Office of the U.S. Global AIDS Coordinator

**Task Order Request (TOR)**

**[Task Name]{.underline}:** Provide logistical support to S/GAC in
planning and implementing the 2007 President's Emergency Plan for AIDS
Relief (PEPFAR) Annual Meeting and the 2007 HIV/AIDS Implementers'
Meeting (approximately 1,500 attendees total) to be held in Africa in
May/June 2007.

**[Proposed Contractor]{.underline}:**

**[Project Officer]{.underline}:** William Dilday, S/GAC Executive
Director, (202) 663-2571

**[Task Objectives/Requirements]{.underline}:**

Please see the attached SOW for task objectives and requirements

**[Deliverables]{.underline}:**

Please see attached SOW for full list of deliverables

-   Project plan/timeline

-   Weekly status reports (progress, budget, etc)

-   Conference center contract

-   Hotel contracts

-   Secure other vendors as needed

-   Design and develop meeting website

-   Design registration and abstract submission forms

-   Facilitation of online abstract review process

-   Provide on-site coordination and logistical support

-   Prepare post conference summary

-   Develop post conference website

**[Time and Period of Performance]{.underline}:** October 30, 2006 --
September 30, 2007.

# Acceptance Criteria:

1.  Past Performance

2.  Corporate Experience

3.  Price

**[Cost Estimate]{.underline}:**

A contract with a minimum of \$1,000,000 and a maximum of \$1,500,000.

**[STATEMENT OF WORK]{.underline}**

**The PEPFAR Annual Meeting and the 2007 HIV/AIDS Implementers'
Meetings**

**[Background]{.underline}:**

On May 27, 2003, The President signed Public Law 108-25, [The US
Leadership Against HIV/AIDS, Tuberculosis and Malaria Act of
2003]{.underline}.  While providing \$15 billion over five years to
fight HIV/AIDS abroad, Section 101 of this legislation also imposed a
requirement for the Administration to develop The President's Emergency
Plan for AIDS Relief.  As a result, the Office of the US Global AIDS
Coordinator (S/GAC or OGAC) was established in the Department of State
to lead an integrated US Government (USG) global HIV/AIDS effort; to
provide a rallying point for private sector, Faith-Based Organization
and Non-Government Organization (NGO) efforts; and to ensure that
policies are harmonious, programs synergistic and operations efficient
and effective.  The Emergency Plan operates in over 100 nations
worldwide, including a special focus on 15 countries -- the African
nations of Botswana, Cote d'Ivoire, Ethiopia, Kenya, Mozambique,
Namibia, Nigeria, Rwanda, South Africa, Tanzania, Uganda and Zambia; the
Caribbean nations of Guyana and Haiti; and Viet Nam -- in its efforts to
combat HIV/AIDS and to promote an integrated prevention, treatment and
care program.  In the Emergency Plan's focus countries, the USG will
support treatment of 2 million HIV-infected people; prevent 7 million
new HIV infections; and support care for 10 million people infected and
affected by HIV/AIDS, including orphans and vulnerable children.  The US
Global AIDS Coordinator reports directly to the Secretary of State and
oversees and directs all USG international HIV/AIDS activities in all
departments and all agencies of the Federal Government.  S/GAC through
proactive liaising also coordinates with non-USG stakeholders --
host-country governments and multi-lateral institutions such as the
World Bank, World Health Organization, Joint United Nations Program on
HIV/AIDS (UNAIDS), etc. -- in order to develop a coordinated global
effort to fight the global HIV/AIDS pandemic.

**[Introduction]{.underline}:**

The 2007 President's Emergency Plan for AIDS Relief Annual Meeting and
the 2007 HIV/IADS Implementers' Meeting are critical for the
implementation of the President's Emergency Plan for AIDS Relief
(PEPFAR) because the PEPFAR meeting serves as the core meeting time for
PEPFAR teams in the field to interact with each other and the staff in
US-based offices.  The HIV/AIDS Implementers' meeting is the only
conference that brings together HIV/AIDS implementers to widely
disseminate in real time lessons learned during the implementation of
multi-sectoral HIV/AIDS programs with an emphasis on:

a.  Scale-up of prevention, treatment, and care programs,

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a.  Building local capacity,

b.  Quality, and

c.  Coordination among partners.

