C.1 Background

your FIRST ORDER STATEMENT OF WORK 2021 Library of Congress National Book Festival - Event Management

C.1 BACKGROUND The Library’s 2021 National Book Festival (Festival) will be held from September 17-26, 2021 and will highlight approximately 120 authors in 50 live Q&A sessions and 36 videos on demand (VOD). In order to allow attendees to participate in all live presentations, only one live engagement will take place at the same time. More information on the Library of Congress National Book Festival can be found at the Library of Congress National Book Festival website, www.loc.gov/bookfest.

The Festival theme is “Open a Book, Open the World,” and the four major Festival goals are to offer: a Library-focused, Library-boosting event; a live and fully interactive engagement; a truly national Festival; and a variety of ways to access programs. In order to focus on the Library, we will link to the Library collections for each and every program, and feature workshops led by Library experts. The Library will bring viewers into the discussions through Q&A, teacher resources, and public watch parties. The Library will reach and represent every state. The Festival will be available in a variety of mediums, including a Festival Broadcast (by separate contract), a Festival Podcast (separate agreement with a media partner), Library workshops (hosted by the Library), videos on demand and live interactions as described in this contract.

Programs will be virtual, and all presenters will be recorded or broadcast from wherever they are. Adult programs will be conceived as lively and surprising pairings, highlighting the nation’s racial, social and geographic diversity. Children’s programming will speak to and engage children directly. Teen’s programming will include teen participants. All live and pre-recorded presentations are intended to be no longer than thirty minutes, and the Library intends to host no more than one live presentation per hour.

Anticipated Content Breakdown Programming Anticipated Type of Events Schedule Category Dates Videos on 9/17/2021 18 Adult VOD All VOD released the morning of Demand 8 Teens VOD September 17, 2021 on 10 Children’s VOD loc.gov/bookfest. Adult Festival 9/17/2021- 41 Live Q&A Sessions Up to 8 live interactions each 9/26/2021 weekend day and 3-5 each weeknight. Children’s 9/25/2021 5 Live Q&A Sessions All live interactions during the day of Mini-Festival 9/25/2021. Teens Mini- 9/26/2021 4 Live Q&A Sessions All live interactions during the day of Festival 9/26/2021. Library September 5-6 Webinars (Hosted To be determined. Workshops 2021 by the Library) Podcasts September 6 Podcasts (Hosted To be determined. 2021 by a Library partner)

Attachment J-4 – First Order Statement of Work Library of Congress National Book Festival – Event Management

The Contractor shall be responsible for recording eight (8) and editing eighteen (18) videos on demand. If exercised, the Contractor shall be responsible for hosting all fifty (50) Live Q&A sessions.

C.2 SCOPE The Contractor shall provide planning, coordination, and execution services for the Library’s 2021 Virtual National Book Festival.

C.3 REQUIREMENTS

C.3.1 2021 Festival Planning (IDIQ SOW: C.3.1.1) The Contractor shall provide the following Festival planning services in conjunction with the 2021 Virtual Festival:

(a) Assess and recommend best practices for the web application, pre-recording, live presentations; (b) Recommend high-level framework, cross-platform media opportunities, wireframes, and content types for the web application; (c) Provide plans for: 1. Audiovisual services; 2. Web application creation; 3. Videography, editing and webcasting; 4. Festival attendee needs; and 5. Library staff-related logistics.

C.3.1.1 Electronic Storage and Content Management System (IDIQ SOW: C.3.1.4.1c) The Contractor shall provide five (5) terabytes of electronic storage to manage content as specified in more detail in IDIQ SOW C.3.1.4.1c.

C.3.2 Virtual Event Web Application (OPTION) (IDIQ SOW: C.3.2.1) The Contractor shall design a mobile-first, Festival-branded web application (“Application”). The Application shall serve as the well-designed hub for live presentations and sponsor recognition. The Contractor shall host the Application for the entirety of the Festival, as described in C.1.

C.3.2.1 Application Functions (IDIQ SOW: C.3.2.1.1) The Contractor shall maintain an audience-focused design and execution of the Application The Application must include the following functions: A. Ability to fully integrate and coordinate between the loc.gov site and Application; B. Ability to broadcast live presentations; C. Ability to link directly to live presentations from external locations; D. Offer sponsorship opportunities throughout the Application; E. Allow attendees to purchase books, Festival merchandise, and other merchandise via Library- provided links; F. Ability for attendees to opt-in for future Library communications; G. Ability for attendees to make donations via a Library sponsored link;

2 Attachment J-4 – First Order Statement of Work Library of Congress National Book Festival – Event Management

H. Conform to Section 508 and WCAG 2.0 Level AA accessibility standards to ensure equal access for our diverse audience, as demonstrated through product testing and production of a Voluntary Product Accessibility Template (VPAT) upon request; I. Ability to support live captioning through CART services in closed captions; and J. Be fully responsive and compatible with mobile browsers.

