The Contractor shall provide sample menus to VDOT personnel after award. The Contractor shall provide the following: A. Lodging: • 114 Rooms for nights for the first night (Night before Day 1) • 170 Rooms for night for second night (Day 1) . B. Day 1 • Main Conference Room: Seating for 170 people – preferably classroom/theater style (from 8:00 AM EST-7:30 PM EST) • Registration/Check-In Table: Outside of Main Conference Room (from 8:00 AM EST-10:30 AM EST) • Break Out Conference Rooms: Four (4) rooms and each room to hold at least 30-40 people with theater style setup from 10:30 AM EST-4:30 PM EST) • A/V Equipment Package: Main Conference Room shall consist of one (1) large screen, podium, microphone, projector, computer cable/HDMI, two (2) speakers and Wi-Fi/high speed internet access per each. Each breakout room must include one (1) large screen, podium, microphone, projector, computer cable/HDMI, speaker and WiFi/high speed internet access.. • Buffet Breakfast: To be served from 8:00 AM EST to 10:00 AM EST to be provided in the Main Conference Room for approximately 170 people. Pricing shall include all dinnerware and silverware, napkins, and condiments for tea and coffee, services fees, and gratuity. Examples of menu items include pastries, fruit, assorted juices, coffee and teas. • Hot Lunch Buffet: To be served at 12:15 PM EST to be provided in the Main Conference Room for approximately 114 people. Hot buffet should provide two (2) meat entrees, two (2) vegetable selections including a starch, assorted cakes and pies, warm rolls with butter, iced tea, coffee, and water. Pricing shall include all dinnerware, silverware, napkins, and condiments for tea and coffee, service fees and gratuity. Buffet shall include menu items such as assorted beverages, soup or salad with two (2) main entrée choices (vegan and vegetarian options are not to be included in main selection). • Dinner Buffet: To be served at 5:30 PM EST and may use the Main Conference Room for approximately 114 people. Hot buffet should provide two (2) meat entrees, two (2) vegetable selections including a starch, assorted cakes and pies, warm rolls with butter, iced tea, coffee, and water. Pricing shall include all dinnerware, silverware, napkins, and condiments for tea and coffee, service fees and gratuity. Buffet should include menu items such as assorted beverages, soup or salad with two (2) main entrée choices (vegan and vegetarian options are not to be included in main selection). Day 2 • Main Conference Room: Seating for 170 people – prefer round tables to seat -10 people per table (from 7:00 AM EST-1:30P M EST) • Break Out Conference Rooms: Four (4) rooms and each room to hold at least 30-50 people with theater style setup from 7:00 AM EST-1:30 PM EST) • A/V Equipment Package: Main Conference Room shall consist of one (1) large screen, podium, microphone, projector, computer cable/HDMI, two (2) speakers and Wi-Fi/high speed internet access per each and one (1) large screen, podium, microphone, projector, computer cable/HDMI, speaker and Wi-Fi/high speed internet access per each in each breakout room. • Buffet Breakfast: To be served from 8:00 AM EST to 10:00 AM EST to be provided in the Main Conference Room for approximately 170 people. Pricing shall include all dinnerware and silverware, napkins, and condiments for tea and coffee, services fees, and gratuity. Buffet should include menu items such as assorted juices, coffee and teas, breakfast meats (i.e. bacon and/or sausage), eggs, and pancakes or French toast. • Hot Lunch Buffet: To be served at 12:15 PM EST to be provided in the Main Conference Room for approximately 170 people. Hot buffet should provide two (2) meat entrees, two (2) vegetable selections including a starch, assorted cakes and pies, warm rolls with butter, iced tea, coffee, and water. Pricing shall include all dinnerware, silverware, napkins, and condiments for tea and coffee, service fees and gratuity.