The Implementers' meeting is also essential in catalyzing an open
dialogue about future directions of HIV/AIDS programs with a strong
emphasis on implementation.  It also gives participants and presenters
the opportunity to directly impact HIV/AIDS program implementation in
the upcoming year through the diffusion of best practices.

**[Objectives]{.underline}:**

The contract objectives are to provide S/GAC with conference
facilitation in planning and implementing both meetings (1,500
participants, six days total -- Sunday to Friday) to be held in Africa
in May/June 2007 while liaising with S/GAC throughout the decision
making and conference implementation process.

**[Requirements and Responsibilities -- Summary]{.underline}:**

The contractor will be responsible for an array of roles in planning for
the meetings -- please see below for the full list of requirements.  In
addition to the below items, the contractor must show experience with
USG sponsored conferences, conferences of a similar size (1,500
attendees), conferences that are scientifically driven (including
electronic abstract collection and review), and conferences held in
developing country settings.  The contractor must also have headquarter
locations in the Washington, DC metro area.

**[Time and Period of Performance]{.underline}:** October 30, 2006 --
September 30, 2007.

**[Specific Requirements]{.underline}:**

The contractor shall furnish all necessary personnel, materials,
services, facilities and otherwise do all things necessary for or
incident to the work described below.

Following are expectations of the contractor:

> **A. Project Management Team**
>
> The contractor will provide an organization chart and a staffing plan
> highlighting the background and key responsibilities of staff
> supporting the project. This plan will include, the Officer in Charge,
> Project Director and project managers and assistants, meeting
> planners, travel coordinator accounting staff and editors.
>
> The contractor will provide evidence of the availability,
> qualifications, and demonstrated experience of key management
> personnel, including the Project Director, Project Manager and Lead
> Meeting Planner. The contractor will also provide evidence of the
> Project Director's expertise in managing projects with similar
> requirements.

B.  **Planning Group and Communication**

> The contractor will participate in a kick-off meeting and planning
> team meetings. The frequency of the meetings will be determined by the
> Project Officer (PO); however, the contractor should anticipate
> weekly, bi-weekly or monthly meetings with the Project Officer and
> other key project staff.

C.  **Deliverable Schedule and Timeline**

> The contractor will prepare a deliverable schedule and outline a
> timeline based on the statement of work.

D.  **Reporting Requirements**

> A monthly progress report is required for all tasks. This report
> should include a description of the work performed during the month
> and any outstanding issues and/or challenges.

E.  **Web site Development and Management**

> The contractor will develop a meeting Web site with guidance from the
> Project Officer. The Web site will serve as a comprehensive one-stop
> shop for information to potential meeting participants. All
> communication must be clear and concise. Meeting participants will
> access the Web site to learn the objectives of the meeting, submit
> abstracts, register for the meeting, access information about
> conference hotels and make hotel arrangements, as well as obtain
> general information about the meeting location. The contractor will
> serve as Web master and perform on-going site maintenance necessary to
> eliminate or minimize downtime.

F.  **Web Based Tools**

> The contract will provide Web-based reporting tools for the PO to
> monitor meeting progress (e.g., abstract monitoring, registration
> reporting, application monitoring, etc.).

G.  **Site Search, Recommendations and Negotiations**

> The contractor will perform a site search in a region of Africa
> specified by the Project Officer. The search will take into
> consideration the number of participants and meeting space
> requirements as specified by the Project Officer (see attachment I).
> The contractor will prepare a chart of site search recommendations for
> review by the PO.
>
> Upon receiving approval from the Project Officer, the contractor will
> conduct negotiations with the selected meeting site. The contractor
> will outline a plan and discuss efforts to eliminate or minimize
> attrition and penalties to S/GAC.

