The Contractor shall provide all labor, materials, tools, equipment, supervision, and incidentals required for the completion of the project. 1. EVENT DATES AND AVAILABILITY a. This event will span two (2) consecutive days on Tuesdays, Wednesdays, or Thursdays, between the months of June 2026 and September 2026 b. The contractor shall provide three to four sets of dates available during this timeframe 2. FUNCTION SPACE a. General Session/Lunch for 300 b. Breakout Rooms: 8-10 rooms (minimum of 7) in a variety of seating (theater, classroom, and rounds); minimum capacity for an individual breakout room should be 30 c. Registration area in foyer d. Vendor tables and space – minimum 10 tables e. Diagrams and/or photos shall be included in the proposal to highlight the features, layout and design of the hotel rooms and conference facilities 3. FOOD & BEVERAGE a. Coffee and Tea (all day while the conference is in session) b. Breakfast c. Lunch d. PM Snack 4. PARKING a. Ample Parking for 300+ participants (prefer free parking) 5. SLEEPING ROOMS a. Ten (10) Rooms b. Rooms should consist of singles and doubles c. Check In: the day before the conference begins d. Check Out: the last day of the Conference e. The government rate for lodging is desired. The government rate should be made available one day prior to and one day following the official conference dates for those who need to arrive early or depart after the conference ends (visit https://www.gsa.gov/travel/planbook/per-diem-rates/per-diem-rates-results?fiscal_year=2026&state=VA&zip= for GSA per diem government rates) f. The contractor shall hold the rooms until a specified date and charges should be assessed for only those rooms occupied. All individuals will make their own reservations and pay for their own expenses...
