**Statement of Work**

**for**

**Meeting of the NCI's Integrative Cancer Biology Program**

**Nashville, TN**

**April 30 -- May 2, 2006**

**Background**

The Division of Cancer Biology, NCI has planned a 2.5 day workshop to be
held during the period of April 30 to May 2, 2006. The meeting will take
place in Nashville, TN at a hotel preferably located near the campus of
Vanderbilt University. We anticipate 15 invited speakers (domestic) and
105 meeting participants. The speakers will be reimbursed for their
hotel accommodations, air fare, per diem and ground transportation as
per Federal Travel Regulations (FTRs). The participants will pay for
their hotel and travel expenses (no reimbursements).

**STATEMENT OF WORK**

**PRE-MEETING:**

**[Hotel]{.underline}**

-   Arrange for a hotel meeting site in Nashville, TN. The preferred
    location for a hotel is one that is reasonably close to the
    Vanderbilt University campus. Negotiate sleeping and meeting room
    rates. Pay hotel deposits.

-   Make arrangements for approximately 80 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 120
    participants; seating should be a U-shaped table (for 40 attendees),
    perimeter seating (for 80 attendees) with a podium and projection
    screen facing the participants.

-   Arrange for 2 Breakout rooms, for one day's use, each for a 30-40
    person capacity.

-   Arrange for a room to accommodate a poster session for approximately
    25 posters and computerized demonstration stations (approximately
    12). The poster session will require 13 stand-alone, double-sided
    poster boards to be placed in the room; the demonstration sessions
    will require a table for each of the 12 stations.

-   Arrange and provide light refreshments during registration for 120
    attendees.

-   Arrange and provide an evening reception (heavy nibbles, cash bar)
    for 120 attendees.

-   Arrange and provide 2 continental breakfasts and 1 working lunch for
    120 attendees.

> Reduce speaker per diem as required.

-   Arrange and provide 1 morning and 2 afternoon breaks for 120
    attendees.

-   Coffee/tea/soft drinks to be available throughout the 2.5 days.

**[Symposium site]{.underline}**

-   Coordinate with the local hosts, Drs. Vito Quaranta and Lourdes
    Estrada, the selection of a suitable auditorium at Vanderbilt
    University to accommodate 150 attendees at a half day Symposium. If
    Vanderbilt University does not have an auditorium available, secure
    a ballroom at the meeting hotel to accommodate the Symposium.
    Arrange for theatre seating for 150 attendees with a podium,
    projection screen and table suitable for a panel discussion facing
    the audience.

-   If the Symposium is held on the Vanderbilt University campus, secure
    a caterer to provide a break/snack (coffee/tea/soft drinks/nibbles)
    for 150 attendees.

-   If the Symposium is held at the meeting hotel, arrange with the
    hotel to provide a break/snack (coffee/tea/soft drinks/nibbles) for
    150 attendees.

**[Logistics]{.underline}**

-   Solicit travel information from speakers.

-   Develop detailed travel itineraries for speakers.

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

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

-   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 microphones for every two participants seated at the
    U-shaped 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, overhead projector);
    provide flip charts with easels and markers in each of the 2
    Breakout rooms.

-   Provide an Internet connection in the general meeting room and
    multiple Internet connections in the poster/demonstration room.

-   Provide all necessary audio-visual (AV) equipment for the Symposium
    (LCD projector, laptop computer), if located at the meeting hotel.

-   Provide 2 stand-alone microphones for easy audience accessibility
    for the Symposium, if located at the meeting hotel.

-   Determine and pay costs for a knowledgeable audio-visual (AV)
    technician to be available during the 2.5 day meeting to set up and
    run PowerPoint presentations using an LCD projector and laptop (PC-
    and MAC-compatible) computer system.

-   Provide approximately 13 stand-alone, double-sided poster boards to
    be used during the 2.5 day meeting; provide push pins to secure the
    posters.

-   Determine and pay costs for appropriate support services during the
    2.5 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 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.

-   Provide meeting materials packets or information (via e-mail and/or
    mail) to those meeting participants who requested it but were unable
    to attend the meeting.

**[Deliverables]{.underline}**

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

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

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

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