H.  **Housing**

> The contractor will perform a site search in an effort to secure
> adequate and appropriate housing for meeting participants. The search
> will take into consideration the length of the meeting and the number
> of participants (see attachment I). The contractor will prepare a
> chart of housing recommendations for review by the PO. Information on
> the available housing will be posted on the meeting Web site.
>
> Upon receiving approval from the Project Officer, the contractor will
> conduct negotiations to secure adequate housing for meeting
> participants. The contractor will develop a plan to allow participants
> to confirm housing arrangements and eliminate or minimize attrition
> and penalties to S/GAC.

I.  **Letters and Correspondence**

> The contractor will draft, finalize and disseminate meeting related
> letters and correspondence with guidance and approval from S/GAC.
> These will include but are not limited to invitation letters, speaker
> letters, confirmation letters, and abstract notifications.

J.  **Meeting Registration**

> Meeting participants will be expected to register online. Contractor
> will draft a meeting registration form with guidance from the PO.
> Participants will be allowed to register in pre-determined categories,
> e.g., USG, Non-USG, etc. The registration form should take into
> consideration that potential participants will also be allowed to
> register for a 2-day USG meeting, a 4-day Implementers' Meeting or
> both. The contractor will facilitate the process for participants who
> encounter problems or have difficulty with online registration.

K.  **Application Process**

> Applications for the open registration process will be made available
> online for a limited period of time.  The contractor will draft an
> application form with guidance from the PO.  Once applications are
> submitted they will need to be disseminated to the appropriate
> approval board with an online acceptance or rejection function. 
> Applicants who are rejected and accepted should be notified by
> automatic E-mail. Accepted applicants should be registered in an
> efficient manner.

L.  **Registrar Training**

> The Project Officer will identify persons (Registrars) who will assist
> with in-country registrations. The contractor shall develop a training
> module that will allow Registrars to understand how to navigate the
> meeting Web site; assist in-country delegates with the registration
> process; and manage and monitor registration numbers for in-country
> delegates. The training should be a Web-based training accompanied by
> a teleconference. The contractor should anticipate that the training
> will be delivered to up to 30 in-country Registrars.

M.  **Abstracts and Abstract Management**

> The contractor will provide online based abstract submission form(s). 
> They will also manage the online abstract review process including:
> disseminating abstracts to the appropriate reviewers (provided by
> S/GAC), collecting online their feedback and ratings and tabulate
> scores and report back to PO on ranking of abstracts and comments.

N.  **Management and Support of VIPs**

> The contractor will be expected to work with high level officials
> including but not limited to US Ambassadors, foreign government
> officials and other high level speakers. The contractor will provide
> support to identified VIPs. Support will include confirming that
> identified VIPs have registered and made hotel arrangements for the
> meeting, as well as forward any other pertinent documentation to the
> VIPs. The contractor will also provide onsite assistance identified
> VIPs.

O.  **Speaker Management**

> The contractor will provide support to speakers identified by the
> Project Officer. Support for speakers will include travel, lodging and
> reimbursement of approved expenses for identified speakers from the
> African region. In addition, limited support (e.g. disseminating
> confirmation letters, collecting contact information, presentations
> and biographies and on-site registration support and management) will
> be provided to oral and poster presenters and moderators. The
> contractor will prepare a Speaker Tracking Sheet to be submitted
> monthly, bi-monthly and weekly as the meeting date approaches. The
> tracking sheet should include contact information, correspondence log,
> confirmation dates, speaking times, travel, lodging and reimbursement
> information with supporting backup documentation.

P.  **Posters and Oral Presentations**

> The contractor will be responsible for managing the logistics for the
> poster session including but not limited to notifying poster
> presenters of acceptance, securing poster boards (approximately 100
> posters daily) and adequate space for poster session and providing
> appropriate instructions to poster presenters.
>
> The contractor will also be responsible for formatting the meeting
> agenda with the appropriate presenters and presentations times. They
> will organize logistics for presentations and provide speaker support
> during sessions. The contractor will also seek speakers' permission
> prior to the meeting and collect an electronic copy of final
> presentations for each presenter. Presentations will be posted to the
> post-conference Web site (see speaker management for additional
> required support to the poster and oral presenters).

