Offerors must have the ability to furnish all labor, materials and resources to provide the facilities, lodging, food/beverage, and equipment needed for the 2025 Safer Communities Conference. The Statement of Needs describes the minimum requirements needed by DCJS to conduct the conference. 1. Offerors shall have a well-maintained conference and exposition facility that meets all federal, state and local fire, health and ADA compliance codes, as well as building and safety codes. All meeting rooms shall be located in one (1) single building. 2. Offerors must be established conference and lodging facilities and shall not be event planner or third-party businesses. The facility must be located in Richmond or the surrounding counties of Henrico or Chesterfield. 3. The Conference shall be held on two (2) consecutive days. The dates for the Conference are December 15- 16, 2025 (lodging arrival December 14, 2025). 4. The dates offered in all proposals must be reserved during the solicitation process. DCJS shall have the right of first refusal for the conference and lodging rooms during the agreed upon event dates before an offeror enters into an agreement(s) with any other parties for the same dates. DCJS shall have a maximum of thirty (30) days to respond after receiving written notification from the offeror of any competing offer.
