The Indian Health Service has a requirement that includes the following in Nashville, TN: Meeting Space (Conference Rooms), Loding (Block), and A/V Support Services from 08/21/2023 through 08/24/2023. Details below:
Geographical Requirements:
The meeting hotel would need to meet the following geographic requirements:
- Be located in Nashville, Tennessee
- Be located within a 3-block radius of Broadway Street in downtown Nashville
- Be located near at least one restaurant (within walking distance)
Event Meeting Space Requirements:
Given the expected attendance, the following space requirements need to be met by the hotel:
- Plenary Session: Classroom style to accommodate up to 200 people = 10,809 sf
- Breakout Sessions x 5 to accommodate 25-30 people each = 3,603 sf
- Registration area available
- Ability to place posters throughout meeting areas
- Provide podium and microphone for each of the rooms
- Total meeting space cost $11,905
- Audio/Visual – prefer on-site for technical assistance cost is estimated at $13,094. 1 large screen in plenary room, 1 screen in each of the 5 breakout rooms.
Lodging Requirements:
The hotel would need to offer the following to meet lodging requirements:
- Offer the government lodging rate of $207 (or less) for the length of the conference
- Provide no attrition clause in the meeting contract
- Offer to hold a room block for at least 160 of the expected attendees for at least up to 30 days prior to the conference
- Monday night before meeting: 160 rooms
- Tuesday night, 1st day of meeting: 160 rooms
- Wednesday night, 2nd day of meeting: 160 rooms
Other Requirements:
- Provide complimentary, secure internet either in the conference area or in individual rooms
- Have no limitations for the IHS to bring laptops, projects, and other IT equipment to use for the meeting
- Provide audio-visual support, including screens, even if outsourced to a third party
- Offer on-site restaurant
Qualified parties may submit responses to brendon.moran@ihs.gov by 06/11/2023 at 11:59 PM (EST). Please be advised that this posting is not for the purposes or soliciting a quote or proposal. Any quotes or proposals submitted will not be compensated.