Q.  **Cyber Café and Resource Market Place**

> The contractor will plan for an area (Cyber Café) where meeting
> participants will have high speed internet access to at least 30
> computers. In addition, a resource market place should also be
> available. This will be an area where tables will be available for
> participants to place materials which would be of interest to the
> general meeting population. The contractor should expect to staff both
> locations for the duration of the meeting. The contractor will work
> with the PO to determine the number of tables needed for these
> activities.

R.  **Meeting Evaluations**

> Meeting evaluations will be developed by USG staff; however, the
> contractor will be required to assemble, duplicate and distribute
> daily evaluations onsite.

S.  **Subcontract and Vendor Management**

> The contractor will secure the best value for services rendered and
> manage delivery of all deliverables. Award of any subcontract is
> subject to the written approval of the Contract Officer upon review of
> the supporting documentation as required by FAR Clause 52.215-12,
> Subcontractor Cost or Pricing Data, of the General Clauses
> incorporated into the contract. A copy of the signed subcontract shall
> be provided to the Contract Officer.

T.  **Materials Development and Production**

> The contractor will outline a materials development and production
> timeline. The contractor should anticipate reproduction and
> preparation of the following materials: Meeting Program and Agenda,
> Agenda at a Glance, Abstract Book, participant lists, name badges and
> conference signs.

U.  **Shipping**

> The contractor will develop a shipping scheduled based on the country,
> date of the meeting and expected time of delivery. The contractor will
> inventory all materials prior to shipment and confirm delivery of all
> materials.

V.  **Site Visit and Onsite Support**

> The contract will be expected to travel with S/GAC staff to the
> meeting site (in Africa) for a full site visit prior to the meeting
> date. The site visit will last approximately 4 days (on the ground).
>
> The contractor will be required to provide onsite support for the
> duration of the meeting. The contractor should expect to be onsite
> approximately two weeks prior to the start of the meeting.
>
> The contractor will determine onsite manpower needs and develop an
> onsite staffing plan to properly support all meeting activities. The
> contractor will present the staffing plan to the PO for approval.

W.  **Communication**

> The contractor will be expected to communicate with participants and
> vendor, many of whom will be international. There may also be a need
> for the contractor to courier deliverables to S/GAC.

X.  **General Conference Supplies**

> The contractor will be expected to purchase supplies specific to
> conference attendees, for example pens, pads, conference folders,
> badges and lanyards, poster session supplies, etc.

Y.  **Shuttle Service**

> The contractor will secure a vendor to provide shuttle service to
> participants for travel from respective hotels to and from the
> conference center. This service will be required daily, i.e, the
> contractor should anticipate the need for morning shuttles and evening
> shuttles to accommodate the agenda.
>
> Shuttle service will also be required for a one-day site visit to a
> local program for up to 30 senior staff members; as well as car
> service for VIPS (i.e., two cars with drivers will be reserved for the
> duration of the meeting).

Z.  **Budget Monitoring and Management**

> The contractor will manage tasks to the approved budget and individual
> line items. Approval must be received in writing from the PO before
> exceeding limits on any budget line item. The contractor will provide
> cost reports at pre-determined times to the PO.

A.  **Post Conference Materials**

> The contractor will develop a post-conference Web site with guidance
> from S/GAC. Conference presentations, select biographies, final
> meeting agenda and abstracts will be among the documents housed on the
> site. The Web site will serve as a resource to meeting attendees and
> the general public. The post-conference Web site must be 508
> compliant. Any graphic presentations must also be formatted in HTML to
> meet this requirement.

B.  **Post Conference Activities**

> At the conclusion of the meeting the contractor will ensure that all
> vendors are paid and all speaker reimbursements are processed in a
> timely manner. The contractor will prepare in draft a meeting and
> financial summary for review and approval by the PO. Upon approval the
> contractor will submit final summaries to the PO. The contractor will
> also participant in a meeting debrief with select staff from S/GAC.
>
> Attachment 1:

  ------------------ ------------- ----------------- ----------- -------------- ------------------- ---
  **The President\'s                                                                                
  Emergency Plan for                                                                                
  AIDS Relief Annual                                                                                
  Meeting**                                                                                         

  **The 2007                                                                                        
  HIV/AIDS                                                                                          
  Implementers\'                                                                                    
  Meeting**                                                                                         