C.3.2.2 Attendee Registration (IDIQ SOW: C.3.2.1.1.M) All content in the Application shall be available to all attendees without registration, however, attendees must register in order to utilize the interactive Q&A module. Registration shall include an attendee’s name and email address, and attendees must agree to the Library-provided terms of service.

C.3.2.3 User Support (IDIQ SOW: C.3.2.1.1.K) The Contractor shall provide technical and audience user support and help service during Festival live hours. Public access required.

C.3.2.4 Festival Areas (IDIQ SOW: C.3.2.1.1.F, L5, L6, O, R) The Application shall contain one presentation area where all live presentations shall be located: A. The area shall offer an interactive Q&A module so attendees can ask questions of presenters; B. Each presentation shall include a presentation title, presenters’ names and photographs, short presentation description, and link(s) to the author’s title(s) in the book sales shop; C. Sponsor branding shall be visible; and D. The Contractor shall not be responsible for writing content or collecting photographs or links.

C.3.2.5 Data Collection (IDIQ SOW: C.3.2.1.2) The Contractor shall collect the following data: A. Number of unique visitors; B. Number of page visits; C. Number of viewers from the beginning, middle, and end of each presentation, and average attendance of each presentation; D. Presentation viewing duration; E. Duration of attendee engagement; F. Attendee feedback for individual presentations; G. Record of Q&A interactions H. Sponsor branding/recognition views; I. Dwell time; and J. Clickthrough rates.

C.3.2.6 Web Application Management (IDIQ SOW: C.3.2.1.3) Contractor shall conduct all Application management, development and deployment, including, but not

3 Attachment J-4 – First Order Statement of Work Library of Congress National Book Festival – Event Management limited to:

A. Application hosting for up to 5,000 concurrent users, including a Library-selected VIP access list, for Q&A engagement; B. Pre-launch testing and approval by COR before date defined in the schedule of deliverables; C. Training and onboarding of Library staff on all aspects of the Application, including overview and recommendations for best practices to ensure Library staff are able to understand and utilize the Application to its fullest capabilities; D. Live event management; E. All required Library IT approvals to meet the Library IT regulations described in contract clauses; and F. Provide administrative access to the Application to at least the COR and Library’s Project Manager.

C.3.2.7 Testing and Prototyping (IDIQ SOW: C.3.2.1.4) The Contractor shall submit a prototype of the Application to the COR, and conduct pre-launch testing, which shall be accompanied by at least two (2) rounds of no less than fourteen (14) days total, of COR and staff feedback. The Contractor shall produce the prototype environment.

C.3.3 Operations Center (OPTION) (IDIQ SOW: C.3.2.2.1) Contractor shall provide the space to set up a physical Operations Center (“Room”) to execute the live virtual event. The Room shall include all necessary components to support one live presentation at a time. Contractor shall meet all requirements stated in IDIQ Contract Section C.3.2.2.1 except as it pertains to a hybrid festival (i.e., the room will not be onsite at the Library).

C.3.4 Development of Virtual Content (IDIQ SOW: C.3.2.3) C.3.4.1 Record Presentations (IDIQ SOW: C.3.2.3.1) Contractor shall provide a positive, seamless and professional presenter experience, which shall be conversational and not overly focused on technology. All presentations shall be recorded virtually, and include at least two presenters.

The Contractor shall: A. Determine presenter in-home recording capabilities; B. Provide a technical producer; C. Provide creative scriptwriting; and D. Produce individual tracks for each presenter.

The Library will: A. Coordinate directly with presenters; and B. Provide a content producer for each presentation.

4 Attachment J-4 – First Order Statement of Work Library of Congress National Book Festival – Event Management C.3.4.2 Editing Presentations (IDIQ SOW: C.3.2.3.2) Contractor shall provide video editing services for pre-recorded content. Final edited presentations may include sponsor content, author conversations and Library of Congress shorts. The Library will oversee content editing decisions. All edited content must reflect a full and professional coverage.

The Contractor shall: A. Provide a technical producer for each presentation. The technical editing process must clear the video of stutters, unnecessary language, re-recorded/repeated answers, and sound bugs; B. Fully edit video content (using Adobe Premier Pro or similar software), which must contain all Library-provided content, including, but not limited to, bumpers, title cards, Library branding, graphics, author photos, book jackets, sponsor recognition, voice-over recordings, and b-roll in an HD format in a resolution of 1920x1080 (HD) or higher; C. Presentations, which shall include at least two (2) rounds of edits. D. Upon conclusion of the Festival, the Contractor shall furnish a copy of all raw audiovisual material, edited audiovisual material and project files used to create audiovisual material.

