Specifications include, but are not limited to: The Virginia Department of Transportation (herein referred to as "VDOT") is soliciting bids from qualified firms to provide suitable facilities and buffet meals for the 2022 Snow Conference, at a location within 15 miles of the Salem District Office located at 731 Harrison Avenue, Salem, VA, on October 18 and 19, 2022. a. Date of Conference: Conference shall take place on Tuesday, October 18, and Wednesday, October 19, 2022. b. Proposed Menu: Bidder shall include with their bid a proposed menu. If menu is not included with bid submission, VDOT will request the menu and Bidder shall provide within two (2) business days. c. CONFERENCE FACILITY CHARGES: UOM – Each Quantity – 2 (Line 1 on pricing schedule) This line item should include all charges not related to the meals and breaks including, but not limited to: 1) Parking: Sufficient parking space shall be available to accommodate up to 165 attendees and staff, at no additional charge. 2) Designated Conference Registration site: each day 6 ft. registration table with cloth table cover 4 chairs Waste basket 3) Conference Room to accommodate 165 persons: each day Room available from 6:30am – 5:00pm Classroom style Head table near podium for Facilitators, 4 chairs Cloth table covers Water and coffee station inside room – to include condiments for the coffee 4) Audio/Visual: each day Podium w/removable microphone Projector – XGA 2000 Lumens or equivalent Large, approximately 8 foot screen for visual displays Internet Access Wireless Lavalier VHF