  **May/June 2007**                                                                                 

                                                                                                    

  **Day 1**                                                                                          

  **Room Purpose**   **Number of   **Room            **Time**    **Setup**      **Other**            
                     Delegates**   Name/Location**                                                  

  USG Plenary        500                             7:00am -    Schoolroom                         
                                                     7:00pm                                         

  Breakaway 1        100                             7:00am -    Schoolroom                         
                                                     7:00pm                                         

  Breakaway 2        100                             7:00am -    Schoolroom                         
                                                     7:00pm                                         

  Breakaway 3        100                             7:00am -    Schoolroom                         
                                                     7:00pm                                         

  Breakaway 4        100                             7:00am -    Schoolroom                         
                                                     7:00pm                                         

  Breakaway 5        150                             7:00am -    Schoolroom                         
                                                     7:00pm                                         

  USG Awards Dinner  500                             7:30pm -    Banquet        Also need stage for 
                                                     10:00 pm                   entertainment,      
                                                                                microphone and      
                                                                                podium for award    
                                                                                presentation        

  **Registration**   Varies                          6:00am -    Registration   Set for week:       
                                                     7:00 pm     Flow           Tables/chairs to    
                                                                                accommodate 1,500   
                                                                                delegates           

  Professional       Varies                          24hr access                Allow for:          
  Conference                                                                    Computers, fax      
  Organizers Office                                                             machine, copier,    
  (Secretariat)                                                                 telephones, storage 
                                                                                space for materials 

  USG Office         30                              6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Embassy Control    50                              6:00am -    Conference     include scattered   
  Office                                             7:00 pm                    seating             

  Speakers           Varies (flow)                   6:00am -                   Tables/chairs to    
  Registration and                                   7:00 pm                    accommodate         
  Lounge Area                                                                   approximately,500   
                                                                                speakers            

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  Ambassador\'s      5                               6:00am -    Conference                         
  Office                                             7:00 pm                                        

  Cyber Café         varies                          6:00am -    Computer       space for up to 30  
                                                     7:00 pm     stations       computers           
                                                                                (tables/chairs).    
                                                                                Space could also be 
                                                                                used for business   
                                                                                center: copier,     
                                                                                fax, printers       

  Respite Area       varies                          6:00am -    TBD            setup to be         
                                                     7:00 pm                    confirmed           

  VIP Lunch          50                              11:00am -   Rounds         setup to be         
                                                     2:30 pm                    confirmed           

  **Day 2**                                                                                          

  **Room Purpose**   **Number of   **Room            **Time**    **Setup**      **Other**            
                     Delegates**   Name/Location**                                                  

  USG Plenary        500                             7:00am -    Schoolroom                         
                                                     7:00pm                                         

  Breakaway 1        100                             7:00am -    Schoolroom                         
                                                     7:00pm                                         

  Breakaway 2        100                             7:00am -    Schoolroom                         
                                                     7:00pm                                         

  Breakaway 3        100                             7:00am -    Schoolroom                         
                                                     7:00pm                                         

  Breakaway 4        100                             7:00am -    Schoolroom                         
                                                     7:00pm                                         

  Breakaway 5        150                             7:00am -    Schoolroom                         
                                                     7:00pm                                         

  Registration                                       6:00am -    Registration   Tables/chairs to    
                                                     7:00 pm     Flow           accommodate 1,500   
                                                                                delegates           

  Secretariat Office Varies                          24hr access                see day 1 setup     

  USG Office         30                              6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Embassy Control    50                              6:00am -    Conference     include scattered   
  Office                                             7:00 pm                    seating             

  Speakers           Varies (flow)                   6:00am -                   see day 1 setup     
  Registration and                                   7:00 pm                                        
  Lounge Area                                                                                       

  VIP Room           15                              7:00am -    Lounge                             
                                                     7:00pm                                         

  VIP Room           15                              7:00am -    Lounge                             
                                                     7:00pm                                         

  VIP Room           15                              7:00am -    Lounge                             
                                                     7:00pm                                         

  Ambassador\'s      5                               6:00am -    Conference                         
  Office                                             7:00 pm                                        

