A. Conference Location: a. Glen Allen or greater Richmond-area, Virginia b. Close proximity to access main interstate highways (I-95 and I-64) (i.e., less than 10 miles) c. Close proximity to local restaurants and convenience stores to accommodate those traveling. B. Conference Lodging: a. All sleeping rooms shall be provided in a room block at a rate no higher than the current published U.S. General Services Administration Standard State Rate. Overnight parking shall be of no cost to rooms booked within the room block. b. Accessible/ADA sleeping rooms requested by attendees of this conference shall be made available at the same rate as other sleeping rooms in the room block. Accessible/ADA on-site parking shall be available, and service animals shall be welcome. c. Sleeping rooms shall be self-reserved and self-paid by each guest via an online booking link and/or hotel promo code to reference when making their reservations. The VDOE is not responsible for any unused, unreserved, or unpaid rooms. d. Sleeping rooms shall be clean, sanitary, and readily available at hotel’s check-in time. Lodging in the hotel should being free of toxins, including mold and new paint, and no ongoing construction or renovations that may impede access. e. The required number of rooms for each night prior to the conference dates shall be provided: • March 17, 2025: 30 sleeping rooms • March 18, 2025: 120 sleeping rooms • March 19, 2025: 120 sleeping rooms C. Conference Meals: a. All conference meals shall be provided at a rate no higher than the current published U.S. General Services Administration Standard State Rate and inclusive of all charges for related food, beverage, and services provided. b. The following meals accommodations shall be provided: i. Continental Breakfast Buffet • March 18, 2025: 61 people from 8 a.m. until 9:30 a.m. • March 19, 2025: 300 people from 7:45 a.m. until 9:15 a.m. • March 20, 2025: 300 people from 7:45 a.m. until 9:15 a.m. ii. Working Lunch Buffet • March 18, 2025: 61 people from 12 p.m. until 1:30 p.m. • March 19, 2025: 300 people from 12 p.m. until 1:30 p.m. • March 20, 2025: 300 people from 12 p.m. until 1:30 p.m. iii. Lunch Dessert • March 19, 2025, and March 20, 2025: The dessert(s) from lunch shall be withheld during the Working Lunch and set out for consumption, at no additional cost, at approximately 2:30 p.m. afternoon break on each of these dates. c. Conference meals shall be made available for consumption during the exact requested timeframes in relation to the meeting agenda and made available for no less than 90 consecutive minutes for each meal.
