., to be
    prepared 2 weeks prior to the meeting.

3.  Participant packages, final participant list, agenda, etc., to be
    prepared 1 week prior to the meeting.

4.  Professional Service Contract (PSC) equivalents to be provided to
    the participants at the end of the meeting.