  Cyber Café         varies                          6:00am -                   see day 1 setup     
                                                     7:00 pm                                        

  Press Filing       varies                          6:00am -                   audio visual and    
  Center                                             7:00 pm                    media equipment     

  Respite Area       varies                          6:00am -                   scattered seating   
                                                     7:00 pm                    (setup TBD)         

  **Day 3**                                                                                          

  **Room Purpose**   **Number of   **Room            **Time**    **Setup**      **Other**            
                     Delegates**   Name/Location**                                                  

  Plenary            1500                            7:00am -    Theater                            
                                                     6:00 pm                                        

  Poster Hall        200                             7:00am -    Poster Boards  Poster Session -    
                                                     7:00 pm                    number of poster    
                                                                                TBD                 

  Resource Room                                      7:00am -    Tables for     May be able to use  
                                                     5:00 pm     materials      part of poster      
                                                                                session area (Room  
                                                                                3)                  

  Breakaway 1        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 2        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 3        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 4        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 5        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 6        250                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 7        250                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Opening Reception  1500                            7:30pm -    Banquet                            
                                                     10:00pm                                        

  Registration       Flow                            6:00am -    Registration   Tables/chairs to    
                                                     7:00 pm     Flow           accommodate 1,500   
                                                                                delegates           

  Secretariat Office Varies                          24hr access                see day 1 setup     

  USG Office         30                              6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Embassy Control    50                              6:00am -    Conference     include scattered   
  Office                                             7:00 pm                    seating             

  Speakers           Varies (flow)                   6:00am -                   see day 1 setup     
  Registration and                                   7:00 pm                                        
  Lounge Area                                                                                       

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  Ambassador\'s      5                               6:00am -    Conference                         
  Office                                             7:00 pm                                        

  Cyber Café         varies                          6:00am -                   see day 1 setup     
                                                     7:00 pm                                        

  Press Filing       varies                          6:00am -                   set up evening of   
  Center                                             7:00 pm                    day 2               

  Respite Area       varies                          6:00am -                   scattered seating   
                                                     7:00 pm                    (setup TBD)         

  **Day 4**                                                                                          

  **Room Purpose**   **Number of   **Room            **Time**    **Setup**      **Other**            
                     Delegates**   Name/Location**                                                  

  Plenary            1500                            7:00am -    Theater                            
                                                     6:00 pm                                        

  Poster Hall        200                             7:00am -    Poster Boards  Poster Session -    
                                                     7:00 pm                    number of poster    
                                                                                TBD                 

  Resource Room                                      7:00am -                   Tables for          
                                                     5:00 pm                    materials           

  Breakaway 1        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 2        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 3        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 4        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 5        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 6        250                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 7        250                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Registration       Flow                            6:00am -    Registration   Tables/chairs to    
                                                     7:00 pm     Flow           accommodate 1,500   
                                                                                delegates           

  Secretariat Office Varies                          24hr access                see day 1 setup     

  USG Office         30                              6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Embassy Control    50                              6:00am -    Conference     include scattered   
  Office                                             7:00 pm                    seating             

  Speakers           Varies (flow)                   6:00am -                   see day 1 setup     
  Registration and                                   7:00 pm                                        
  Lounge Area                                                                                       

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  Ambassador\'s      5                               6:00am -    Conference                         
  Office                                             7:00 pm                                        

  Cyber Café         varies                          6:00am -                   see day 1 setup     
                                                     7:00 pm                                        

  Press Filing       varies                          6:00am -                                       
  Center                                             7:00 pm                                        

  Respite Area       varies                          6:00am -                   scattered seating   
                                                     7:00 pm                    (setup TBD)         

  **Day 5**                                                                                          

  **Room Purpose**   **Number of   **Room            **Time**    **Setup**      **Other**            
                     Delegates**   Name/Location**                                                  

  Plenary            1500                            7:00am -    Theater                            
                                                     6:00 pm                                        

  Poster Hall        200                             7:00am -    Poster Boards  Poster Session -    
                                                     7:00 pm                    number of poster    
                                                                                TBD                 

  Resource Room                                      7:00am -                   Tables for          
                                                     5:00 pm                    materials           

