B 2027 LITC Conference AV-Statement of Work

STATEMENT OF WORK

ANNUAL LOW INCOME TAX CLINIC (LITC) GRANTEE CONFERENCE

EVENT INFORMATION & REQUIREMENTS

Projected Audio-Visual Equipment and Service Needs

Background:
Taxpayer Advocate Service (TAS) has conducted this conference for more than fifteen years. Attendance has been as high as 375, with a 10-year average of 253. Approximately, 90% of the attendees represent academic institutions and/or non-profit organizations. They use LITC federal grant funds to provide tax services to lowincome and English as a second language (ESL) taxpayers. IRS/TAS personnel and LITC Program Office personnel serve as presenters and/or conference staff. Event Location: The Westin DC Downtown - 999 9th St NW, Washington, DC 20001.
The conference schedule is generally from 8:00 a.m. – 5:00 p.m., Monday through Thursday. Monday’s schedule is slightly different, with conference registration all day. Tuesday through Thursday is 8:00 a.m. – 5:00 p.m. for all attendees, with a combination of plenary and breakout sessions. A one-hour lunch and 15-minute breaks
(about 4 per day) following each session are standard practice. *Attendance average does not cover 2020 through 2022 due to pandemic. Audio-Visual (AV) Requirements:
The conference requires AV equipment and support. AV services shall include at a minimum providing microphones, wireless microphones, screens or confidence monitors, liquid crystal display (“LCD”) projectors, electronic equipment, speakers for the projection of audio, AV cart with electrical hookup, and internet access for sessions as needed, including set-up, arrangement, and tear down. It must be emphasized that government regulation only allows payment for equipment used.
Based on history, the following table shows the projected AV needs for this conference with a live streaming option. The proposal must include an amount for the following: • Set up and take down
• Onsite technical support for both the General Sessions and Breakout Session • Outside AV Fee
• Dedicated Internet (hard wire)
• Electricity

Type of Equipment
Monday
Tuesday
Wednesday
Thursday
Room 1:
Will be used
for General
Session and
Breakout 1
(300 in rounds
of 10).

Room 1: Rock Creek Ballroom
Video
Screen Projection Package - Dual Screen
6'x10'6" Screen Frame
6'x10'6" Dress Kit Black
6'x10'6" Front Projection Surface
Desktop DLP Projector 2000-4000
Safelock Stand 17"x25" Shelf