# NIH National Graduate Student Research Festival (NGSRF)

### September 11 and 12, 2008

# Contractual Services: Scope of Work

1.  Invitations: coordinate mailing of Festival announcement to training
    grant PIs, F31 recipients, department chairs, and graduate program
    directors using lists supplied by the Festival Committee

2.  Preliminary Arrangements and Agenda Preparation

    -   Distribute agenda that was developed by NIH

    -   Once speakers are confirmed, communicate with them about
        audiovisual needs and confirm times and locations

    -   If applicable, obtain handouts in advance from speakers for
        inclusion in participant packets and provide extra copies at the
        meeting site

    -   Remind speakers two weeks prior to event and again on the day
        before; ensure that a positive response is received

3.  Travel Arrangements: Hotel, Air, Local Transport

-   Book hotel rooms (Two students of same gender per room;
    approximately 140 rooms. Once head count is confirmed, may need to
    decrease room allocation) Hotel reservations needed for two nights;
    Wednesday 9/10/2008 and Thursday 9/11/2008

-   Every attempt should be made to reserve hotel space at a single
    facility in Bethesda.

    -   Ensure that negotiated rates apply for 9/12and 9/13 for any
        participants who wish to remain in the area

    -   Communicate regularly with hotel on numbers to avoid
        cancellation charges

    -   Communicate with all registrants regarding travel arrangements
        -- air, train or personal vehicle; allowable hotel charges;
        provide maps, local travel information. It is important to
        constantly reiterate that U.S. government travel rules and
        regulations apply and hence the "most direct route" may not
        always be the available

    -   Book round trip travel for all non-local participants, make
        changes as necessary (contingent upon cost, and according to
        predetermined guidelines), and confirm arrangements with
        travelers. Distribute ground transportation policy

    -   Arrange for shuttles to and from the hotel, and ensure all
        passengers accounted for on Thursday morning, Thursday evening,
        and Friday morning. Shuttles will be necessary from the hotel to
        the NIH and back.

    -   Make arrangements with NIH Security for a smooth transition onto
        campus on Thursday and Friday mornings.

    -   Arrange for shuttles to airports on Friday afternoon.

4.  Budget

    -   Communicate with NIH contact on a monthly basis prior to event,
        and on a weekly basis for the month prior to the event, about
        costs and projections

    -   Provide detailed budget breakdowns, including projected staff
        charges

5.  Development of Festival Materials

    -   Create name badges for all attendees and speakers and other
        attendees

    -   Prepare welcome packets of materials for all participants to
        include maps, agendas or schedules of events, contact
        information for Festival staff, and the Festival program book

    -   Develop table tents for "mentored lunches" and "working dinner"
        and ensure correct seating for each event

    -   Develop materials to label interview rooms.

6.  On-Site Logistical Arrangements

    -   Greet guests upon arrival at hotel, within a specified time
        frame of up to five hours; distribute Festival packets

    -   Arrange for sign-language interpreters, if needed

    -   Handle logistics for all sessions, including A/V arrangements,
        in collaboration with the staff at Natcher

    -   Provide support staff member to serve as point of contact to
        trouble-shoot and ensure smooth functioning of all events in the
        agenda

7.  Communications

    -   Maintain regular communication, by e-mail, with designated NIH
        contacts and obtain approvals as required

8.  Food and Beverages at Festival Events

    -   Arrange food for light breakfasts and "mentored lunches" on 9/11
        and 9/12

    -   Arrange any special dietary requests

    -   Walk through of facilities, as necessary, to review logistics
        with caterers and facilities managers

**Direct Costs:**

1.  Airline tickets, round trip to DC:

> Range of U.S. destinations @ range of contract fares

2.  Subsistence -- all meals to be provided

3.  Ground transportation: shuttles as needed

4.  Meeting supplies

5.  Some materials for Festival packet

6.  Courier/freight

7.  Postage

8.  Out-of-pocket

**Labor:**

For pre-conference, on-site and post-conference efforts:

Hourly Rates: Program Manager, Asst. Program Manager and Support staff

NIH project officers and staff to provide:

-   Their contact information

-   A Festival web site, including the on-line application

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-   Mailing lists of invitees (including complete addresses and e-mail
    contact information)

-   Invitation copy

-   List of Festival participants with contact information

-   Some components of the Festival packets: agendas or schedules of
    events, contact information for Festival staff, the Festival program

-   Planning for the actual Festival sessions including establishment of
    the agenda, invitations to speakers, and confirmation of speaker
    participation

-   A plan for dealing with NIH security

-   A post-event evaluation strategy