  Breakaway 1        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 2        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 3        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 4        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 5        200                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 6        250                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Breakaway 7        250                             7:00am -    Theater                            
                                                     7:00 pm                                        

  Registration       Flow                            6:00am -    Registration   Tables/chairs to    
                                                     7:00 pm     Flow           accommodate 1,500   
                                                                                delegates           

  Secretariat Office Varies                          24hr access                see day 1 setup     

  USG Office         30                              6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Co-Sponsors Office 50-100                          6:00am -    Conference     include scattered   
                                                     7:00 pm                    seating             

  Embassy Control    50                              6:00am -    Conference     include scattered   
  Office                                             7:00 pm                    seating             

  Speakers           Varies (flow)                   6:00am -                   see day 1 setup     
  Registration and                                   7:00 pm                                        
  Lounge Area                                                                                       

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  Ambassador\'s      5                               6:00am -    Conference                         
  Office                                             7:00 pm                                        

  Cyber Café         varies                          6:00am -                   see day 1 setup     
                                                     7:00 pm                                        

  Press Filing       varies                          6:00am -                   see day 1 setup     
  Center                                             7:00 pm                                        

  Respite Area       varies                          6:00am -                   scattered seating   
                                                     7:00 pm                    (setup TBD)         

  **Day 6 (BREAKDOWN                                                                                 
  DAY)**                                                                                            

  **Room Purpose**   **Number of   **Room            **Time**    **Setup**      **Other**            
                     Delegates**   Name/Location**                                                  

  Plenary            1500                            7:00am -    Theater                            
                                                     5:00 pm                                        

  Poster Hall        200                             7:00am -    Poster Boards  Poster Session -    
                                                     5:00 pm                    number of poster    
                                                                                TBD                 

  Resource Room                                      7:00am -                   Tables for          
                                                     5:00 pm                    materials           

  Breakaway 1        200                             7:00am -    Theater                            
                                                     5:00 pm                                        

  Breakaway 2        200                             7:00am -    Theater                            
                                                     5:00 pm                                        

  Breakaway 3        200                             7:00am -    Theater                            
                                                     5:00 pm                                        

  Breakaway 4        200                             7:00am -    Theater                            
                                                     5:00 pm                                        

  Breakaway 5        200                             7:00am -    Theater                            
                                                     5:00 pm                                        

  Breakaway 6        250                             7:00am -    Theater                            
                                                     5:00 pm                                        

  Breakaway 7        250                             7:00am -    Theater                            
                                                     5:00 pm                                        

  Registration       Flow                            7:00am -    Registration   Tables/chairs to    
                                                     5:00 pm     Flow           accommodate 1,500   
                                                                                delegates           

  Secretariat Office Varies                          7:00am -                   see day 1 setup     
                                                     5:00 pm                                        

  USG Office         30                              7:00am -    Conference     include scattered   
                                                     5:00 pm                    seating             

  Co-Sponsors Office 50-100                          7:00am -    Conference     include scattered   
                                                     5:00 pm                    seating             

  Co-Sponsors Office 50-100                          7:00am -    Conference     include scattered   
                                                     5:00 pm                    seating             

  Co-Sponsors Office 50-100                          7:00am -    Conference     include scattered   
                                                     5:00 pm                    seating             

  Embassy Control    50                              7:00am -    Conference     include scattered   
  Office                                             5:00 pm                    seating             

  Speakers           500                             7:00am -                   see day 1 setup     
  Registration and                                   5:00 pm                                        
  Lounge Area                                                                                       

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  VIP Room           15                              7:00am -    Lounge                             
                                                     5:00 pm                                        

  Ambassador\'s      5                               7:00am -    Conference                         
  Office                                             5:00 pm                                        

  Cyber Café         varies                          7:00am -                   see day 1 setup     
                                                     5:00 pm                                        

  Press Filing       varies                          7:00am -                   see day 1 setup     
  Center                                             5:00 pm                                        

  Respite Area       varies                          7:00am -                   scattered seating   
                                                     5:00 pm                    (setup TBD)         
  ------------------ ------------- ----------------- ----------- -------------- ------------------- ---