B. [Task Description]{.underline}:

> To provide logistics and conference management for

1)  an NEI strategic planning meeting.

2)  Two NEI topical workshops.

> The contractor shall organize and provide logistical support for a
> two-day strategic meeting beginning in FY 08 to be held in spring of
> 2009 and two additional workshops later in 2009. The two-day planning
> meeting will include approximately 120 participants. For the workshops
> there could be a range of 20-50 participants for one day. Logistical
> support for all meetings should include the following:

1.  Developing a planning timeline, plotting all deadlines for the
    logistical planning of the meeting.

2.  Making arrangements for an appropriate conference facility with
    sufficient meeting space and hotel rooms. Provide information on
    nearby facilities or establishments for meals.

3.  Provide logistical support by providing pre-meeting information,
    pre-meeting registration, preparing nametags, updating the
    participant list, taking incoming telephone messages, provide light
    refreshments during meeting.

> 4\. As required below, provide invoices for various expenses,
> including Honoraria, per diem, travel, etc., for review and approval
> by the Task Leader so as to have an accurate record of the contract
> costs.
>
> 5\. Prepare, reproduce, and distribute by mail or email prior to the
> meeting date, and/or at the meeting all advance materials designated
> by the Task Leader, including itineraries, appropriate travel guide
> materials, and background materials, participant lists, etc.
>
> 6\. Provide a meeting facilitator to assist the task leader designee
> and sufficient staff to support meeting activities, including,
> registration, audiovisual projection, and other conference support
> deemed necessary.
>
> 7\. Provide necessary amplification systems, blackboards and chalk,
> pointers, projectors, screens, easels and boards, as specified.
> Provide meeting supplies, such as nametags, signage, nameplates, and
> other identifiers, note pads and pencils, etc.

8.  Provide scientific and copy editing and formatting services for the
    panel report and prepare the report in desktop publishing format. If
    requested, provide design and layout consultation services for
    printing of the final report, prepare the final report in camera
    ready copy, and arranging for printing of the final report from the
    camera ready copy. Provide conversion of the final document into
    HTML and PDF formats.

9.  Expense logs shall be kept, enabling the Task Leader to have an
    accurate record of contract costs.

10. Prepare monthly financial reports to show expenditures and balance
    of funds. Any items over or under budget shall be discussed with the
    Project Officer. Prepare and submit to the Project officer, within
    10 working days following the conclusion of the final meeting, a
    report listing: meeting title, date(s), place, a brief description
    of the substance of the meeting, a copy of the materials furnished
    to participants, and a list of participants. Accompanying this
    should be a detailed description of all services provided and
    problems experienced. Additionally, within 10 working days following
    printing or completion of the camera ready copy if contractor
    furnished printing is not required, prepare a final report of the
    preparation of the final document for printing, including scientific
    and editing costs by chapter, costs for formatting into desktop
    publishing format, design costs, costs for preparation of camera
    ready copy and/or final printing, and costs for conversion to HTML
    and PDF formats optimized for Microsoft Internet Explorer.

**Additional information/support required for the Strategic Planning
meeting:**

11. Arrange lodging and transportation for approximately
    **[80]{.underline}** participants in accordance with government
    travel regulations, and provide a \$200 honorarium per day for each
    of them in accordance with the appropriate government regulations.

12. Meeting facility will have a large room for plenary discussions and
    seven breakout rooms for 20 people each.

13. Approximately 15 NIH staff included in total of about 120 attendees.

**Additional support required for workshops:**

14. Arrange lodging and transportation for approximately
    **[20-30]{.underline}** participants in accordance with government
    travel regulations, and provide a \$200 per day honorarium for each
    of them in accordance with the appropriate government regulations.

15. About 15 NIH staff included in total of approx 50 attendees.

    C. [Task Leader]{.underline}:

Richard S. Fisher, PhD

> Acting Associate Director for Science Policy and Legislation

National Eye Institute

31 Center Drive MSC 2510

Bethesda, MD 20892-2510

D. [Deliverables]{.underline}:

> 1\. Work plan and schedule of the meeting.
>
> 2\. Logistical arrangements, i.e., audiovisual equipment, lodging and
> travel arrangements for designated participants.
>
> 3\. Provision and processing of honoraria, travel, lodging, and
> perdiem expenses where applicable.
>
> 4\. On-site logistics support, including registration, meeting
> management, audiovisual support.
>
> 5\. Preparation and assembly of pre-meeting and meeting materials,
> agendas, name badges, registration information, and other background
> materials.
>
> 6\. Copy editing of draft and final panel reports; layout, design, and
> publication (print and website) support.

7\. Monthly financial reports and a final report.