C.3.5 Live Presentations (OPTION) (IDIQ SOW: C.3.2.3.3) Contractor shall provide live presentation services. All live presentations shall occur natively in the Web Application and shall be recorded. Live presentations may include also live introductions by sponsors, Library staff and/or Library partners.

The Contractor shall provide:

A. Strategy and planning: The Contractor shall attend planning meetings to discuss the framework and goals for live presentation services, including Run of Show creation and strategic planning around best available technology. All recommendations must be approved by the COR. B. Utilize Library-provided Copy and Video Assets: Utilize full graphics packages for each live presentation, including, but not limited to, title cards, lower-thirds, teaser previews, branded “bug”; dynamic transition media including video provided by Library or speakers; and supporting graphics for transition to audience at home while speaker is presenting;. C. Coordination of Livestream: The Library may choose to stream the same content on multiple platforms. D. Audience engagement opportunities: Using the Application, the audience shall engage with presenters via the Q&A module. E. Support Live captioning: Contractor shall support live captioning. The Library will provide the live captioning contractor.

C.3.6 Meetings (IDIQ SOW: C.4.1) The Contractor shall:

A. Participate in a virtual kick-off meeting, within five (5) days of the order start date. All of the Contractor’s key personnel must attend. B. As requested by the COR, schedule and/or participate in project meetings with the Library Team (including Library staff and contractors to achieve the successful staging of the Festival. Project 5 Attachment J-4 – First Order Statement of Work Library of Congress National Book Festival – Event Management meetings are anticipated to be held weekly, however may be held more often as determined by the Contractor or the Library. C. Participate in a virtual debrief meeting by date specified in deliverable schedule. All Contractor’s key personnel shall attend.

C.3.7 Reports (IDIQ SOW: C.4.2) C.3.7.1 Written status update reports (IDIQ SOW: C.4.2.1) Contractor shall provide weekly written status update reports.

C.3.7.2 Comprehensive Post-NBF written report (IDIQ SOW: C.4.2.2) Contractor shall provide the COR with a comprehensive post-NBF written report, due by the date defined in the schedule of deliverables.

The post-NBF report, at a minimum, shall include: A. Raw data, metrics and analysis regarding Festival execution and participation collected through the Application; B. Analysis of data collected from event, including totals by data type, overall themes, surprises; and C. Suggestions for future festivals based on Contractor’s experience, including logistics, enhancements, sponsor benefits and integration, and lessons learned.

C.3.8 Government Furnished Property (IDIQ SOW: C.7) The Library will provide the following items:

A. Library of Congress branding and graphics; B. All authors, presenters, and introducers, including their biographies, headshots and general information; C. Sponsors and donors; D. Electronic donation collection mechanism; E. Library of Congress social media channels; F. Official Bookseller; G. NBF poster art and collateral; H. Computer Assisted Real-time Translation (CART) services; I. Closed captioning for video on demand services; J. Library of Congress website, which shall include: a. Interactive presentation schedule, with linking to the Application (if applicable); b. Pre-recorded videos on demand; and c. Presenter biographies and headshots.

C.3.9 Period of Performance Period of Performance: 6/21/2021 - 12/31/2021

C.3.10 Schedule of deliverables 6 Attachment J-4 – First Order Statement of Work Library of Congress National Book Festival – Event Management Deliverables, deadlines and milestones are specified in the table below. All reports and deliverables shall be delivered to the COR.

SOW Section Description Due Date C.3.6 Attend virtual kickoff meeting Within five (5) days of start of period performance C.3.1 Festival planning Within thirty (30) days of start of period of performance C.3.1.1 Electronic Content Management Within thirty (30) days of start of the period System of performance C.3.4.1 Recorded Presentations At least thirty (30) days prior to presentation release date C.3.4.2 Editing Presentations At least fourteen (14) days prior to presentation release date C.3.7.1 Provide weekly status reports as As requested by the COR requested by the COR C.3.6 Participate in the post-NBF Within thirty (30) days after the close of the debrief meeting Festival C.3.7.2 Submit comprehensive post-NBF Within twenty-five (25) days after the close written Report of the Festival

OPTIONAL DELIVERABLES

SOW Section Description Due Date C.3.2.1 Application Functions At least seven (7) days prior to Festival start C.3.2.2 Attendee Registration At least seven (7) days prior to Festival start C.3.2.3 User Support Festival close date

C.3.2.4 Festival Areas At least seven (7) days prior to Festival start

C.3.2.5 Data Collection Festival close date

C.3.2.6 Application Management Festival close date C.3.2.7 Testing and Prototyping At least seven (7) days prior to Festival start

C.3.3 Operations Center Festival close date

C.3.5 Live Presentations Festival close date

7 Attachment J-4 – First Order Statement of Work Library of Congress National Book Festival – Event Management